Wedding Vendor Contracts: 10 Things to Check Before You Sign

Planning a wedding means signing contracts with multiple vendors: the venue, caterer, photographer, florist, DJ, officiant, and more. Each of these contracts represents a financial and legal commitment that can be difficult to undo. With the average wedding costing tens of thousands of dollars, understanding what you are agreeing to is not just smart but essential for protecting your investment.

1. Exact Services Included

Every contract should clearly list exactly what the vendor will provide. For a photographer, this means the number of hours, number of edited photos, delivery format, and timeline. For a caterer, it means the menu, number of guests, service style, and what happens if guest count changes. Vague descriptions like "photography services for your wedding day" leave too much room for misunderstanding.

2. Payment Schedule and Total Cost

Understand the full payment timeline: deposit amount, when subsequent payments are due, and the final balance deadline. Check whether the prices are locked or subject to change. Some contracts include a clause allowing price adjustments if the vendor's costs increase. Also look for service charges, gratuity requirements, and taxes that may not be included in the quoted price.

3. Cancellation and Refund Policy

This is arguably the most important clause in any wedding vendor contract. If you need to cancel or postpone, what happens to your money? Many contracts specify that the deposit is non-refundable, which is standard. But some go further and require you to pay a large percentage of the remaining balance as a cancellation fee, even if you cancel months in advance.

Look for a tiered cancellation policy that reduces your financial penalty the more notice you give. Also check whether the contract addresses postponement separately from cancellation, as many couples learned during the pandemic that these are very different situations.

4. Vendor Substitution

You chose your photographer because of their specific style and portfolio. But what if they get sick on your wedding day? Many contracts include a clause allowing the vendor to send a substitute without your approval. Make sure the contract either guarantees the specific person you hired or gives you approval rights over any substitute, along with a refund option if the replacement is not acceptable.

5. Overtime and Additional Charges

Weddings often run longer than planned. Know what happens if your reception goes an extra hour. Some vendor contracts charge significant overtime rates, sometimes 1.5 to 2 times the standard hourly rate. Make sure overtime pricing is clearly stated and that you will be notified before additional charges are incurred.

6. Liability and Insurance

What happens if the vendor damages the venue, a guest is injured, or equipment fails? Professional vendors should carry their own liability insurance. Check whether the contract addresses the vendor's liability for damages and whether you are required to provide additional insurance coverage. Venue contracts in particular often require you to obtain event insurance.

7. Force Majeure

A force majeure clause covers what happens when events beyond anyone's control (natural disasters, pandemics, severe weather) make it impossible to fulfill the contract. Without this clause, you could lose your entire investment if the venue floods or a public health emergency forces cancellations. Make sure the contract addresses these scenarios and specifies whether you get a refund, a credit, or a postponement option.

8. Image and Media Rights

Many photographers and videographers include clauses that give them the right to use your wedding photos for marketing, social media, and portfolio purposes. If you value your privacy, check whether you can opt out. Also clarify who owns the photos and whether you receive full-resolution files or only web-quality images.

9. Meal and Break Requirements

Some vendor contracts require you to provide meals for the vendor and their staff during the event. For a photographer working an 8-hour wedding, this is a reasonable request. But make sure you know how many vendor meals are expected and factor this into your catering costs. This detail often catches couples off guard.

10. Dispute Resolution

Check how disagreements will be handled. Some contracts require mediation or arbitration instead of going to court. Others specify that disputes must be resolved in the vendor's home jurisdiction, which could be inconvenient if you hired a destination vendor. Understand the dispute process before you have a dispute.

Final Thoughts

Wedding planning is emotional, and it is easy to rush through contracts when you are excited about a vendor. Take the time to read every agreement carefully. Do not be afraid to ask questions or request changes. A good vendor will respect that you want to understand the terms.

You can upload any vendor contract to Fine Print Fighters for a quick analysis of the most important clauses. For more contract review tips, check out our freelance contract checklist which covers many of the same principles.

Disclaimer: This article is for educational purposes only and does not constitute legal advice. For questions about your specific situation, consult a qualified attorney in your jurisdiction.