Brief Introduction About Wedding Venue Contract
A wedding is one of the most important occasions in a person’s life. Many people want it to be perfect as per their wishes. The choice of a wedding venue plays a major role in making it happen. When booking a venue for the wedding, it is important to enter into a wedding venue contract (also called a wedding event contract). It is a legally binding document that contains all the terms that the venue management and the client have agreed to. Some of these terms include the duration for which the venue is booked, facilities that the venue will provide, payment details, and responsibility for decoration, music, and entertainment.
Purpose of Wedding Venue Contract
The contract serves multiple purposes. It contains every aspect of the arrangement between the client and the venue management. This ensures that there is no confusion on the day of the event. Each party is aware of its role. The contract helps to manage all the entities involved in the function smoothly. This provides a sense of relief to the client. It also allows the venue management to secure itself against unfair liability and loss. It protects the interest of both parties since any violation of the contract by any party will attract consequences.
Wedding Venue Contract Checklist
When signing the contract, ensure that it contains the following key terms:
- Names of the parties
- The effective date of the contract
- Address of the venue
- Purpose of booking the venue
- Date of the function
- The time duration for which the venue is booked
- Facilities provided by the venue management
- Fees and deposits
- Wedding venue cancellation policy
- Change in dates
- List of approved catering services
- Decorating services
- Policy for alcoholic beverages
- Policy on smoking
- Policy for music and entertainment
- Rehearsals
- Pet policy
- Parking
- Photography and promotions
- Indemnification
- Unforeseen events
- Applicable law
- Signature of the Client and the venue management
How to Draft- Wedding Venue Contract Tips
When drafting this contract, the following points have to be considered:
- The contract should clearly mention the details of the parties and also the venue- its name, address, date/dates of the booking, and the timings for which it has been booked.
- It should clearly state that the venue has been booked for a wedding function. This will allow the management to make all the necessary arrangements. It will also give more clarity to the contract.
- It must list all the facilities that the venue management will provide. These may include tables and chairs, stage, separate areas for the DJ or wedding band, lighting, display board, floral decoration, etc.
- Fees: It must detail the amount to be paid by the client. The amount may include an initial wedding venue deposit for booking the venue and subsequent deposits at the stated intervals. It must also mention the mode of payment.
- Cancellation policy: The contract must explain how a cancellation will be handled. This clause will state what deposits are refundable/non-refundable and notice required before cancellation. It should also include a sub-provision on the change of dates.
- Catering/decoration services: In most such contracts, the final approval of the venue management is required for caterers and decorators. The contract may mention a list of approved caterers. If an external decorator is hired, the management may include additional relevant conditions.
- Alcohol policy: To avoid any dispute, the contract should state the time till which the alcohol will be served, the legal age for the invitees to have alcohol, and the obligation of the client to ensure that his/her guests behave responsibly. The list of alcohol that will be served should be mentioned.
- Smoking: It must clearly state whether smoking or allowed or prohibited in the venue. If allowed, the term must mention where the guests can smoke.
- Music and entertainment: The contract must mention the time till when music can be played. It should mention that in case of disturbance due to excessively high volume, the management reserves the right to turn the music down/off.
- If the venue management is taking photos of the wedding for their promotional purposes, it should be clarified in the contract. The clause must mention who will own the copyright in the pictures.
Negotiation Strategy
For the client: Before going for negotiations, prepare a list of questions for wedding venue management. Check out other alternative venues at a comparable price. Once you have a comparative idea, negotiate on the fees, and other such terms that you feel are important for a successful function.
For the venue management: Set the rates for booking per the facilities requested by the Client. While protecting your interests, allow for flexibility wherever you can.
[ Also Read: Wedding Planner Contract ]
Benefits and Drawbacks of the Wedding Venue Contract
Benefits
- It ensures that the function progresses smoothly.
- It protects both parties from unforeseen events.
Drawback
- If the client has not conducted due diligence, he may end up paying more money for the venue.
What Happens if it is Violated?
In case the wedding venue contract is violated by any of the parties, the parties will have to proceed according to the dispute resolution clause in the contract(1). If no such clause is mentioned, the party who suffers loss can sue the defaulting party in the local court of the state whose law applies to the contract.
A wedding venue contract is a relatively simple document to draft. But since it contains the obligations and rights of the parties, it is advisable to get it drafted by a lawyer. If the venue management drafts it, it should get it reviewed by a competent attorney. It is a vital document that helps in efficiently managing the wedding function.