Be Contract Savvy

What to Know Before You Sign on the Dotted Line

Contracts can be confusing and sometimes they are an overwhelming jumble of jargon. But a service contract with a caterer, reception hall, wedding liaison, florist or whomever is meant to protect your rights as much as those of the pros. Don't agree to a contract that is too vague. Lack of specificity leaves room for vendors to make changes or tack on extra costs.

Everything should appear on paper, including:
~ Dates of Service
~ Times (including set-up and clean-up times, if applicable)
~ Locations
~ Prices - Plus Taxes and Gratuities
~ Payment Plan
~ Delivery Schedule
~ Number and Names of Professionals
~ Expected Attire of Professionals
~ Refund and Cancellation Policies
~ Any Overtime Fees

The contract must also specify any vendor-specific details. For example, a videographer's contract should specify that she'll have back-up equipment on hand in case of malfunctioning; a florist's should name the specific flowers he'll use.

Also make sure that any details or extras discussed during meetings are noted in the contract. If you photographer says he'll throw in an extra portrait for your parents, get it in writing. Don't take anything for granted. Ask questions, and if you feel something has been left out, have the vendor write it in. Both parties should initial the change.

Don't be pressured into signing on the spot. Vendors should let you take a contract home and fine-tooth-comb it. Pinpoint any unfamiliar terms and get them clarified to your satisfaction and, if possible, have a third party give it a glance. A wedding coordinator or attorney is ideal, but anyone who has recently planned a wedding can eyeball it. Then be sure to keep in touch with the vendor after you've signed and put down a deposit. Follow up on contract details as the wedding date nears, and call vendors to confirm services one to two weeks before the big day.

Protect Yourself with Clear Contracts
~ Never sign a contract until you understand every word, and are confident that it covers.
~ All relevant details. Before you sign, think through all possible (or at least likely) conflicts and crises and make sure they're addressed.
~ Contracts exist to protect both you and the wedding professional equally. If any vendor refuses to provide or sign a contract, walk away.
~ Remember, even the best contract can't prevent problems from happening, but they can give you legal recourse to at least recover financial losses.

Carolyn Burke - Wedding Liaison has been in the event planning industry for 10 years. She is a wedding planner and an event location specialist with resources on 425+ event venues in the area with more than 900 photographs.