please help with contract questions!

sdt24 · May 2011

Hi everyone! Im supposed to be meeting with our venue tomorrow to go over the contract but im lost at what I should be asking or what to expect. We are inviting about 120 people but I know that not everyone always shows up. At other venues they always suggested that I contract less than I expect because its easier to add then to subtract guests from the contract. is this true? Is this signed contract final or is it just a basic to get started? Were you able to make changes later? I know these are some questions to ask them, im just wondering what your experiences were? thanks for your help

laurencste · May 2011

I think you should put absolutely everything you have discussed with your vendor/site in the contract. Our venue had its wedding coordinator quit, so without our contract, we'd have been in trouble. So if you want it and they've promised it to you, put it in the contract. Definitely contract for a minimum far below what you expect (for example: we are inviting 155 but we contracted guaranteeing 100). Legally, you can't make changes after the contract-- additions should be agreed upon as an entire new contract (I'm an attorney so I promise I know). On the day of the wedding, if they only give you 10 tables but you contracted for 15, it's much easier to show them where it is in your contract, you know? When in doubt, write it out!

To give you a guide, here's what we put in our contract: minimum persons, the time the buffet opens, the time it ends, the time the alcohol opens, the time it ends, linens, tables, chairs, the fact we had the entire space from 7-11:30, the cocktail hour, etc. etc. If you are doing DIY, I'd contract in time for setup as well. We caught a clause in our contract (which we had them remove) that said they could raise the price later if they felt like it (!). So make sure your price is spelled out, including gratuity (usually 18-22%) and any other charges. Ask about charges for bartenders, servers, etc. They want your business, so they'll accomodate you! Good luck!

fallbride1109 · May 2011

The venue needs to comfortably hold and you need to plan for all 120. You should have the option to give your final guest count a week or so before the wedding -- obviously, you aren't going to know your final number until then. We had to give our final count 3 days before the wedding, but that varies with different venues.

Some things can be changed but others can't--the date, the deposit, the cancellation policies, the minimum you have to meet, etc. Things like that the venue will hold you to.

Make sure you ask about any and all charges so you aren't surprised later.

FebDallasBride · May 2011

Most venues give you a "final headcount due by" a certain date - some are 72 business hours, some are two weeks. That should be in the terms and conditions that you sign. Stephie said it and I will repeat it: book for the amount you are inviting and not drastically less. It could compromise space if you do that. As someone who sells space to meeting professionals, I speak from experience on this one.

Ask what's included with your rental. For example, mine included a dance floor, linens, candles, cake table, cake-cutting fees. Some places charge for that. Ask what kind of additional charges for staff (ie bartenders, carving station attendants) are associated with your booking. Make sure the minimum requirement is noted for you so that it doesn't come back to bite you later.

Ask them to layout a timeline for you if possible for any set up, and if there are additional fees should you want to extend your time.

sdt24 · May 2011

ok thanks ladies.

please help with contract questions!

Re: please help with contract questions!

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