Vendor Contracts: What to Include

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Vendor Contracts: What to Include

BAKER

Your contract should include:

  1. Your names and the name of the baker.
  2. Date, time and location of your reception.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for no-show or cancellation by baker (including refunds).
  7. Style of cake and number of tiers, if applicable.
  8. Flavors of cake layers, fillings and icing.
  9. Number of slices and cost per slice.
  10. Cake design and colors to be used.
  11. Any special decorations (toppers, special display stand).
  12. Whether the cake will be delivered by or picked up at the bakery.
  13. If delivered, compensation for damage to cake during transport (including repairs and refunds).
  14. If picked up, a description of how the cake will be packaged to ensure safe transport.

BRIDAL CONSULTANT/COORDINATOR

Your contract should include:

  1. Your names and the name of the bridal consultant.
  2. Date, time and location(s) of your wedding and reception.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for cancellation by bridal consultant (including refunds).
  7. Hours of consultation time to be provided.
  8. Specific tasks to be performed by consultant (arrange for flowers, invitations, food, etc.).

CATERER

Your contract should include:

  1. Your names and the name of the caterer.
  2. Date, time and location of your reception.
  3. Per person meal prices.
  4. Estimated guest count and due date for final guest count.
  5. Deposit amount and due date.
  6. Payment balance amount and due date.
  7. Requirements for cancellation by bride and groom (including any fines or deadlines).
  8. Compensation for no-show or cancellation by caterer (including refunds).
  9. Menu items to be served (be specific).
  10. Acceptable substitutions, if any.
  11. Services included in fee (including condiments, tableware, barware and staffing).
  12. Number of staff required per guest.
  13. Hourly rates for staff.
  14. Set up and tear down schedule.
  15. Cake cutting fees, if any.
  16. Corkage fees, if any.
  17. Overtime fees, if any.

DJ/BAND

Your contract should include:

  1. Your names and the name of the dj or band.
  2. Date, time and location of your wedding reception.
  3. Number of anticipated guests.
  4. Start and finish times, including set up and break down of equipment.
  5. Deposit amount and due date.
  6. Payment balance amount and due date.
  7. Requirements for cancellation by bride and groom (including any fines or deadlines).
  8. Compensation for no-show or cancellation by dj or band (including refunds).
  9. Listing of equipment and/or instruments to be provided by dj or band.
  10. Listing of any equipment to be provided by you (required electrical outlets, tables, etc.).
  11. Agreed upon song list.
  12. Relevant schedule for specific songs (for cake cutting, first dance, etc.)
  13. Overtime rates, if any.

EQUIPMENT/PARTY SUPPLY RENTAL COMPANY

Your contract should include:

  1. Your names and the name of the rental company.
  2. Date, time and location(s) of your wedding and reception.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for no-show or cancellation by rental company (including refunds).
  7. Itemized list of products and equipment to be provided (number of plates, tables, heating lamps, etc.).
  8. Fee structure for lost or damaged items.
  9. Agreed upon delivery method (pick up by you, delivery to reception by company, etc.).
  10. Deadline and delivery method for rental return.

FLORIST

Your contract should include:

  1. Your names and the name of the florist.
  2. Date, time and location(s) of your wedding and reception.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for no-show or cancellation by florist (including refunds).
  7. The number of bouquets, centerpieces, corsages, boutonnieres, and other flower arrangements.
  8. The size of each arrangement and number of flowers to be used.
  9. The types of flowers to be used in each arrangement.
  10. Acceptable substitutions if certain flowers are not available.
  11. Price adjustments if less expensive substitutions are used.
  12. Price adjustments if flowers are not fresh or arrangements are smaller than agreed upon.

LIMO SERVICE

Your contract should include:

  1. Your names and the name of the limo service company.
  2. Date, time and location(s) of your wedding and reception.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for no-show, vehicle breakdown or cancellation by vendor (including refunds).
  7. Number and type of vehicles reserved (be specific).
  8. All required pick-ups and drop-offs (including times and locations).
  9. Number of passengers per vehicle.
  10. Amenities provided by limo service (bottle of champagne, snacks and beverages, etc.).
  11. Restrictions (alcohol provided by bride and groom, restrictions for underage passengers, etc.).
  12. Requirements for limo driver's attire.
  13. Overtime fees, if any.
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LOCATION VENUE

Your contract should include:

  1. Your names and the name of the venue owner/manager.
  2. Date and time of your wedding and/or reception.
  3. Name or description of rented area (specify rooms).
  4. Rental start and finish times (including set up and clean up).
  5. Deposit amount and due date.
  6. Payment balance amount and due date.
  7. Requirements for cancellation by bride and groom (including any fines or deadlines).
  8. Compensation for cancellation by venue owner/manager (including refunds).
  9. Any equipment to be provided by venue (tables, decorations, etc.).
  10. Any usage restrictions (flash photography, music, catering, alcohol, etc.)
  11. Any additional services provided (kitchen facilities, bar staff, coat check, etc.).

PHOTOGRAPHER

Your contract should include:

  1. Your names and the name of the photographer who will be shooting your wedding.
  2. Date, time and location(s) of your wedding and reception.
  3. Schedule for posed photographs and agreed upon hours.
  4. Deposit amount and due date.
  5. Payment balance amount and due date.
  6. Requirements for cancellation by bride and groom (including any fines or deadlines).
  7. Compensation for no-show or cancellation by photographer (including refunds).
  8. A list of any photographs that must be taken.
  9. The ratio of color to black and white photographs.
  10. Equipment to be used (including backup equipment).
  11. Number of rolls of film to be shot.
  12. The number and type of albums included in your package.
  13. The delivery date of the proofs.
  14. The delivery date of the album(s).
  15. The number and sizes of any extra prints included in your package.
  16. Whether or not light retouching is included in your package.

SEAMSTRESS

Your contract should include:

  1. Your names and the name of the seamstress.
  2. Date and location of your wedding.
  3. Deposit amount and due date.
  4. Payment balance amount and due date.
  5. Requirements for cancellation by bride and groom (including any fines or deadlines).
  6. Compensation for cancellation by seamstress (including refunds).
  7. A full description of the dress ordered.
  8. A full description of materials to be used.
  9. Number and schedule of fittings.
  10. Final delivery date for finished dress.