Why every wedding vendor needs an agreement

Written, clear and signed: how to protect your day, and your relationships.

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A wedding has one date and no second chance. Before you pay a deposit to anyone, you want to know exactly what was promised, in writing. It protects you, and it protects the vendor too.

Photo: Alexandra Gery

1. A spoken promise is not enough

People remember things differently, especially months later. A spoken agreement can count in Sweden, but it is hard to prove what was agreed when something goes wrong: a cancellation, a no-show, a change in what is delivered, a payment disagreement. On a wedding day there is no time to sort it out afterwards.

2. What every agreement should cover

• Names and contact details of both sides

• Date, time and place

• Exactly what is included: hours, quantities and deliverables (it can be in an attached proposal)

• The total price, what VAT is included, and the payment schedule

• Cancellation and postponement terms, for both sides

• What happens if the vendor is ill or cannot come

• Delivery dates for photos, films, flowers, stationery and anything else made for you

• What happens if the guest count or the timing changes

3. The details couples often miss

• Travel, accommodation and overtime costs

• Equipment, rentals and who returns them

• Whether the vendor can use pictures from your wedding in their marketing, and what you can share

• Setup, breakdown and access at the venue

• What counts as a breach, and what happens then

4. Every vendor, and especially these

Every vendor needs an agreement. The ones that matter most are the ones where a problem costs you the most: the venue, photographer, videographer, caterer, coordinator, and anyone making something just for you, such as the cake, flowers or stationery.

5. Yes, even friends and recommended vendors

It is easy to skip an agreement with a friend, a family member or someone a friend recommends. Don't. Clear terms protect the relationship, because everyone knows what was promised. A professional will never be offended when you ask for an agreement.

If someone feels uncomfortable about putting it in writing, take that seriously, and reconsider whether they should be part of your big day.

6. If a vendor does not have a contract

Write one yourself, in a short email: what you agreed, the price, the date, when you pay, and what happens if either side cancels. Ask them to reply "confirmed". It is not the same as a signed contract, but it is much better than nothing. Keep it in the same email thread as the rest of your conversation.

7. Before you sign

Read the whole thing. Ask about anything that is unclear. Check it against the quote, and check the dates against your timeline. Keep a copy in the folder you share with your partner, and your planner.

At The Wedding Agency, a written agreement is a standard requirement for every coordinator in our network.

Please note this is general information, not legal advice.

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