Sample terms and conditions for a wedding planners business.
I have had many of my coaching and mentoring clients ask about the details that should go into their newly minted wedding planning contract and of course, I point them to resources and a standard contract and remind them to have a lawyer check it thoroughly and sign off on it for their market and their specific needs.
That said, increasingly, and especially over the last 8 or so years, there are a few clauses that I think should be added to every wedding contract in order to protect both clients and planners from any issues that may pop up especially if they must sever their relationship mid contract.
- A clause that speaks to changes after the contract is signed. This is imperative as verbal changes and sometimes even whatsapp or other messaging type changes may not be binding and when it comes down to a breakdown in communication, you can only rely on changes in writing via email or on the contract itself and signed by both of you. It may sound tedious but it will save you the headache of messiness afterwards. Here is an excerpt of the wording I use in my contract.
AMENDMENT: This Agreement may be modified or amended only if the amendment is made in writing and is signed by all parties.
- A clause that speaks to the working relationship with your client. This is a HUGE one as it sets out the expectations on both sides of how you treat each other through the planning period and what is and is not acceptable. This has saved me many times when a client who is seemingly a great fit turns out to be not so great a fit at all for my personality, style of planning or for my dream team of vendors, especially when it is specifically about the relationship that you have with the client. Client abuse in any form should never be tolerated. It goes without saying that the client should also not be expected to tolerate the same from you. Here is the clause I personally use in my contract.
WORKING RELATIONSHIP: Neither (Your Company Name) nor any of its staff or associates will tolerate mistreatment by way of verbal (in person or by telephone), written (email or social media) or physical, at any time. If any abuse transpires between you to anyone that is part of the staff or associates of (Your Company Name) all services will cease and desist with no further compensation or refund between both parties. If this occurs, you will be advised that we, as a company, will no longer be retained by you and you will be required to seek new professional guidance on your own. You will still be required to fulfill all financial obligations to travel suppliers and (Your Company) reserves their right to seek legal assistance to take the necessary actions for such mistreatment. Initial: Initials (required)
- A clause to address any additional payment over and above the face value of your contracted services. As a destination planner, there are expenses that will be associated with a clients wedding that they will need to cover. Items such as accommodations, as most times in my situation as a Jamaica destination specialist, are in an all inclusive hotel and access will be necessary etc. and I will need to stay closer to either the hotel or venue if the wedding is off-resort. There may also be additional costs relating to postage, transfers and transportation etc. that will need to be addressed. Here is the clause that I use in my contract.
(a) Client(s) agree(s) to provide and cover all lodging expenses, meals, tolls, transportation, gas, etc. for (Your Company) for two nights around the event date. If there are additional events that I am required to be available for, additional nights may be needed. Payment for lodgings can be either made directly to the supplier or can be taken from your earned group credits. Initials (required)
(b) Vendor meal(s) needs to be provided for (Your Company) team on your wedding day. It is important that my meal is the same meal that you are having so that I can evaluate the quality of the meal that we have negotiated with the catering team.
As always, I am not offering legal advice but merely suggestions on clauses in your contract to protect yourself better. Please engage your lawyer for any legal advice that you need and go rock out your next wedding season!