A vendor contract needs to include all relevant details. Evaluating vendor contracts.
- A detailed list of services the vendor will provide.
- A detailed list of all merchandise ordered.
- The exact day and time goods or services will be delivered.
- The exact location where services will be delivered.
- The number of hours staff are expected to be on hand and the schedule and length of all staff breaks.
- The appropriate dress code for staff who will be on site during the ceremony and/or reception.
- The name and contact information for the person in charge of fulfilling the contract on behalf of the vendor.
- The name and contact information for the person you are to call with questions or requests.
- Alternative merchandise or service options (e.g. what you will accept if the vendor cannot supply the color of flowers that were initially agreed upon based on elements out of the vendor’s immediate control).
- The required deposit amount.
- The due dates and amounts of all other payments.
- The latest date by which the contract may be adjusted.
- The date by which the vendor needs the final guest count.
- The financial consequences of cancellation.
- The refund policy.
Read the contract in its entirety, including the fine print, before anyone signs. If you don’t understand something, ask for clarification. If something needs to be changed, have it changed before anyone signs. And remember, both parties must sign and date the contract before it is valid. The document is not legally binding without these signatures and will not provide your clients with any protection.