Tuesday, December 11, 2007

Vendor Contracts- Part Deux!

Let's talk about your venue, even just for a moment. I mean you have to have the reception some where, even if its at your house (then maybe it'd be rental contract for the tent, but even so, it's a place). Financially, this is the most important aspect of the wedding, because it is where the most money is spent (50% remember), so make sure that the site and the contract are "legit". If you are working with a national hotel, it is more likely to have a legal contract, but make sure they are not nickel and dime'ing, and if they are, then know those amounts ahead of time so you are not surprised.
  • Total cost and line item break down of what's included

  • Exact date and time of the wedding

  • Exact location(s) of the wedding reception (Ballroom A or the Pelican Room)

  • Detailed list of everything the venue will provide

  • The name of the site representative who will be on hand on your wedding day

  • Proof of Liability insurance and liquor license

  • Amount of deposit and when it was paid

  • Balance outstanding and when it is due (or the payment schedule)

  • Cancellation policy/refund policy

  • Anything else you agreed to orally, make sure you get it written down so you have proof, you can always add amendments to contracts - don't be afraid to ask!!!

Also have a exact drawing of how you'd like the room set up, we recently did a wedding at a Hilton and they provided a CAD drawing of the room, so we crossed out the tables we didn't need and numbered the tables on the layout how we wanted it.... when we got there for set up the banquet captain had just set up the tables as we had numbered leaving a HUGE gap between the doors and where the tables were started.... even spacing would have been nice. They fixed it, but if the drawing had been more accurate, it would have been one less stressor.


saundra, event engineer said...

I love this series! You are so right about getting EVERYTHING in writing. Do not leave until they write it in the contract.

I have saved two of my clients thousands of dollars because the venue coordinator "left" the business before the wedding but the catering company or hotel had to stick with what was on the contract.

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