Weddings are common events that happen annually and most event organizers have weddings as their main gigs. Weddings are important events for each couple so they are keen to have their wedding event as special as possible and event organizers are the masters of making events seem special. For event organizers to commence work on preparing for the wedding, a contract is needed to be written and signed first to officiate the work to be done. Read the article to know how to write a wedding event contract.
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Importance of Event Contracts
Contracts are essential to have before planning and organizing any events to protect all parties from any legal or payment issues that may come up during the event planning process. It also set up clear boundaries and expectations for both parties to avoid escalating issues.
And, should anything unexpected happen, your contract will relieve you of any possible harm to your business as well as costly fees. The benefits of having event contracts are that they set you up for a successful event, help identify your current business performance, and provide a guide for you on what to do in any circumstance that may happen.
How to Make a Wedding Event Contract
1. Start with an Introduction
Start your contract with an introduction that states what the contract is all about. It must include the following information such as the type of event, its location, its purpose, the business hosting the event (in this case, it’s you), and the general role you will do for the event. Below the introduction is where you put a short outline of your event planning schedule and put your business contact information.
You may also include a definition of key terms section to describe terms that will be mainly used throughout the rest of the contract.
2. General Information About Your Business
This section is where you give a brief description of your business. Include such information as the services you offer to your clients, your hours of operation, the location of your business, and the expectations your clients may have if they work with you. Include the names, the roles they do for the wedding event, and the contact numbers of everyone who will be working for the event.
3. List Your Services and Products
Here is where you will outline your scope of services for the wedding event. This section must include the following information:
- Explanation on why the client has hired you and the problems you intend to solve
- Definition of what the goal of the project is for you.
- A detailed and measurable description of each project objective that fits under your goal along with the corresponding deliverables you will deliver to your client.
- An event timeline with key dates, obtaining resources needed for the event, and progress reports written in it.
4. State Your Payment Terms
This section of the contract must be clearly and comprehensively detailed. Outline how much the services cost, the total estimate for the event, the period when you’ll send the final invoice to the client when the payment will be due, how the client will pay you, and policies on late payments. You also need to include the deposit details too in this section.
5. Spell Out Your Cancellation Fees
To protect yourself from the hassle of last-minute cancellations from your clients, you need to layout a cancellation policy. Your cancellation policy and fees will be based on the reasons for cancellation and the cost of cancellation. In your policy state how much the cancellation penalties are, how early the advance notice must be given, and who is authorized to terminate the agreement.
6. Include Other Legal Terms
Contracts help you and your clients protect each other from litigations, so it’s essential to include legal terms in your contract such as:
- a legal and binding agreement
7. Conclude the Contract with Signature Lines
Conclude your contract by putting signature lines at the end part of the contract. This is where you, your clients, and all other stakeholders of the event can write down their names and signature. Don’t forget to include the date when the contract is signed.
How much do event planners charge for weddings?
Wedding event planners charge depending on your budget and your desired level of service. Their service package rates start around several hundred dollars up to $4,000.
What are some traditional activities in wedding events?
Some traditional activities that happen in wedding events are cocktail hour, grand entrance, welcome speeches, blessing before the meal, wedding toasts, special dances, and bridal-related games.
What are the different types of contracts?
Once you’re done drafting the contract make sure to review it for any errors or inaccurate information that was written down. Discuss the contract first with your stakeholders and let them ask questions and offer recommendations before signing the contract. To help you get started making the event contract, download our free sample templates above to use as your guide!
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