When a client hires you as their wedding planner it’s your responsibility to read over all of their vendor contracts. You need to know what each contract entails, what’s expected of each vendor and what the client is responsible for.
A lot of times you think you already know what’s in a venue’s contract, but every single venue is different. Some allow certain items while others won’t allow those exact same items. Today I’m sharing some wedding venue contract tips for wedding planners that you need to look for in your client’s venue contracts.
Wedding Venue Contract Tips for Wedding Planners
Always check the venue contract to see what they allow for the grand exit. Some venues won’t allow sparkler or confetti and these are two of the most popular options for the wedding exit. You don’t want to have guests lined up ready to light their sparklers only to find out you can’t use them.
Some venues require the client to purchase a 1 million dollar liability policy for the event day. Most of these venues that require a liability policy will need a copy of the policy a month before the wedding. Make sure you have added a checklist task into your process to obtain a liability policy for your full service wedding planning clients.
Some venues won’t allow real candles with flames even if they are covered in a candle holder or vase. In these instances you need to make sure you plan for LED candles. Other venues will allow candles if they are contained in a vase and/or candle holder, but they won’t allow open flames, like taper candles. Unless they are covered.
Some venues will require security guards. When a venue requires security they usually hire the security, but the client is responsible for paying the fee for the security guards. Check the contract carefully to see if they are already included in the venue price or if that’s an additional fee the client will incur.
Food and Beverage
Some venues have in-house caterers you are required to use, while others may require you to use one of their preferred catering vendors. Each venue is different and there will be a handful that don’t have any requirements on catering and which caterer a client uses. However, most venues will have an in-house caterer or will require you to use a caterer on their preferred vendor list.
Most venues will require you to use a caterer or bar service that has a liquor license for all alcohol. This is always the BEST option anyway when it comes to alcohol and weddings all the way around.
Some venues require you to pay a damage deposit that is returned after the wedding if no damages are incurred. Make sure you add this amount into your clients budget and let them know upfront before booking since this does increase the venue rental fee in the beginning.
If a venue includes tables, chairs, linens, stage, dance floor, etc. their contract should list what all is included with the rental of the venue. Some venues do provide tables and chairs while others do not provide any of these items.
It’s important to read over what all decor is allowed and not allowed. Some venues won’t allow chandeliers or other lights to be attached to the ceiling or any structures while other venues are more lenient on this.