What to Look for in a Venue Contract: Key Clauses and Red Flags

Understanding a venue contract is one of the most crucial steps in planning your wedding.

A well-drafted contract can protect you from unexpected costs, misunderstandings, and potential legal issues.

Here’s a detailed guide on what to look for in a venue contract, including key clauses to review and potential red flags to watch out for:

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What to look for in Venue Contract

1. Basic Information

Event Details:

Ensure that the contract clearly states the date, time, and duration of your event. This includes the start and end times for both the ceremony and reception.

If the venue requires setup and breakdown time, make sure these are also included and clarified.

Spaces Reserved:

The contract should specify which spaces you’ll have access to on your wedding day, whether it’s the entire venue or specific rooms and areas.

This is especially important if the venue hosts multiple events simultaneously.

2. Payment Terms

Deposit and Payment Schedule:

Look for details on the deposit amount required to secure your booking, as well as the payment schedule leading up to the event.

It’s important to understand when payments are due and what forms of payment are accepted.

Refund and Cancellation Policy:

Carefully review the venue’s refund and cancellation policy. Understand the terms under which you can receive a refund if you need to cancel, and note any deadlines for cancellations to avoid losing your deposit.

Some contracts include a sliding scale where the closer you cancel to the event date, the less you may get refunded.

3. Included Services and Amenities

What’s Included: The contract should detail what’s included in the venue rental fee, such as tables, chairs, linens, catering, lighting, and sound equipment.

This will help you avoid unexpected costs later when you find out that what you saw during your tour isn’t part of the package.

Third-Party Vendors: If the venue requires you to use certain vendors (e.g., caterers, florists, or photographers), this should be specified.

Additionally, note any fees associated with bringing in outside vendors if the venue allows it.

4. Additional Costs

Overtime Fees: Many venues charge extra if your event goes over the allotted time.

Be sure to understand what those fees are and how much flexibility you have with your event timeline.

Service Charges and Taxes:

Check whether service charges (often a percentage of the total cost) and taxes are included in the quoted price or if they will be added on later.

These fees can significantly increase your final bill.

5. Insurance and Liability

Liability Insurance:

Some venues require you to purchase liability insurance to cover damages or injuries that might occur during the event.

Make sure you understand what’s required and factor this into your budget.

Damage and Liability Clauses:

Review who is responsible for any damages that occur during your event. This could include damage to the property or equipment.

Ensure you know what you’re liable for and what the venue covers.

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6. Force Majeure

Acts of God/Force Majeure:

This clause refers to unforeseen events (like natural disasters, pandemics, or government restrictions) that could prevent the event from taking place.

It should detail the options available, such as rescheduling the event or receiving a refund. This became particularly relevant during the COVID-19 pandemic.

7. Exclusive Use and Privacy

Exclusive Use:

If you want complete privacy, check if your contract guarantees exclusive use of the venue on your wedding day.

Some venues may host multiple events simultaneously, which could affect your privacy and guest experience.

Photography and Media Rights:

Some venues may have clauses about using photos of your event for their marketing.

If you’re uncomfortable with this, discuss it upfront and ensure it’s included in the contract.

8. Alcohol and Catering Policies

Corkage Fees:

If you’re bringing your own alcohol, check if there are corkage fees.

These can add up quickly, especially for larger weddings.

Catering Exclusivity:

Understand whether the venue requires you to use their in-house catering or if they allow outside caterers.

If outside catering is allowed, check if there are additional fees.

9. Setup and Breakdown

Setup/Breakdown Time:

Clarify when you and your vendors can access the venue for setup and when everything needs to be cleared out.

Some venues charge extra if you need more time for setup or breakdown than what’s included in the contract.

Decor Restrictions:

Make sure the contract outlines any restrictions on decorations, like limitations on open flames, confetti, or wall hangings.

These restrictions are often in place to protect the venue, but they can also impact your decor plans.

10. Dispute Resolution

Arbitration/Mediation Clauses:

Some contracts include clauses that specify how disputes will be resolved, often through arbitration or mediation rather than in court.

Understand these clauses so you know your rights and options if something goes wrong.

Red Flags to Watch Out For

Vague Language:

Be wary of any vague terms or clauses. If something isn’t clear, ask for clarification in writing before signing.

One-Sided Terms:

Look out for clauses that heavily favor the venue at your expense. For example, non-refundable deposits regardless of the reason for cancellation, or unfair penalties for minor breaches of the contract.

Hidden Fees:

If the contract doesn’t clearly outline all potential costs, request a detailed breakdown. Hidden fees can quickly blow your budget.

Venue contracts

Before signing any venue contract, take the time to read it thoroughly and ask questions.

Don’t hesitate to seek legal advice if you’re unsure about any of the terms.

Remember, this contract is there to protect both you and the venue, ensuring your big day goes smoothly without any unpleasant surprises.

Still looking for you perfect venue? Head to out wedding venue guide now! Full of top tips, expert advice and all the top wedding venues for each city!