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Make a Wedding Event Contract

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What questions should I ask a potential wedding client?

Each wedding event is unique. Never assume a potential client wants things done a certain standard way. Rather, approach each wedding event like a detective aiming to discover the details of the potential client’s vision. Focus on the basics by asking who, what, when, where, why, how, and how much, to guide your questions for potential clients.

If you are a wedding planner, for example, you might ask many of the following questions:

  • Who are your potential clients? How old are they? Are they religious? Who will perform the ceremony? Who do they want to attend? Who will be doing hair and makeup? Who is taking photos and videos?
  • What kind of ceremony do your potential clients want? What is their budget? What kind of theme? What food will be served at the reception? Will there be a bartenderWhat kind of music will be played? Will there be a DJ?
  • When is the wedding date? What time will it occur? Will the reception happen right after? How long will the ceremony last? What is the timeframe for the reception? When will the photos be taken?
  • Where will the ceremony occur? Will the reception be held in the same location? Where will guests stay? How will guests get there? Where will the wedding party get ready?
  • Why are your clients getting married? Why do they want a small or large wedding? Why do they want you to plan their wedding? Understanding the reasons behind your potential clients’ desires will help you fulfill their vision and suggest options they may not have thought about.
  • How will your clients and their guests get from the ceremony to the reception venue? How will invitations be sent? How will the venues get decorated?

These questions are just meant to get you started. You can brainstorm your own questions based on the services you provide. You might keep a checklist of standard questions to use during your interviews. This can help you be prepared to ask lots of follow-up questions on the fly and keep the conversation going until you can close the deal.

How do I prepare for a wedding consultation?

To prepare, it is wise to start with a basic Intake Form. Whether you start by email, phone, or by using an online intake form, asking for some basic information up front is always helpful. For example, you might ask your prospective clients for their names, addresses, emails, phone numbers, potential wedding date range, budget, and anything else they may want you to know in advance. For DJs and musicians, this may include particular song requests or genres of music.

You can use this information to review your checklist of standard questions and prepare before another phone consultation or meeting. You may also want to do some research in advance if your potential clients give you an idea of what they may be interested in. For example, a musician may want to confirm they can get the music for or perform a certain song the couple has their heart set on.

How do I choose a potential client?

The information you get during your client interview can help you decide whether you and the potential client are a good fit. These factors are worth thinking about when deciding whether to take them on as a client:

  • Wedding size. Does the size of the wedding the client wants match those you have worked on or planned in the past? If it is much larger, you may be biting off more than you can chew. But if it is much smaller, it may not be worth your time.
  • Budget. How much money are the clients willing to spend, and how does that compare with their vision for the wedding? Beware of clients who want a lavish wedding on a shoestring budget.
  • Time frame and workload. How soon do your clients want to have their wedding? Are you available? Will you be able to devote enough time to their wedding and still take care of other clients?
  • Location. How far is the wedding venue from your home or office? If it requires travel, how much are the potential clients willing to help with your travel expenses?
  • Personal factors. How well do you think you will get along with your potential clients? Since working or planning a wedding is a big job, you will likely be spending a lot of time with the couple to turn their vision into reality. If the wedding interview makes you question your ability to work with them, it is likely better to pass.

What contract terms are important for a wedding client?

Once you have decided to take on a wedding client, it is smart to set the terms in a Wedding Planner Agreement or event contract. An agreement typically lists: 

  • The services you will provide.
  • The amount the client will pay you.
  • When payments are due.
  • When deposits are no longer refundable.
  • A liability waiver.
  • How problems or issues may be worked out.

For wedding clients, in particular, you might also want to include:

  • A requirement that the clients tell you if they change the planned wedding date and release you from the contract if that date does not work for you.
  • A statement that you will not share your clients’ personal information and other details without permission.
  • A requirement that the clients pay you back for any expenses, such as travel expenses, related to your services.
  • The option to sign the agreement electronically.

Regardless of the service you provide, having the right help for managing the legal aspects of your services can make all the difference. If you have legal questions about your service agreement or taking on a new wedding client, reach out to a Rocket Lawyer On Call® attorney for affordable legal advice.

This article contains general legal information and does not contain legal advice. Rocket Lawyer is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.


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