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Wedding Planner Contract: What to Include (With a Checklist)

Published 25 October 2026 · 7 min read

A wedding planner contract protects you and the couple at the same time. It turns a friendly conversation into a clear agreement about what you will do, what it costs, and what happens if plans change. Without one, every disagreement becomes your word against theirs.

This guide covers the sections a wedding planning contract should include, written in plain language. It is general information, not legal advice. Laws differ between countries and states, so have a local lawyer review your final contract once.

1. The parties and the event

Start with the basics: your business name, the couple's full names, contact details, the wedding date, and the venue (or “to be confirmed”). Include the expected guest count, because it affects how much work the day involves.

2. Scope of services

This is the most important section. List exactly what you will do, for example:

• Number of planning meetings or calls included
• Vendor research, recommendations and booking support
• Budget tracking and timeline creation
• Rehearsal attendance
• Hours of on-the-day coordination and number of assistants

Then add a short “not included” list: things like vendor fees, travel outside a set distance, or extra meetings beyond the package. Clear limits prevent scope creep, the slow growth of unpaid work.

3. Fees and payment schedule

State the total fee and how it is paid. A common structure is a non-refundable retainer to secure the date, a second payment midway through planning, and the final balance a few weeks before the wedding. Write the actual due dates, accepted payment methods, and what happens if a payment is late.

4. Cancellations and date changes

Couples rarely expect to cancel, so spell it out kindly but clearly:

• Whether the retainer is refundable (usually not, because you turned away other bookings for that date).
• What portion of the fee is due if they cancel at different stages.
• How a date change works: whether your fee carries over, and what happens if you are not available on the new date.

5. Vendors

Make it clear that the couple contracts directly with vendors such as the caterer, florist and photographer, and that you are not responsible for a vendor's performance or failure. You can still promise to help manage them; you just are not their guarantor.

6. Communication and decisions

Say how and when you will communicate (for example, replies within two business days, by email), and who can make decisions on the couple's behalf. This avoids the parent who calls you at 10pm with changes the couple never approved.

7. Liability and force majeure

Limit your liability to the amount the couple has paid you. Add a force majeure clause covering events outside anyone's control, such as severe weather, pandemics or venue closures, and what happens to payments in those cases.

8. Photos and marketing

If you want to share photos of the wedding on your website or social media, ask permission in the contract, with an easy way for the couple to opt out.

9. Signatures

Both parties sign and date. An e-signature or a signed PDF is accepted in most places. The booking is confirmed only when the contract is signed and the retainer is paid; say that explicitly.

Make signing part of the proposal

The moment a couple says yes is the moment to get the contract signed. Planners who send the proposal and contract together, in one document, remove a step where excitement can fade. Read our guide on how to write a wedding planner proposal that gets booked for what should come before the contract.