While many of the wedding business topics presented on this site can be implemented over time, you MUST be sure to protect yourself on every single job with a signed contract. Anything that’s discussed or promised by phone should be documented in this signed agreement. All times, locations, services to be performed, total price and clauses regarding payments and other procedures should be included.
Tip: You should specify that all contracts and deposits to be returned within ten days of the client’s receipt of the contract (or a similar length of time), and include this language on the contract itself. You don’t want to lose out on other jobs while waiting for a contract in the mail that may or may not arrive!
Other topics that should be covered in a contract may include:
- Overtime – What is your overtime rate should the wedding run behind schedule?
- Weather/Outdoor Functions – For musicians and other vendors with extremely valuable or irreplaceable equipment, performing in inclement weather conditions is simply not possible. Require that a covered area to perform in be set up at the event site in the case of precipitation, etc., and state the temperature range that you are able to perform under within the contract itself.
- Attire – What will you wear on the wedding day (unless your client has requested otherwise?)
- Equipment – What does the client need to provide for you on the day of the wedding? A chair? An electrical outlet? An extension cord?
- Meals – Will the client be required to provide a meal for you or your partners on the day of the wedding?
- Breaks – How many will you take and for how long, if any?
- Set-up – At what time can the client expect you to arrive and set up for their wedding?
- Cancellations – What is your cancellation and refund policy if your client cancels the event? What is your policy should YOU need to cancel your services (due to unforeseen circumstances such as severe illness, family emergency, etc.) You may wish to state that you’ll first try to find an equally qualified replacement to perform your services at the wedding, and if this is not possible that you’ll refund the entire amount paid by the client in full, within seven days after cancellation.
Some vendors have a downloadable contract on their website – you might want to try a search for “wedding contract” with your specific area of service “DJ wedding contract”, etc. to start researching items you might want to incorporate into your own contract. You’ll more than likely find a few things that you didn’t even think of!
WARNING: Don’t just copy other vendors’ contracts to use as your own but instead use the information as a springboard for your own ideas and unique clauses. And as always when it comes to legal documents, you should consult with a professional if you have any questions about preparing your own contract.