Contracts for event and wedding vendors
Event vendors book dates months ahead, which makes the retainer, the cancellation ladder and the postponement clause the most important lines in any contract. Get those right and a cancelled wedding is an inconvenience, not a loss.
The pack below gives caterers, DJs, florists, planners, venues and rental companies their own agreements built on the same retainer, cancellation and liability clauses, plus the proposal, timeline, change order and invoice that go around them.
Templates
Paperwork checklist: event vendors
| Document | Why you need it | Template |
|---|---|---|
| Vendor agreement for your trade | Catering, DJ, floral, planning, venue or rental terms with a Schedule A of line items. | Event Vendor Contract Pack · $27 |
| Event proposal & quote | Three options and how booking works, valid for a fixed window. | Event Vendor Contract Pack · $27 |
| Event-day timeline & vendor sheet | One page every vendor works from on the day. | Event Vendor Contract Pack · $27 |
| Change order & final confirmation | Guest count and menu changes in writing; 14-day checklist. | Event Vendor Contract Pack · $27 |
Guides
Questions
What cancellation terms are typical for event vendors?
Commonly: the retainer is non-refundable, 50% of the total is due if the client cancels within 90 days, and 100% within 30 days, less any costs the vendor saves.
Should a planner or venue have every vendor's contract?
It helps. Planners review vendor terms for their clients, and venues often require vendors to carry insurance and follow house rules.
Is alcohol service covered?
The catering agreement covers certified bartenders, refusing service and client-supplied alcohol. Liquor rules are local; check yours.