What to check in a wedding vendor contract
The 12 things to check before you sign a wedding vendor contract: the retainer, payment dates, cancellation, service charge and tip, overtime and more. See what the contract reader finds.
Updated Oct 16, 2026
Start with three things: whether it is a retainer or a deposit, whether a service charge is a tip, and what overtime costs. Then work down the other nine.
The 12 things to check
The retainer, and whether it comes back
In many contracts a retainer pays to hold your date and is kept if you cancel, while a deposit is a first payment toward the price. The two words are not always used the same way, so read what yours says happens to the money.
Each payment date
Write down every date a payment is due, not only the first and the last. Put them in your calendar.
The balance date
The final payment is often due weeks before the wedding, not on the day. If the contract gives a rule such as "30 days before", work out the actual date from yours.
Cancellation charges, by date
Most contracts charge more the closer you get. Find each date, or number of days, where the charge changes, and what is kept or refunded at each stage.
Changing the date
Can you move it? Look for how much notice you need, how many times, and whether it costs anything.
Events beyond anyone's control
Look for a clause about illness, severe weather or anything that stops the event. Who may cancel, and what comes back?
If the vendor cancels or closes
What happens if they cannot come? Look for a replacement or a refund, and whether the refund includes the retainer. Look for a limit on what they would pay.
Service charge and gratuity
A service charge usually goes to the business. Gratuity goes to the people who served you. Check which one your contract has, and whether a tip is expected on top.
Overtime and extra charges
Overtime by the hour, travel by the mile, card surcharges, late fees and tax on some items. Note each one and when it applies.
Final numbers and other deadlines
Guest count, menu choices, timeline and shot list often have dates of their own. Missing one can cost you, so add them to your calendar.
Delivery times
When do you get the photos, the film, the cake, the flowers or the album? And what happens if it is late?
Usage rights for photos and video
Who owns them, what you may do with them, and whether the vendor may use them to advertise. Check that you can print and share them.
How to check a wedding vendor contract in 5 steps
Find the money. List every payment: the retainer or deposit, each due date and the balance.
Write down every date. Payments, the steps in the cancellation terms, the last day to change the date, final numbers. Put them in your calendar.
Read the cancellation clauses. What you pay at each date if you cancel, and what happens if the vendor cancels or closes.
Look for the extras. Overtime, travel, fees, tax, and whether the charge is a service charge or a tip.
Ask before you sign. Anything unclear or missing: ask, and get the answer in writing.
See the contract reader at work
This is what a result looks like, on a made-up contract. The reader shows each clause in the contract's own words, with its page, grouped so you can check it. It shows clauses and dates only, so an amount in a clause shows as [amount]. Check every figure in your contract itself.
Payments
Retainer
“A non-refundable retainer of [amount] (25% of the Package Fee) is due on signing to reserve the Event Date.”
Page 1On signing
Second payment
“A second payment of [amount] is due on June 18, 2027.”
Page 1Jun 18, 2027
Balance
“The remaining balance of [amount] is due 30 days before the Event Date.”
Page 2Nov 18, 2027worked out from your wedding date
Card payments
“Payments made by credit card incur a 3% processing surcharge.”
Page 2
If you cancel
Cancel more than 180 days before
“If Client cancels more than 180 days before the Event Date, Photographer keeps the retainer and refunds all other amounts paid.”
Page 3Before Jun 21, 2027
Cancel 180 to 60 days before
“If Client cancels between 180 and 60 days before the Event Date, Client owes 50% of the Package Fee.”
Page 3Jun 21, 2027 to Oct 19, 2027
Cancel under 60 days before
“If Client cancels fewer than 60 days before the Event Date, Client owes 100% of the Package Fee.”
Page 3After Oct 19, 2027
Events beyond anyone's control
“If either party is prevented from performing by an event beyond their reasonable control, either party may cancel, and Photographer refunds all amounts paid except the retainer.”
Page 4
If the photographer can't attend
“If Photographer cannot attend, Photographer will provide a qualified replacement or refund all amounts paid, including the retainer.”
Page 4
Changing the date
One change of date
“Client may change the Event Date one time, with at least 270 days' notice.”
Page 3By Mar 23, 2027
Extra charges
Overtime
“Additional coverage is billed at [amount] per hour.”
Page 2
Travel
“Travel is billed at [amount] per mile for each mile beyond 30 miles from the studio.”
Page 2
Sales tax
“Sales tax of 8.25% applies to prints and albums only.”
Page 2
A meal for the team
“Client will provide a hot meal for two (Photographer and one assistant) during the reception.”
Page 2
Gratuity
“Gratuity is not included in the Package Fee.”
Page 2
Deadlines
Late payments
“Payments received more than 7 days after the due date incur a [amount] late fee.”
Page 27 days after each due date
Delivery
Online gallery
“Photographer will deliver the online gallery within 10 weeks of the Event Date.”
Page 4By Feb 26, 2028
Album
“The album will be delivered 16 weeks after Client approves the album design.”
Page 4
Who owns the photos
“Photographer retains copyright in all images. Client receives a personal-use license.”
Page 5
Things to ask them
Does the retainer come off the final bill?
“A non-refundable retainer of [amount] (25% of the Package Fee) is due on signing to reserve the Event Date.”
Page 1
Can we share the photos with our other vendors?
“Photographer retains copyright in all images. Client receives a personal-use license.”
Page 5
What happens if the photos are lost?
“Photographer's liability is limited to the amounts paid by Client.”
Page 5
Merriwell reads your contract to save you typing. It can miss or misread things, so check each item against your contract. This isn't legal advice. For a big or unusual contract, ask an attorney.
Frequently asked questions
- What's the difference between a retainer and a deposit?
- In many contracts a retainer pays to hold your date and is kept by the vendor if you cancel, while a deposit is a first payment toward the price and may come back in some cases. The two words are not always used the same way, so read what your contract says happens to the money. Our sample contract has a non-refundable retainer, and says so.
- What should a cancellation clause say?
- It should say, date by date, what you pay if you cancel. Look for each date or number of days where the charge changes, and what is kept or refunded at each stage. It should also say what happens if the vendor cancels, and what happens if something beyond anyone's control stops the event.
- What if the vendor cancels or closes?
- Look for a clause about it. A clear one names a replacement or a refund, and says whether the refund includes the retainer. If the contract is silent, ask for it to be added before you sign. If a vendor has closed, keep your contract and receipts, and ask your card issuer or your state's consumer protection office what help is open to you.
- Is the contract reader free?
- The contract reader is part of Merriwell Plus. It reads your contract and adds the key terms, the due dates and the checklist steps for you to check. It doesn't read out prices, and it leaves your budget alone.
- Is our contract private?
- Yes. Only you and your partner can see it. Its pages are sent to Anthropic, the company behind the AI, only so they can be read, and Anthropic doesn't train on data sent through its API.
- Is this legal advice?
- No. Merriwell reads your contract to save you typing. It can miss or misread things, so check each item against your contract. For a big or unusual contract, ask an attorney.