Wedding Planner Contract Template

We’ve worked closely with lawyers and proofreaders to create a simple wedding planner contract template to help save you precious time in your events business.

Wedding Planner Contract (Including Downloadable Template)

We’ve worked closely with lawyers and proofreaders to create a simple wedding planner contract template to help save you precious time in your events business.
What’s in this template?
  • • Wedding details
  • • Wedding planner responsibilities
  • • Cancellation policy
Click below to access our wedding planner contract

What is a wedding planner contract?

Wedding planners are responsible for creating and organizing the execution of wedding events. Essentially, you bring a wedding to life!
This is a massive responsibility as your clients entrust their most important day in your capable hands.
A wedding planner contract is a formal agreement between the wedding planner and the client to set conditions for which the wedding coordination services are performed.
Whether a wedding is low-key or a 7-day bonanza, the structure of the agreement remains the same.

Download our free Wedding Planner Contract Form

We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, you can spend more time celebrating weddings for your clients.
Click below to access our free event planning contract template

When to use a wedding coordinator contract

A wedding planner contract is a crucial business document as it converts a lead into a paying client. That’s why you must master presenting your agreement in the best possible moment to secure more weddings.
To help you perfect the timing of when to introduce a wedding planner contract, let’s breakdown a standard client intake process.
  • • Respond to inquiry
  • • Book a consultation
  • • Conduct consultation
  • • Send proposal
  • • Follow up
  • • Send receipt
  • • Project commences
Let’s circle step 4, send a proposal. After consulting with your newlyweds about their dreams for their magical day, it’s best practice for you to send them a plan highlighting all the ways you can help them achieve their ultimate wedding.
While your pitch is a vital sales tool, a proposal on its own is not enough to secure a new client. That’s why we always recommend you attach a copy of your wedding planner contract to your proposal.
Your clients are already excited about having you coordinate their wedding, so you can balance this feeling of optimism with contract terms and conditions to show you professionalism.
Another great benefit of a contract is that you can use it as a reference document to follow up on couples who are still deciding whether they should move forward with your wedding services. The simple question of, “I’m just touching base to see if you had any questions about my proposal?” is enough to re-engage your clients.
At this point, you can start to extract any concerns your prospects have about your contract—which you can then see if you can get on the same page to lock in the sale.

Download our free Wedding Planner Contract Form

We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, you can spend more time celebrating weddings for your clients.
Click below to access our free event planning contract template

Best practices of a wedding planner contract agreement

Even though our template is straightforward, we’ve identified three best practices to get the most out of your agreement.

1. Set boundaries

It’s vital before you get signatures from your clients that all parties are on the same page when it comes to what wedding services you’re offering.
For any service provider, especially in events, one of the greatest risks is where clients develop unrealistic expectations and keep asking for more than what was initially agreed on in your contract. This dynamic can quickly build tension in relationships, which can then escalate to disputes.
To help reduce the risk of scope creep, detail exactly what you’ll be offering as part of your wedding planning services for your client to review and sign off on. The benefit of this is if your clients make a request that’s out of scope, you can refer back to your contract to remind your clients what they agreed to.
Setting expectations of what you can do for a wedding event means you have to get incredibly skilled at scoping weddings accurately. The key here is getting to know your couples’ concerns and desires for their wedding before sending them your contract.
Ask quality questions and try to identify barriers or restrictions early. At least then, you give yourself a much better chance of keeping your services within scope.

2. Manage cash flow and projections

Getting your wedding planning contract signed is the moment a prospect becomes a client. As a paid professional, it’s motivating to see your contracts grow as it represents future income.
As weddings are very seasonal, it means you’ll likely have jobs booked months or years in advance. The cyclical nature of wedding planning makes it hard to manage your cash flow as there are extended periods where you don’t have money coming in.
We suggest you organize your contracts into two piles; contracts and pending contracts.
Your contracts pile represents future income, while your pending contracts pile represents potential future income.
Once you’ve organized your contracts, you can start tracking your pipeline manually or in a spreadsheet.
The greatest opportunity is being aware of your potential contracts, so you can develop a follow-up system to see if you can get couples to sign off on your proposal.

3. Payment terms and cancellations

Much of the success of your wedding business comes down to how you manage cancellations. Couples will change their minds for whatever reason and want to end your contract before the wedding.
The more cancellations you have on your books, the more income you’ll lose. Not only do you miss out on client fees, but you also waste time liaising with your wedding suppliers.
Use a wedding planner contract to enforce non-refundable deposits, as having clients sign off on this clause will help you get compensated and reduce your number of cancellations.
Frequently Asked Questions

FAQ about our Wedding Planner Contract Template

While you’re always hopeful that nothing will go wrong with a wedding job, it still happens to the best of us. Client disputes can quickly escalate into expensive lawsuits.
A contract protects you against those situations and gives you a formal document for all parties to be accountable to.
Like any agreement, you can terminate a wedding planning contract when the work is completed, a party breaches the conditions, or all parties agree to terminate the contract.
We’ve made our template available in Word so you can make modifications as needed.
document preview

Wedding Planner Contract

Wedding Planner Contract

Parties

– This Wedding Planner Contract (hereinafter referred to as the “Contract”) is entered into on ______________ (the “Effective Date”), by and between __________________________, with an address of ______________ (hereinafter referred to as the “Client”) and ______________ with an address of ______________ (hereinafter referred to as the “Planner”) (collectively referred to as the “Parties”).

Wedding Details

– Date ______________
– Time ______________
– Ceremony Location ______________
– Reception Location ______________

Planner Duties

– The Client hereby engages the Planner to perform the following duties relevant to the Wedding. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
– The Planner is required to obtain a written consent from the Client prior to entering into any contractual agreements or prior to issuing and deposits or invoices.

Payments

– The Client hereby agrees to pay the Planner for an amount of ______________ for the services performed.
– The Planner will provide an invoice at the time of the payment.

Cancellation Policy

– The Client is entitled to cancel this Contract at any given time.
– The Client is entitled to a full refund in case he/she cancels ______________ days before the beginning of the event.
– In case the Client cancels less than ______________ days before the beginning of the event, he/she will not be provided a refund.
– The Planner is entitled to cancel this Contract at any given time.
– In case of cancellation by the Planner, he/she is required to provide a replacement planner that the Client agrees upon as well. In this case, the Client will be required to refund any money previously provided by the Client as a budget for the event or other.

Limitation Of Liability

– Under no circumstances will either party be liable for any indirect, special, consequential, or punitive damages (including lost profits) arising out of or relating to this Contract or the transactions it contemplates (whether for breach of contract, tort, negligence, or other form of action) in case such is not related to the direct result of one of the party’s negligence or breach.
– The Planner assures however to do his/her best in finding suitable and top suppliers and/or service providers but will not be responsible for their performance and/or product.
– The Planner’s availability is not guaranteed for any other date other than the one mentioned above in this Contract.

Alternative Dispute Resolution

– Any dispute or difference whatsoever arising out of or in connection with this Contract shall be submitted to ______________ (Arbitration/mediation/negotiation) (Circle one) in accordance with, and subject to the laws of ______________.

Legal Fees

– In case of a dispute that results in legal action, the successful party is the one who will be entitled to the legal fees such as the attorney’s fees or other.

Severability

In an event where any provision of this Contract is found to be void and unenforceable by a court of competent jurisdiction, then the remaining provisions will remain to be enforced in accordance with the Parties’ intention.

Governing Law

– This Contract shall be governed by and construed in accordance with the laws of ______________.

Entire Contract

– This Contract contains the entire agreement and understanding among the Parties hereto with respect to the subject matter hereof, and supersedes all prior agreements, understandings, inducements and conditions, express or implied, oral or written, of any nature whatsoever with respect to the subject matter hereof. The express terms hereof control and supersede any course of performance and/or usage of the trade inconsistent with any of the terms hereof.

Signature And Date

– The Parties hereby agree to the terms and conditions set forth in this Contract and such is demonstrated throughout their signatures below:
Client
Name: ______________________
Signature: ___________________
Date: _______________________
Planner
Name: ______________________
Signature: ___________________
Date: _______________________

Download our free Wedding Planner Contract Form

We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, you can spend more time celebrating weddings for your clients.
Click below to access our free event planning contract template
Download Wedding Planner Contract Doc
Download Wedding Planner Contract PDF