Wedding Vendor Contract Checklist: What to Get in Writing Before You Pay an Advance

Wedding vendors are usually booked months ahead, by different family members, over calls and WhatsApp. By the time the wedding arrives, nobody remembers exactly what was promised. A short written agreement fixes that, and it protects good vendors as much as it protects you.

Why a Written Agreement Matters

Most vendors are honest. Problems usually come from different memories of the same conversation: the decorator thought "flowers on the stage" meant artificial, you assumed fresh; the photographer quoted for one event, you thought it covered two. A written agreement turns those assumptions into something both sides can check.

It doesn't need to be a legal document. For smaller bookings, a single message that lists the terms and that the vendor replies "confirmed" to is a usable record. For larger bookings such as venues, caterers and decorators, ask for a formal quotation or a signed agreement.

The Checklist: What Every Vendor Agreement Should Include

• Who: the business name, your contact person, and who will actually be on site on the day. If a specific person is the reason you are booking, such as a lead photographer or a head cook, name them.
• When and where: every date and event covered, the venue, start and end times, and setup and teardown times.
• What exactly: the full scope with quantities and specifics: number of photos, menu items, flower types, stage size, hours of music.
• Price and what it includes: whether the price is per plate, per event or per day; whether taxes are included; and who pays for travel, stay, transport and overtime.
• Payment schedule: the advance, each later payment and what triggers it, the final payment date, how you will pay, and a receipt for each payment.
• Changes: what happens if the date, timing, guest count or menu changes, how much notice is needed, and what it costs.
• Cancellation and refunds: what is refundable if you cancel, and what happens if the vendor cancels.
• Backups: what the vendor will do if the named person falls ill or equipment fails, and a commitment to a replacement of the same standard.
• Venue rules: that the vendor will follow the venue's timings, sound limits and other rules, and who arranges any permissions needed.

Extra Points by Vendor Type

• Photographers and videographers: number of edited photos, film length and style, delivery dates and format, album details, and whether raw files are included.
• Caterers: per-plate price, the minimum guaranteed number of plates, the full menu for each function, counters and live stations, service staff, crockery, and the rate for extra plates on the day.
• Decorators and tent houses: a reference photo or sketch for each setup, fresh or artificial flowers, lighting, and who removes everything afterwards and when.
• DJs and entertainment: hours of performance, equipment, overtime rate, and who checks the venue's sound limits.
• Makeup artists: number of looks, trial session, reporting time, travel to the venue, and how many family members are included.
• Car rental: car model, decoration, driver, hours or kilometres included, and the rate for extra time.
• Venues: hall timings, which vendors you may bring from outside, decoration rules, and what the rent includes.

Paying Safely

• Avoid paying the full amount upfront. Pay an advance, then pay the rest in stages as work is delivered.
• Pay the business named in the agreement, and keep every receipt and payment confirmation.
• If the vendor is GST-registered, ask whether the quoted price includes GST and ask for a GST invoice.
• Keep the chat history where terms were agreed. It is your record if questions come up later.

Red Flags

• A vendor who won't put anything in writing.
• Pressure to pay a large advance immediately "to hold the date".
• A quotation with a single total and no breakdown of what is included.
• Vague answers about who will turn up on the day.

Booking Vendors on Wedding Bharat

On Wedding Bharat you can browse vendors by city and contact them directly on WhatsApp, which also gives you a written record of what you agree. Wedding Bharat isn't a party to your booking: you agree the terms and pay the vendor directly. Use the planning checklist to track what you have booked and the budget planner to see what each category can cost.

Frequently Asked Questions