Clinch
Clinch · Wedding planners

Wedding planner contracts built for a date that can move

A wedding is planned for 12 to 18 months and happens once. In between, the date moves, the guest count doubles, the couple's parents start paying for things, and a vendor goes bust. Your contract is the only document that says what you're paid for when that happens.

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The contract and payment problems you actually run into

01

Postponements and cancellations

When a wedding moves or is called off, you have already done most of the work. Without a written schedule of what's refundable and what's owed at each stage, you end up negotiating your fee with a couple in the worst week of their lives.

02

"Full planning" that keeps growing

Extra events (welcome dinner, brunch), a second venue, 60 more guests, a destination change: each one is days of work. Define the package, the number of meetings and site visits, and a rate for anything outside it.

03

Vendor money and liability

Are vendor contracts in the couple's name or yours? Who pays the florist if the couple is late? If you handle vendor deposits, spell it out so you're never left holding another supplier's invoice.

04

Payments spread over a year

A retainer, then instalments, then a final payment before the day: miss one and you're chasing money while running the event. Put the dates in the contract and tie the last payment to a date before the wedding.

How it works with Clinch

  1. 1

    Describe the job in a sentence or two: the AI drafts the contract from a template made for your trade.

  2. 2

    Send one link: your client reads and signs on their phone in about 30 seconds, no account needed.

  3. 3

    Collect the deposit at signature, then invoice the balance from the same place.

Contract templates to start from

Event Planning Contract TemplateAn event planner agreement covering planning services, vendor contracts in the client's name, budget, day-of coordination, and cancellation.Event Services Agreement TemplateA contract for event planning, coordination, or vendor services covering the event date, deliverables, and cancellation policy.Wedding Photography Contract TemplateA wedding photography contract covering coverage hours, second shooter, image delivery, usage rights, and what happens if the date moves.Catering Contract TemplateA catering agreement covering menu, final headcount, dietary and allergen handling, staffing, service times, rentals, and cancellation.

Clauses worth adding

Deposit clauseA non-refundable deposit clause for freelancers: how much, when it's due, and what it secures. Copy the wording and variants by trade.Milestone payment clauseA milestone payment schedule clause: deposit, payments tied to deliverables, and when each is due. For larger freelance projects.Cancellation clauseA cancellation clause for freelance projects and bookings: notice, fees by stage, and rescheduling.Scope creep (change request) clauseA change request clause that stops scope creep: extra work is quoted, approved in writing and scheduled before it starts.Force majeure clauseA force majeure clause for freelance and event contracts: events outside your control, suspension, and termination.Limitation of liability clauseA limitation of liability clause for freelancers: cap at fees paid, exclusion of indirect losses, and carve-outs.

Free tools

Deposit calculatorPick a deposit, split the rest into milestones, copy the clause.Project cost estimatorPhases and hours in, a priced quote with buffer and deposit out.Payment reminder emailPolite, firm or final: the right reminder for how late the invoice is.Change order generatorPrice the extra request, move the deadline, get it approved in writing.

Comparing tools?

Clinch vs HoneyBook for freelancersClinch vs Dubsado for freelancersClinch vs Bloom for freelancers

Questions

Should a wedding planner's retainer be refundable?

Usually not: it pays for the date and the early planning, and you turned down other weddings for it. Many planners add a sliding scale for later payments depending on how close to the date a cancellation happens.

What if the couple postpones rather than cancels?

Write a postponement rule: whether one date change is included, the fee for re-coordinating vendors, and what happens if you're already booked on the new date.

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Start from the template for your trade, edit anything, and get paid the moment it's signed.

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Other trades

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General information, not legal advice. For high-stakes deals, have a lawyer review your contract.

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