What to Look for in Vendor Contracts

Vendor contracts are where expectations become agreements. Even for a small or pop-up wedding, you want to ensure that everyone—from your florist to your photographer—is on the same page. A thoughtful contract protects both you and your vendors from confusion, stress, or last-minute surprises.

Here’s what to review before signing anything:

What’s Included

Every contract should outline the scope of services. Look for:

• Start and end times

• Number of hours or deliverables (e.g. 300 edited photos, 10 centerpieces)

• Any setup, teardown, or travel fees

Payment Terms

Understand exactly:

• The total cost

• The payment schedule (deposit, final payment, due dates)

• Accepted forms of payment

• Late fees or refund policies

Contingency Plans

Things happen. A great contract includes:

• Backup plans (e.g. a second shooter if the photographer is sick)

• What happens in case of weather issues, cancellations, or emergencies

• A cancellation or reschedule policy

Vendor Responsibilities vs. Yours

Know what you’re expected to provide or do. Common examples:

• Meals or breaks for vendors during longer events

• Parking or access instructions

• Contact person onsite

Delivery Timelines

For photographers, florists, or rental companies, make sure the contract includes delivery/setup timelines—and when you’ll receive final products (like your photos).

Clear Communication Terms

Is email preferred? Do they allow weekend calls? Having these details in writing keeps communication respectful and smooth.

Final Thought

Contracts don’t have to be scary. In fact, a clear one is a sign of a professional who cares about getting it right. Take the time to read, ask questions, and advocate for yourself. You deserve to feel supported every step of the way.

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