A handshake and a smile might seem like it’ll seal the deal on your wedding day must-haves, but when something goes wrong, those aren’t enough. Vendors and couples both need to know what to expect from each other. Having these expectations in writing is imperative for a worry-free wedding day. Contracts can give you confidence that everything is under control even if something goes wrong, but it is important to know exactly how a vendor contract can do this. There are a few things you must outline in each contract in order to be sure both parties are on the same page.

General Vendor Contract Information

Some vendors offer formal contracts drafted by lawyers. There might be a lot of jargon you won’t understand, so make sure to go over each line with them so that there are no misunderstandings. Many smaller vendors offer an informal contract, which is usually just a simple agreement outlining what to expect from both the vendor and the client. Even if you are working with a friend, you need to get expectations in writing. It might seem strange asking a friend to sign something, but there is a fine line between friendship and business. Don’t do yourself a disservice by relying on word of mouth to get the job done.

What to Include

Both formal and informal contracts should include the date and time of the wedding. This ensures there is no doubt the vendor will be available for your wedding. Costs should be broken down so that you know exactly what you are purchasing, meaning your vendor cannot add random charges later. There should be a clause for any expenses that occur outside of the contract.

There is often a payment plan outline as well, so you will need to include the dates by which each payment must be made to the vendor. Then, you each need to sign the contract. If changes occur after signing the initial contract, you both update the contract and sign. This protects both the vendor and the client. Make sure each party gets a signed copy of the contract.

Cancellations and Refunds

You don’t want to think about the worst, but you simply must when it comes to wedding plans. If something happens with the wedding and you have to cancel the vendors, you must have a cancellation and refund policy in place to protect yourself. On the flip side, you need a policy in place in case the vendor cancels on you. This policy needs to state exactly how much money will be returned to you if you cancel as well as how much the vendor pays you back if they cancel.

In most cases, you will have made a deposit. The clause needs to state how much of this deposit you get back depending on how close the date is to your actual wedding date. If the vendor cancels and does not follow the cancellation policy, you can take the company or person to court to get a refund.

Liability Clause

A liability clause protects the vendor from issues out of the vendor’s control. Most contracts will include a clause that states that the vendor will try to find a replacement in the event of an emergency (such as a fire, transportation problems, an illness, and/or an accident. Again, you don’t want to think the worst, but always be prepared for any event.

Code of Conduct

Many contracts include a code of conduct. This usually states the vendor will dress in the proper attire, arrive on time, and behave professionally.

The Wedding Dress

meet with your photographer and/or videographer a few times to discuss your expectations. Many times, these individuals or companies will offer different packages, so make sure you outline exactly what you want in a package. Most photographers give you the rights to the photos once they are produced. This means you can make copies on your own without having to go through the vendor. This is an important thing to get in writing so that there is no problem when you want to go and order a few pieces of canvas art and/or an entire wedding album full of professional wedding photos. It is also important to include how you will get the photos?as in will you get them as digital files, on a CD, a USB drive, or website.

You also need to clearly outline the time frame in which your photographer/videographer will cover the event. If the vendor goes over the designated amount of time, outline a fee for a certain amount of hours. You can also include the amount of time it will take to receive all of the shots. This is important so that you are not expecting the photographer to have the shots edited in a week, while the vendor knows it will take closer to a month.

The videographer and couple should also agree on how many cameras are included and what wireless audio equipment is needed for a certain number of people. The photographer and videographer will usually include in the contract that they cannot be held liabale for bad lighting or camera angles or equipment malfunction.

The Venue

What You Need to Know About Wedding Vendor Contracts appeared first on Weddingbee.