What is a Wedding Planner Agreement?
A Wedding Planner Agreement is a contract between a wedding planner (ie a business that provides wedding planning services) and a client who is getting married. Wedding Planner Agreements are legally binding and set out the agreed-upon terms relating to wedding planning arrangements, including the services to be provided by the wedding planner, fees payable and how payment should be made.
When should I use a Wedding Planner Agreement?
Use this Wedding Planner Agreement if you:
are a business in England, Wales or Scotland
provide wedding planning services
WEDDING PLANNER CONTRACT
This Agreement is made on the date of last signature below between:
- In this Agreement, the following words are defined:
this agreement for the provision of the Services (as defined below) including any schedules;
the engagement of the Wedding Planner by the Client on the terms of this Agreement;
the services to be provided by the Wedding Planner for the Client as described in the section entitled 'Provision of Services';
the premises on which the Wedding will take place; and
the wedding between which is to take place on .
- In this Agreement, unless the context requires a different interpretation:
- the singular includes the plural and vice versa;
- references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this Agreement;
- a reference to a person includes firms, companies, government entities, trusts and partnerships;
- “including” is understood to mean “including without limitation”;
- reference to any statutory provision includes any modification or amendment of it;
- the headings and subheadings do not form part of this Agreement; and
- "writing" or "written" will include fax and e-mail unless otherwise stated.
Provision of Services
- The Wedding Planner shall plan and coordinate the Wedding. Specifically, the Wedding Planner shall provide the following Services to the Client:
- The Wedding Planner shall perform the Services with reasonable care and skill, in accordance with:
generally recognised commercial practices and standards in the applicable industry; and
all laws and regulations applicable to the Services, including all laws and regulations related to (i) anti-bribery and corruption, and (ii) data protection.
- The Client is responsible for:
- giving the Wedding Planner clear instructions about the Wedding;
- managing their budget and informing the Wedding Planner of any budgetary constraints;
- being on time for meetings and trial runs;
- provide the Wedding Planner with details of any special requirements for the Wedding, the Venue or Wedding guests within a reasonable time; and
- informing the Wedding Planner of any changes within a reasonable time.
- The Agreement begins on the Effective Date and will continue until the completion of the Services, or until notice is given in accordance with the procedure set out in the section entitled 'Ending the agreement'.
- Clients are responsible for the payment of fees. The Wedding Planner will charge Clients for the Services at the rate of £ per (the Fee).
- The Client will receive an invoice for the provision of Services, which is payable at the time of booking. Any invoices submitted by the Wedding Planner must be paid within days of the date of invoice and the Services will only be provided once payment is received. Payment can be made by BACS.
Ending the Agreement
- Either party may end this Agreement by giving the other party s' written notice for any reason.
- If the Client wishes to end the Agreement and at the time of termination, the Wedding Planner has spent:
- either no time, or no more than hours, providing any part of the Services (including preparations for the supply of Services), the Wedding Planner will refund the Client 100% of the Fee, other than any expenses.
- more than hours providing the Services, and provided the Wedding Planner acted reasonably in providing the Services and incurring expenses, the Wedding Planner will refund the Client a proportion of the Fee paid. The Wedding Planner will retain the Fee paid in respect of the Services already provided, including any expenses. The Client will be provided with a detailed breakdown of the Fee in respect of the Services and expenses.
- If the Client needs to cancel this Agreement due to exceptional, unforeseen circumstances outside of the Client’s reasonable control, the Wedding Planner will consider the circumstances in question and, in the Wedding Planner’s absolute discretion, decide whether to waive the Fee. Unforeseen circumstances outside of the Client’s control include, but are not limited to: sickness, accidents or bereavement affecting the Client of their immediate families; the Venue becoming unavailable for the Wedding; acts of God; epidemic or pandemic; civil unrest; fire; flood; droughts; storms; earthquakes; collapse of buildings; acts of terrorism; acts of war; governmental action; any law or any action taken by a government or public authority, including without limitation imposing an export or import restriction, quota or prohibition; or any other event that is beyond the control of the party in question.
- The Client may end this Agreement with immediate effect if the Wedding Planner breaches any of their obligations under this Agreement and the Wedding Planner has not, or cannot put right that breach within a reasonable period (for the avoidance of doubt, 30 calendar days).
- The Wedding Planner may end this Agreement with immediate effect if:
- the Client breaches any of their obligations under this Agreement and has not, or cannot put right that breach within a reasonable period (for the avoidance of doubt, 30 calendar days); or
- a Client displays abusive, threatening or otherwise inappropriate behaviour.
- The provision of Services may be suspended (meaning the Wedding Planner will temporarily not provide the services) if an event beyond the Wedding Planner’s reasonable control compels them to reduce the available hours.
Liability and Insurance
- If the Wedding Planner’s performance of its obligations under this Agreement is prevented or delayed by any act or omission of the Client, the Wedding Planner shall not be liable for any costs, charges or losses sustained or incurred by the Client that arise directly or indirectly from such prevention or delay.
- Nothing in this Agreement limits or excludes the Wedding Planner's liability for:
death or personal injury caused by its negligence;
fraud or fraudulent misrepresentation; or
any other liability which cannot be limited or excluded by applicable law.
- Subject to the above clause, the Wedding Planner shall not be liable, whether in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising under or in connection with this Agreement for:
- loss of profits;
- loss of sales or business;
- loss of agreements or contracts;
- loss of anticipated savings;
- loss of or damage to goodwill;
- any indirect or consequential loss;
- any loss resulting from a claim made by any third party;
- any loss or damage to the party’s property or belongings.
- Subject to the two preceding clauses, the total liability of the Wedding Planner for any other loss of Client in respect of any one event or series of connected events shall not exceed the Fee paid under this Agreement.
- During this Agreement, the Wedding Planner shall maintain in force with a reputable insurance company, insurance sufficient to indemnify risks for which they may be responsible, including for their respective sub-contractors, agents and employees, in connection with the Services and shall, on either parties’ request, produce both the insurance certificate giving details of cover and the receipt for the current year's premium.
- The Wedding Planner respects the Client’s privacy and complies with the GDPR with regard to the Client’s personal information.
- For the purposes of this Agreement:
- 'Data Protection Laws' means any applicable law relating to the processing of Personal Data, including, but not limited to the Data Protection Act 2018 and the GDPR.
- 'GDPR' means the UK General Data Protection Regulation.
- 'Personal Data' and 'Processing' shall have the same meaning as in the GDPR.
- Where the Client supplies Personal Data to the Wedding Planner for the provision of the Services and the Wedding Planner Processes that Personal Data in the course of providing the Services to the Client, the Wedding Planner will comply with the obligations imposed by the Data Protection Laws:
- before or at the time of collecting Personal Data, the Wedding Planner will identify the purposes for which information is being collected;
- the Wedding Planner will only Process Personal Data for the purposes identified;
- the Wedding Planner will respect the Client’s rights in relation to Personal Data; and
- the Wedding Planner will implement technical and organisational measures to ensure the Client’s Personal Data is secure.
- For any enquiries or complaints regarding data privacy, the Client can email the Wedding Planner at .
- This Agreement contains the whole agreement between the parties relating to its subject matter and supersedes all prior discussions, arrangements or agreements that might have taken place in relation to the Agreement. Nothing in this clause limits or excludes any liability for fraud or fraudulent misrepresentation.
- No party may assign, transfer or sub-contract to any third party the benefit and/or burden of the Agreement without the prior written consent (not to be unreasonably withheld) of the other party.
- No variation of the Agreement will be valid or binding unless it is recorded in writing and signed by or on behalf of both parties.
- The Contracts (Rights of Third Parties) Act 1999 does not apply to the Agreement and no third party has any right to enforce or rely on any provision of the Agreement.
- Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
- A provision which by its intent or terms is meant to survive the termination of the Agreement will do so.
- If any court or competent authority finds that any provision (or part) of the Agreement is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of the Agreement will not be affected.
- Any notice (other than in legal proceedings) to be delivered under the Agreement must be in writing and delivered by pre-paid first class post to or left by hand delivery at the Wedding Planner's registered address or place of business, or sent by email to the Wedding Planner's main business email address: . Notices:
- sent by post will be deemed to have been received, where posted from and to addresses in the United Kingdom, on the second Working Day (which, for the purposes of this Agreement, means any day other than a Saturday, Sunday or public holiday in England and Wales) and, where posted from or to addresses outside the United Kingdom, on the tenth Working Day following the date of posting;
- delivered by hand will be deemed to have been received at the time the notice is left at the proper address; and
- sent by email will be deemed to have been received on the next Working Day after sending.
Governing Law and Jurisdiction
- This Agreement will be governed by and interpreted according to English and Welsh law. All disputes and claims arising under the Agreement (including non-contractual disputes or claims) will be subject to the exclusive jurisdiction of the English and Welsh courts.
The parties have signed this Agreement on the date(s) below:
About Wedding Planner Agreements
Learn more about making your Wedding Planner Agreement
How to make a Wedding Planner Agreement
Making a Wedding Planner Agreement online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.
To make your Wedding Planner Agreement you will need the following information:
What are the wedding planner’s details (eg their legal structure, name and address)?
How many clients are there?
If there is 1 client, what is the client’s name and address? What is the name of the person the client is marrying?
If there are 2 clients, what are their names and address (or, if they don’t live at the same property, addresses)?
What is the date of the wedding?
If the wedding planner is a company, LLP or partnership, who (ie which individual) will provide the wedding planning services?
What wedding planning services will be provided?
Does a deposit need to be paid? If so:
What is the deposit amount?
How many days after agreeing to the services does the deposit need to be paid?
Fees and payment
What is the wedding planner's fee?
After receiving an Invoice, how many days does the client have to pay?
Does the wedding planner accept cash payments?
What expenses will the client reimburse to the wedding planner?
Will there be a penalty for overdue fees? If so, will the penalty be charged as:
A set fee? If so, how many days after the date of the invoice can the wedding planner charge a penalty fee? How much is the penalty fee?
Will fees be payable for closure due to events outside the wedding planner's control?
How much notice does either party need to give to end the Agreement?
If the client ends the Agreement, how many hours must the wedding planner have spent providing services for the client to receive only a partial refund?
What is the wedding planner's main email address?
What is the date of the Agreement?
If either party is based in Scotland, which country's law do you want to apply to this Agreement?
Common terms in a Wedding Planner Agreement
Wedding Planner Agreements are used to provide wedding planning services to clients who are getting married. As a result, this Wedding Planner Agreement covers:
The Wedding Planner Agreement starts by clearly identifying the parties - ie the wedding planner and the client (or clients).
This section explains the meanings of certain defined terms used throughout the Wedding Planner Agreement. For ease of identification, all defined terms are capitalised throughout the Agreement. Examples of the defined terms include ‘Services’, ‘Venue’ and ‘Wedding’.
Provision of services
This section sets out what services the wedding planner will provide under the Agreement. It also notes that these services will be provided with reasonable care and skill and in accordance with the industry’s standards and all applicable laws.
This section explains what the client’s obligations are under the Wedding Planner Agreement. For example, giving the wedding planner clear instructions about the wedding.
This section identifies the date on which the Agreement starts and clarifies that it will continue until the services are fully provided or the Agreement is otherwise ended.
If applicable, this section sets details related to the deposit that the client must pay to secure the wedding planner’s services.
This section sets out the wedding planner’s fees and highlights that the client must pay them. If applicable, this section also sets out the penalties that are applicable if the client makes late payments.
This section sets out which of the wedding planner’s expenses the client will reimburse, if any.
This section will be included if the wedding planner can source, negotiate with and book suppliers for the wedding. It sets out details relating to how the wedding planner may interact with such suppliers on the client’s behalf.
Ending the Agreement
This section sets out when and how the Wedding Planner Agreement can be ended. For example, the Agreement can be ended:
by either party giving notice in writing
immediately by the client, if the wedding planner breaches any of their obligations under the Agreement
immediately by the wedding planner, if the client breaches any of their obligations under the Agreement and does not (or cannot) fix the breach within a reasonable period of time or if the client displays abusive, threatening or otherwise inappropriate behaviour
The client can also terminate this Agreement due to exceptional, unforeseen circumstances outside of their reasonable control (ie if a force majeure event - like a fire, pandemic or earthquake - takes place). In such cases, the wedding planner has absolute discretion in deciding whether to waive their fees. This section also explains that wedding planning services may be temporarily suspended if an event beyond the wedding planner’s reasonable control compels them to reduce their available hours.
This section also details how the wedding planning provider’s fees will be handled in situations where the client ends the Agreement before the wedding.
Liability and insurance
This section sets a limit on the wedding planner’s reasonable liability regarding any losses they cause to the client under the Wedding Planner Agreement. This limit is the maximum amount that the wedding planner must pay the client if found responsible in such instances. It further:
sets out the situations in which the wedding planner will have no liability, and
clarifies that nothing in this Agreement limits or excludes the wedding planner’s liabilities for certain situations (eg fraud or fraudulent misrepresentation).
This section also specifies that the wedding planner must maintain business insurance to cover risks for which they may be responsible.
This section includes certain boilerplate clauses that govern the operation of the Wedding Planner Agreement. These include:
clarifying that this Agreement forms the entire agreement between the parties
requiring any changes to the Agreement to be made in writing and signed
excluding the Contracts (Rights of Third Parties) Act 1999 or Contract (Third Party Rights) (Scotland) Act 2017 so that no third parties (ie parties that aren’t the wedding planner or client) can enforce obligations under this Agreement
specifying how any notices must be served (ie delivered) under this Agreement
Governing law and jurisdiction
This section specifies the jurisdiction of the Wedding Planner Agreement, which determines the country's legal system to be used for resolving disputes. This is essential due to the different legal systems in England and Wales and in Scotland.
If you want your Wedding Planner Agreement to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Wedding Planner Agreement for you, to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.
Legal tips for making a Wedding Planner Agreement
Clearly communicate with all clients
Effective communication with your clients is crucial. Your Wedding Planner Agreement serves as a legally binding document that records the key terms of the service relationship between you (as the wedding planner) and your client. However, it's important to note that communication with your clients should not be limited to formal exchanges like this. It's recommended to have open and honest conversations with your clients about their expectations and how you can meet these expectations, where possible and appropriate.
Familiarise yourself with consumer rights obligations
Consumers (ie private individuals who are buying goods or services for their personal use) are awarded certain ‘consumer rights’ under the Consumer Rights Act 2015. Anyone supplying services (like wedding planning services) to a consumer must ensure that these services are:
performed with reasonable care and skill
provided at a reasonable price (if a price wasn’t agreed upon in advance)
performed within a reasonable time period (if a period wasn’t agreed upon in advance)
If these criteria are not met, the consumer is allowed to either:
request that the service is re-provided (at no extra cost, within a reasonable time period and without causing significant inconvenience), or
request a price reduction (where it is not possible to re-do the services at all or within a reasonable period) of up to 100%
Ask a lawyer if:
the Wedding Planner Agreement doesn't meet your needs
the Wedding Planner Agreement doesn't cover what you want
you want to provide your services to clients based outside England, Wales and Scotland
Wedding Planner Agreement FAQs
What is included in a Wedding Planner Agreement?
Why do I need a Wedding Planner Agreement?
A Wedding Planner Agreement offers certainty by setting out the terms of your Agreement in relation to the wedding planning services (eg sourcing and booking suppliers, finding and booking a venue, and creating a plan for the wedding in line with the client’s wishes). Doing this also helps protect both parties in the event of any future disputes.
Will the wedding planner be liable for suppliers?
If you, as the wedding planner, assist the client in sourcing, negotiating with and booking suppliers, you will need to take reasonable care when selecting suppliers. However, under this agreement, any contracts you negotiate with suppliers will be entered into by the client and the supplier. As a result, you will not be liable for any acts or omissions of the suppliers.
What should my fees be?
Wedding planners often charge clients:
a flat fee
an hourly rate
a daily rate, or
a weekly rate
How you wish to price your services will be up to you, depending on various factors including your duties and responsibilities, the services you will provide and how much time you will spend providing the services.
You will also need to set out whether value added tax (VAT) is:
included - if your fees include VAT
excluded - if your fees do not include VAT but VAT will be charged
not applicable - if you are not registered for VAT
Your fees should be set out in an Invoice that is sent to the client and which is payable at the time of booking the services. Under this Wedding Planner Agreement, services will not be provided until the invoice is paid.
For more information, read Invoicing.
Will fees still be payable if I have to close my wedding planning business?
This Wedding Planner Agreement allows you to decide and set out when fees will still be payable by clients in the event of the closure of your business due to events that are out of your control.
These events outside of your reasonable control (known as ‘force majeure events’) include but are not limited to natural disasters, terrorist attacks, and epidemics, that prevent the fulfilment of the wedding planner’s contractual obligations.
What about privacy provisions?
UK businesses (including wedding planning businesses) that process (eg collect, record and store) personal data (eg names and addresses) need to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR).
How can the Wedding Planner Agreement be brought to an end?
This Agreement is designed to run until the wedding takes place. However, this Wedding Planner Agreement also allows you to specify the notice period that must be given by either party if they wish to end the Agreement early.
Do I need to refund the client if they end the Wedding Planner Agreement early?
This will depend on how much time you have spent providing services (or preparing to supply the services) when the client ends the Agreement.
This Wedding Planner Agreement allows you to specify the maximum number of hours you can have spent providing the services for the client to be entitled to receive a full refund. If you have incurred expenses, and the client is to reimburse you, the client will have to pay these.
If you have spent more time than the maximum (above) providing the services, the client will be entitled to a partial refund based on the amount of time you have spent working. As with the full refund, if you have incurred expenses, and the client is to reimburse you, the client will have to pay these. You should provide a detailed breakdown of the fees (and applicable expenses) to be retained by you.