The Ultimate 101 Guide to Wedding Venue Contracts

Booking your venue is one of *the* most important steps of the wedding planning process. And your contract with the venue should spell out everything you've agreed upon in black and white. This contract provides a legal framework that lays out the services, payments, and deliverables for your wedding, along with the terms & conditions that protect both you and the venue.

A well-written contract protects you in two critical ways:

1. it locks in the pricing you have agreed on, and
2. it outlines exactly what you're purchasing—eliminating any surprise changes to fees, inclusions, or services.

The key is to read through your contract carefully and ask questions about anything that's unclear. Before you sign, make sure that there are no unexpected omissions or additions, that you understand everything, and that you can afford what you’re agreeing to. If you don’t take the time to thoroughly review your contract, you could be kicking yourself when you see the final bill.

Before we dive in, remember that every venue is different. The contract “sections” (also known as clauses) outlined below are very general and aim to give you an idea of what you may find within your specific venue agreement.

Your wedding venue contract must clearly state who the agreement is between and where & when the event will take place. Double-check the following information for accuracy: 

• Your and your partner’s full names
• The legal business name + address of the wedding venue
• Contact information for both parties
• Full wedding date (including the year)
• Event times, including the ceremony and rehearsal (if held at the same venue)

This section may also include your approximate guest count, with the final guest count being due by a specified date.

The contract will specify the maximum capacity for your event, including the number of guests you’re allowed to host and any restrictions on the number of vendors. (Alternately, some venues may have minimum requirements for guest count or food & beverage.) The max capacity of a venue is non-negotiable, as it’s determined in accordance with local fire codes and safety regulations, so it’s vital to adhere to the limits.

Your venue contract will outline the official start and end date(s) and hour(s) for which you're allowed access to the venue. This should include setup times, cleanup times, and when you and your vendor team are required to vacate the premises. 

Make sure you understand how much time your vendors have to set up and take down their equipment. Often, venues will charge an additional fee if setup or breakdown takes longer than the time allowed.

This section also outlines which event spaces you and your guests are permitted to use, along with hours of access. This may include the usage of specific spaces such as the getting-ready suite, parking lots, or restrooms. Some venues will let you wander throughout the entire property, while others may limit your access to specific areas. It's essential to have this clearly written in your contract so everyone knows what to expect. 

The payment schedule is a key part of your contract. This section will spell out:

• how much you’ll pay to rent the facility, 
• when payments are due, 
• what methods of payment are accepted, and 
• what happens if you’re fashionably late with a payment deadline. 

It will also state your deposit amount and due date, and let you know whether or not that deposit is refundable. Some venues will provide a short grace period wherein you can cancel your contract for a full refund, but others will not. 

Be sure to read through this section carefully to ensure there are no surprises when it comes to payments and refunds—or lack thereof. For example, some venues require a refundable damage deposit that will be returned to you unless there is damage to the property or theft during your event. 

Keep your eyes peeled for any sneaky extra fees or taxes that might be hiding in the fine print. For instance, you may notice a mandatory gratuity, extra fees for cleaning, security, overtime, cake-cutting & corkage, or costs for using outside vendors. And don’t be surprised to see tax and service charges in fixed amounts applied to the total bill if the venue provides catering services. 

Another thing to watch out for is credit card surcharging. This isn’t legal in every state, but some venues will charge you a processing fee if you pay by credit card. On the flip side, others may offer a discount if you pay by debit, check, or cash. Get familiar with all the possible hidden fees and ask for clarification from the venue manager so there are no upcharges.

You’ll also want to double-check that any discounts have been applied! Many venues offer special deals for off-season weddings, military servicemembers, and first responders. They may even throw in fun perks to get you to book— like a complimentary champagne toast or a free hotel stay on your anniversary—so make sure anything that was promised is there in writing.

If we learned anything from 2020, it’s that anything can happen. So if you’re forced to cancel or postpone your wedding, the venue contract will outline the policies they have in place for handling it.

Read the fine print in your contract for policies on nonrefundable deposits, retainers, or cancelation fees. This money could potentially be applied to a new date instead of lost entirely, so review their policies on rescheduling carefully.

It's also a good idea to check out the "force majeure" clause - that's wedding-speak for acts of God, including unforeseen events like war, natural disasters, or other crazy circumstances beyond anyone's control. (Oh hey there, pandemic. We see you.) If those scenarios pop up, you'll want to know your options and whether you'll be able to cancel or postpone your wedding without penalty.

And even though this all sounds scary, the bottom line is that the wedding venue contract is your best friend when the unexpected happens. Take the time to really understand this section so you can rest easy knowing your big day is protected—no matter what life throws your way.

This section provides a detailed breakdown of the specific rentals and services included in your contract. This might include things like furniture & décor rentals, catering services, audio/visual equipment use, special staffing for valet, security, or coat check, bar services & staff, and whether or not they provide a venue coordinator for the day of.

Make sure you know exactly what’s included in your package by reviewing each line item. For example, is the dance floor part of the deal? Are you allowed to use their projector and screen for your photo slideshow? If you want anything extra, like the use of their ceremony arch or upgraded linens, now’s the time to ask.

The devil is in the details, so make sure your contract covers everything—from the name of the event space(s) you’ve reserved and the hours you’ll have access to them, to the number of tables and chairs at your reception. 

Carefully reviewing this itemized list will let you know the breakdown of the total cost, precisely what’s included in your package, and what you may need to source (ahem, pay for) separately.

If your venue is all-inclusive, you'll most likely have catering and/or alcohol included in your contract. If you're simply reserving the event space, however, this section of the contract will let you know the venue's rules and restrictions on bringing in outside vendors.

Many venues offer a list of approved vendors to choose from. A "preferred vendor list" refers to a selection of pre-vetted vendors (e.g., caterers, photographers, florists, etc.) that the venue recommends or has a relationship with.

Some venues may have exclusive contracts with certain vendors, requiring couples to use those preferred services, while others allow you to bring in your own. If bringing in outside vendors, check to see if they need their own insurance. If they do, the contract will also state when your vendors’ proof of insurance must be submitted to the venue. 

Pro tip: If your venue includes catering, ask upfront about the cost + number of vendor meals needed for the reception—and be sure that’s listed in the contract.

Again, vendor policies vary widely between venues, so if you have your heart set on a specific wedding planner or floral designer, read this portion of the contract carefully!

These are the venue’s house rules! These rules & restrictions may include guidelines on music and noise levels, curfews, unaccompanied minors, alcohol, smoking, open flames like candles or sparklers, and even whether or not you’re allowed to affix signage to the walls, toss birdseed, or blow bubbles! 

Make sure that you're comfortable with these boundaries and that they don't clash with your wedding plans. Don’t be afraid to ask about bending a rule or two to fit your vision, but keep in mind that many of these restrictions may be non-negotiable.

Pro tip: This is an important section to review if you’re hoping to include pets in your wedding. Some venues do not allow pets, while others embrace them—as long as they’re up-to-date on vaccines, leashed, and chaperoned at all times! This all depends on the specific venue, so if you’re dying to include your furbaby as a ringbearer, make sure the stipulations are spelled out in the contract.

Even the best-laid plans can get slammed by Mother Nature, so be sure you're familiar with your venue's contingency policy in case of inclement weather. Some venues offer alternate indoor event spaces or tented areas to serve as a backup plan for your outdoor celebration. However, some venues will leave this entirely up to you.

The venue may approve last-minute rental of tents, canopies, or heaters, but keep in mind this could be at your expense. So, if there's any chance of rain, sleet, snow, or hail on your big day, plan out your Plan B with the venue in advance. And make sure this detailed plan (along with any associated costs) is laid out in your contract!

You may see a clause in your contract about the venue's right to use your wedding photos in their marketing materials and/or social media. Check with your wedding photographer on this one since they typically own the rights to the images, but also let the venue know if you don't feel comfortable with your wedding photos being used for their marketing. They should respect your feelings on this matter.

Don’t skim over this section of legalese, because it outlines what happens if an incident or accident occurs during your event. It basically pinpoints who’s responsible if something goes wrong. In most cases, you assume responsibility for any damage to the premises during your event—including incidents that stem from the behavior of your guests and vendors. However, if the venue dropped the ball (like forgetting to fix that wobbly step you tripped over), you might be entitled to some compensation.

Many venues require you to provide proof of liability insurance and, in some cases, a liquor license to protect yourself against accidents or damages during the event. Verify whether the venue carries liability insurance or if you are required to obtain your own. Understanding the specific coverage required by the venue early in the game is essential—and can help you avoid unexpected costs or disputes down the road.

Once you’ve read through, understand, and agree with the details, services, payments, deliverables, and terms of your contract, you can seal the deal with your autographs. However, if you have any hesitations, questions, or concerns or need help determining whether or not to sign, working with an attorney can help you make a better-informed legal decision.

You and your partner should both sign the document so that either one of you can request an amendment or termination of the contract if needed. And make sure to hold onto a copy of the signed contract in case you need to reference it later. 

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