What to Look for in Vendor Contracts: A Quick-Start Guide for Weddings

Once you’ve found a vendor you love, it’s time to sign the contract—but don’t rush. Taking a few minutes to read the fine print can save you stress (and money) later. Here’s what to check before signing.

Scope of Services

Make sure the contract spells out exactly what the vendor is providing. For example:

• Photographer: Number of hours, number of edited photos, delivery timeline

• Florist: Number and types of arrangements, setup and teardown

• Caterer: Menu specifics, staff, tableware included or not

Payment Terms

Check for:

• Deposit amount and due date

• When the final payment is due

• Refund policy if you cancel or change plans

Cancellation + Rescheduling Policies

Life happens. Know your options:

• Is the deposit refundable?

• What happens if the vendor cancels?

• Are there rescheduling fees?

Contingency Plan

What happens in an emergency? The contract should outline:

• What the vendor will do if they’re sick or unavailable

• Whether they provide a backup (like a second shooter or substitute officiant)

Setup + Logistics Details

Make sure these are spelled out:

• Who provides tables, chairs, or equipment

• Arrival and departure times

• Access to electricity, water, or storage if needed

Overtime Fees

If your event runs late, how much will extra time cost? This often applies to photographers, DJs, and venues.

Permits + Insurance

Some venues and vendors require:

• Liability insurance

• Permits for certain locations (especially public parks or beaches)Check if you or the vendor are responsible for securing these.

Final Thought

You don’t need to be a legal expert—just a thoughtful reader. When in doubt, ask questions before signing. A great vendor will walk you through the details and want you to feel informed, empowered, and excited.