Wedding Vendor Contract (General)
General-purpose wedding vendor agreement (florist, baker, officiant, rentals) — services, deposit, cancellation, liability.
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WEDDING VENDOR SERVICES CONTRACT ═══════════════════════════════════════════════════════════════════════ CLIENT Name(s): Alex Johnson and Taylor Reed Address: 482 Elm Street, Apt 3B, Portland, OR 97214 Phone: +1 503 555 0118 Email: alex.taylor@example.com VENDOR Business: Bloom & Branch Floral Design LLC Address: 2204 NW 23rd Ave, Portland, OR 97210 Phone: +1 503 555 0142 License / insurance: Oregon LLC #2204-OR; $1M general liability via Hiscox; Multnomah County business license #BL-44218 ═══════════════════════════════════════════════════════════════════════ EVENT DETAILS ► Date: September 12, 2026 ► Venue: The Dawes House, 1825 SE Pine Street, Portland, OR 97214 ► Times / windows: Setup 2:00 PM; ceremony 5:00 PM; reception 6:30 PM-11:00 PM; tear-down by midnight. ► Service category: Floral design and installation ═══════════════════════════════════════════════════════════════════════ SCOPE OF SERVICES Bridal bouquet (garden-style, white and dusty pink, 12" diameter). 4 bridesmaid bouquets (matching palette, 8" diameter). 6 boutonnieres (white rose with eucalyptus accent). 2 corsages (mothers). Ceremony arch installation (greenery and white blooms; ~6' x 7'). 8 reception centerpieces (low-profile, mixed florals in vintage vessels). Setup, on-site styling, and post-event teardown. All vessels and hard-goods picked up by vendor next morning. ═══════════════════════════════════════════════════════════════════════ FEES AND PAYMENT ► Total contract fee: $4,200.00 $1,000 non-refundable retainer due at signing (reserves event date). $1,600 due 60 days before event (2026-07-14). Final $1,600 due 14 days before event (2026-08-29). Late payments: 1.5% per month + $35 late fee. Payment by ACH, check to vendor, or major credit card (3% surcharge for cards). ═══════════════════════════════════════════════════════════════════════ CANCELLATION AND RESCHEDULING Client may cancel in writing at any time; refund schedule: - 180+ days before event: full refund less $1,000 retainer. - 90-179 days: 50% of remaining balance refunded; retainer forfeit. - 30-89 days: 25% refund; retainer forfeit. - Less than 30 days: no refund (vendor has turned away other bookings). Reschedule (same calendar year, vendor availability permitting): no penalty if requested 90+ days out; $250 admin fee inside 90 days. Force majeure (natural disaster, government-ordered closure, declared pandemic restrictions): vendor and client work in good faith to reschedule within 18 months at no additional charge; if reschedule impossible, vendor refunds amounts paid less direct costs already incurred. ═══════════════════════════════════════════════════════════════════════ CHANGES AND SUBSTITUTIONS Floral / product substitutions: vendor may substitute equivalent items in case of supply unavailability (seasonal limitations, supply chain disruption); substitutions match palette and quality. Client-requested changes within 30 days of event: vendor will accommodate where feasible; price adjustments invoiced separately. Client-requested changes within 14 days of event: vendor reserves the right to decline; any accepted changes invoiced at rush rate (+25%). ═══════════════════════════════════════════════════════════════════════ LIABILITY AND INSURANCE Vendor maintains $1M general liability insurance and provides certificate of insurance to venue on request. Vendor liability is capped at total contract fee. Vendor is not liable for: client guest behaviour, weather damage to outdoor installations, venue restrictions discovered after contract signing, or third-party vendor failures. Client responsible for: providing accurate venue access information, ensuring venue permits floral installations, and disclosing any allergen restrictions. Disputes resolved by mediation first, then small-claims or county-civil court in vendor's county. ═══════════════════════════════════════════════════════════════════════ PHOTO AND PORTFOLIO USE Client grants vendor non-exclusive license to photograph completed work for portfolio, website, social media, and marketing use. Photos may include the event setting but not identify clients or guests by name without separate consent. Client may request specific photos be excluded from public posting. ═══════════════════════════════════════════════════════════════════════ EXECUTION Both parties acknowledge they have read this Agreement, had the opportunity to ask questions, and agree to be bound by its terms. _______________________________ Date: ____________________ Alex Johnson and Taylor Reed (Client) _______________________________ Date: ____________________ Bloom & Branch Floral Design LLC (Vendor)
About this template
A wedding vendor contract is the operational backbone of every paid wedding service - florists, bakers, officiants, rental companies, hair-and-makeup artists, and day-of coordinators all use a substantially similar agreement. Critical structure: (1) Identification of both parties with full contact details and vendor business credentials; (2) Specific event details (date, venue, time windows, setup/teardown access); (3) Detailed scope - quantity, style, and deliverables, NOT vague descriptions; (4) Total fee with explicit payment schedule (retainer + intermediate payments + final balance); (5) Cancellation policy with tiered refund schedule based on notice period; (6) Force-majeure language addressing pandemic/disaster scenarios (post-2020 contracts almost universally include this); (7) Liability cap at the contract fee, plus insurance certificates. The non-refundable retainer is industry-standard - it compensates the vendor for turning away other bookings on the reserved date. Most wedding vendors require 25-50% retainer at signing, with the balance due 30-60 days before the event. Photo/portfolio licensing is now standard given social-media marketing dependence; clients can negotiate specific exclusions. State-law considerations: vendor must hold required state/local business licenses (food handlers for bakers and caterers, cosmetology for hair/makeup, officiant registration in some states); contracts in California, New York, Texas, and Florida should specifically address venue insurance certificate requirements (most major venues now require COIs from all vendors). Wedding vendor disputes typically resolve in small-claims court (under $10,000); larger contracts may require county civil court. The most common dispute pattern is client cancellation with retainer forfeiture - clear cancellation language drafted in plain English minimizes these.
When to use it
- Engaging any individual wedding vendor (florist, baker, officiant, rentals).
- Need to formalize an existing verbal agreement with a vendor.
- Vendor has not provided their own contract.
- Need a baseline contract to negotiate from.
- Multi-vendor weddings where consistency across contracts matters.
What to include
- Full identification and contact details for both parties.
- Specific event date, venue, and access windows.
- Detailed scope (quantity, style, deliverables).
- Total fee with payment schedule and retainer terms.
- Cancellation and rescheduling provisions with notice tiers.
- Force-majeure language (post-2020 standard).
- Liability and insurance terms (cap at contract fee).
- Photo and portfolio licensing.