When most wedding planners think about their contract, they focus on the core terms: services, pricing, payment schedule, and cancellation. These are definitely the most important, but they’re not the only ones that matter. There are a number of provisions that can meaningfully impact your rights, how smoothly client communications run, and the overall client relationship. Here are five things worth making sure your planner agreement clearly addresses.
Joint and Several Liability
If you’re working with a couple, both people should be signing your agreement. This isn’t just a formality. If only one person signs, they may be the only one legally responsible for payment and other obligations under the contract. If, for example, payments are delayed or the couple separates, having both members of the couple as parties to the agreement gives you the ability to pursue either of them for performance of the contract. This creates more flexibility and increases the likelihood of recovery if an issue arises.
Third-Party Vendor Contracts
We generally advise planners not to enter into contracts with vendors on behalf of their clients, even if it seems more convenient. If you sign vendor agreements yourself, you risk becoming the person the vendor looks to for payment, damages, or other obligations under that contract. Even if your own agreement with the client says they’ll reimburse you, you’re still directly responsible to the vendor and would need to sort it out with your client afterward if something goes wrong. This creates unnecessary liability and often a much messier cleanup.
Your contract should clearly state that the client is responsible for entering into vendor contracts, the client is responsible for paying vendors, you are not a party to those agreements, and you are not responsible for vendor performance. This is also a good place to address delays. If a client is slow to make decisions, approve vendors, or make payments, that can impact timelines and availability. Your agreement should make clear that you’re not responsible for the consequences of those delays.
Use of Images and Videos
Using photos and videos of the events you plan in your social media posts, on your website, and in other marketing materials is key to showing prospective clients what you’re capable of and securing new ones. To make sure you’re able to do this, your agreement should address your ability to capture content during the event, use that content for portfolio and marketing purposes, and obtain content from photographers or other vendors.
If you have a client who is more private, you may consider language that allows you to take photographs of the décor or detail shots, but makes it clear that you will not photograph your clients or their guests.
Client-Managed Services and “Friendors”
Clients often choose to handle certain elements themselves, whether that’s bringing in a friend to DJ, making the floral arrangements themselves, or working with vendors you didn’t source. The issue is that, on the day of the event, you’re still the person everyone looks to if something goes wrong. Your contract should clearly state that if the client chooses to manage something directly or bring in someone outside of your scope, they are responsible for that part of the event. You can still guide them as part of the planning process, but you shouldn’t be responsible for how those services are performed or whether they meet your client’s expectations.
Conduct and Safety Expectations
Weddings can be high-pressure, emotional, and often involve alcohol, which can lead to situations that are difficult or even unsafe. Your agreement should set expectations around conduct and give you the ability to step away if necessary. Make sure that your contract addresses what happens if there is inappropriate or hostile behavior by a guest, vendor, or other third party, or if the conditions are otherwise unsafe. It also helps reinforce that, if you do need to step back in those situations, you are not responsible for how that impacts the event.
If you’re thinking about revising your planner agreement or incorporating any of these provisions, we can help.
Ready to secure your business? View our Wedding Planner Agreement review services to learn more.