(This column first appeared in the December print edition of the Hendersonian.)
Planning a wedding is an exhilarating and daunting experience! As you embark on the journey of securing agreements with wedding vendors, you may find yourself navigating a whirlwind of emotions—from excitement to stress. While it may be tempting to rely on verbal agreements, which can feel friendly and personal, they often fall short in providing legal protection and can lead to misunderstandings or disputes down the line. That’s why it’s crucial to get a written contract with each wedding vendor you decide to work with, including your venue, wedding planner, photographer, caterer, DJ, florist, and many others on your list. A formal contract clarifies expectations and establishes a solid foundation for your special day, ensuring that everything proceeds smoothly and according to plan. Think of it as a blueprint for success—pay close attention to the language, ensuring that all vital elements, such as the date, time, scope of services, and the vendor’s creative vision, are clearly laid out. Don’t forget to clarify payment arrangements and any additional services they promised.
Be alert for hidden fees or aggressive sales tactics. If a vendor unexpectedly adds surprise charges, makes sudden changes that could blow your budget, or pressures you into hasty decisions without allowing sufficient time to thoroughly review the contract, these are major red flags that demand your attention. One of the most significant warning signs is when a vendor presents contracts that are vague or incomplete, or if they hesitate or avoid providing an explicit, written agreement.
Be wary of unreasonable clauses. Carefully examine termination policies and liability clauses. A vendor trying to waive liability or impose harsh penalties might be more focused on protecting themselves than on looking out for your interests. Transparency from your vendor is essential! If they hesitate to provide proof of insurance, cannot show a valid liquor license, or if past clients have raised concerns, it’s time to reconsider.
So, what can you do to protect yourself during this exciting process? Make it a priority to read every contract carefully before signing. If you make any verbal agreements, ensure they are documented in writing to confirm that both parties are on the same page. Don’t hesitate to ask for clarification on anything unclear. Having a well-defined agreement in place helps to protect both the client and the vendor, minimizing the potential for misunderstandings and ensuring a smoother planning process. Here are just some of the specifics to look for:
The Venue contract should detail rental rates, payment schedules, event times, restrictions, cancellation policies, clauses regarding liability, security, insurance, alcohol and the terms for using others’ services.
The Planner/Coordinator contract should clearly define the services, responsibilities and associated fees.
The Caterer, Bartender, and Cake Bakers contracts should include menu choices, costs, payment terms and rules for food and beverage service. Venues may also require separate agreements with caterers or have their own licenses and insurance.
The Photographer/Videographer contracts should outline services, including coverage hours, deliverables and usage of intellectual property.
The DJ/Band contracts should specify performance and break times, equipment requirements, attire guidelines, payment terms and include any essential restrictions, such as music-related liability.
The Floral/Designer contracts should list specific services and the products to be delivered, including a comprehensive list of items and their respective costs.
Finally, never underestimate the power of your instincts! If something feels off about a vendor or you sense an uneasy vibe, even if you can’t pinpoint why, trust your gut! Walking away may lead you to find the perfect vendor who aligns beautifully with your Wedding Day vision.
My Love Note: Your wedding day should be entrusted to those who are open and trustworthy!
Pem Pfisterer Clark has been hosting the nationally syndicated radio show “Wedding Planning With Pem” for over 20 years. The show provides valuable advice, insider tips, etiquette and money-saving ideas to listeners across the country. Bill Stevens Stark is the executive producer of the show.
