Nothing beats the excitement of hearing a potential client say they want to hire us. It’s exciting and usually an adrenaline rush. We want to get started right away and can’t wait to help our new clients.
One of the most important things to remember as a professional wedding and event planner is to have the signed contract AND first payment in hand BEFORE doing any work for your clients. I cannot stress this enough.
If you have not been burned in the past by clients who said they were going to hire you then flaked, it will happen. And when it does, you will kick yourself for not waiting until you had the contract and payment first. Also, it’s important to be protected by the contract before delivering any services.
Thank you so much for this article. I’m currently sitting with a client whom I’ve been consulting with for 3 months – discussing ideas, giving up my weekend family time to meet with them, and they haven’t signed my contract yet. I feel like I’ve been used and have wasted my energy refusing other clients entry for the same date.
Thank you for sharing Phyllis. You don’t want to be spending significant time with any potential client before the contract is signed and deposit is paid. I know this is a hard lesson learned.
Hello! I was wondering what is the best way of going about getting a contract signed when your client is unable to physically sign it. My bride is in another country for 2 months, but her groom lives nearby. Would I be safe just receiving his signature with a deposit, or should I invest in an online signature program?
Thanks for your question Jessica. I can’t give legal advice but can tell you that many planners use online signature programs to obtain contract signatures from clients.
Hi guys! I have an out of state client whom I sent a contract to coming to my city this week – she wants to review the contract and she wants me to go with her to the venue as well. I would like these to be two seperate meetings or at least meet to discuss the contract in person first….any suggestions on how to mention this to the client while protecting myself and still close the deal?
Tamara, you definitely want to have a signed contract and deposit before you are visiting venues with a client. Just be clear to the client about what you need to be able to start working with her.
It says in the article that you have a contract that can be downloaded. However, the link does not work and I can’t seem to find it under “Tools+Resources.” I am working on starting a wedding & event planning business and could really use a guide for contracts. Also, looking for some good tips and advice. I have loved your articles, I could spend 24/7 readying everything, but then I would not get anything done! If anyone has some great resources, please send them my way!
Q. Debbie what if your client had not fulfilled their obligation with providing you with the agreed funds to complete decorations or etc? Would you consider writing an addendum to cancel your services?
Karen, it would really depend on what your contract already says. Your current contract should say that if they don’t pay, you won’t perform the services. I am not qualified to give legal advice and recommend you consult with a lawyer.
What a great post. Use past experiences to add details and notes to your contracts. Like Setup and knockdown hours, List clauses detailing you are not responsible if Bride & Groom late arrivals delay wedding.
Etc…Etc..
Always have them briefed on your Plan B for late arrivals in order to speed up reception timeline so they will still enjoy the rest of their day. I received a great tip from a photographer (alina m. Photogroahy Miami, FL) When pressed for time in a reception have the bride and groom toss both the bouquet and garter at the same time. Super idea!
I totally agree, I have been a victim of not being paid & it hurts especially when it’s a friend! It ruined the friendship,but it made me stronger and more prepared for future clients. I also agree with using the word “Retainer” Fee over using the word “Deposit”. I have a question: Is it me or does anyone else find themselves tweaking their contract based on a clients needs? Is one contract suppose to fit all clients? Again I must compliment you on your wonderful post here on Planners Lounge, it gives me motivation to keep on going, thank you.
Thank you for your comment and feedback Monica. I am so sorry you had a bad experience with your friend. I think “retainer” and “booking fee” are both popular alternatives to “deposit”. I look forward to future comments from you!
I agree completely! I would also add that it is also important to stop working if a client owes a payment and hasn’t paid you yet. I use the word retainer rather deposit in my contract (as advised by a lawyer who specializes in wedding contracts).
Thank you for your comment Kristina. You can be very clear in your emails and phone calls with clients that you will be able to start working as soon as you receive their signed contract and deposit. And most importantly, do not do any work until then, no matter how hard they try to convince or manipulate you. Luckily most clients understand that we need a contract and payment first.
Thank you so much for this article. I’m currently sitting with a client whom I’ve been consulting with for 3 months – discussing ideas, giving up my weekend family time to meet with them, and they haven’t signed my contract yet. I feel like I’ve been used and have wasted my energy refusing other clients entry for the same date.
Thank you for sharing Phyllis. You don’t want to be spending significant time with any potential client before the contract is signed and deposit is paid. I know this is a hard lesson learned.
Hello! I was wondering what is the best way of going about getting a contract signed when your client is unable to physically sign it. My bride is in another country for 2 months, but her groom lives nearby. Would I be safe just receiving his signature with a deposit, or should I invest in an online signature program?
Thanks for your question Jessica. I can’t give legal advice but can tell you that many planners use online signature programs to obtain contract signatures from clients.
Hi guys! I have an out of state client whom I sent a contract to coming to my city this week – she wants to review the contract and she wants me to go with her to the venue as well. I would like these to be two seperate meetings or at least meet to discuss the contract in person first….any suggestions on how to mention this to the client while protecting myself and still close the deal?
Tamara, you definitely want to have a signed contract and deposit before you are visiting venues with a client. Just be clear to the client about what you need to be able to start working with her.
It says in the article that you have a contract that can be downloaded. However, the link does not work and I can’t seem to find it under “Tools+Resources.” I am working on starting a wedding & event planning business and could really use a guide for contracts. Also, looking for some good tips and advice. I have loved your articles, I could spend 24/7 readying everything, but then I would not get anything done! If anyone has some great resources, please send them my way!
Love,
Kirby
Hi Kirby! Your timing is perfect. The previous company who offered contracts is no longer in business but I am now working with an attorney who has created a contract for purchase that is specific for wedding and event planners. You can find it here: http://www.annettestepanian.com/contracts-all/agreement-for-event-planning-services/#_a_LOUNGE
Q. Debbie what if your client had not fulfilled their obligation with providing you with the agreed funds to complete decorations or etc? Would you consider writing an addendum to cancel your services?
Karen, it would really depend on what your contract already says. Your current contract should say that if they don’t pay, you won’t perform the services. I am not qualified to give legal advice and recommend you consult with a lawyer.
What a great post. Use past experiences to add details and notes to your contracts. Like Setup and knockdown hours, List clauses detailing you are not responsible if Bride & Groom late arrivals delay wedding.
Etc…Etc..
Always have them briefed on your Plan B for late arrivals in order to speed up reception timeline so they will still enjoy the rest of their day. I received a great tip from a photographer (alina m. Photogroahy Miami, FL) When pressed for time in a reception have the bride and groom toss both the bouquet and garter at the same time. Super idea!
xoxo
Natazia
Great advice Natazia. Thank you for sharing!
I totally agree, I have been a victim of not being paid & it hurts especially when it’s a friend! It ruined the friendship,but it made me stronger and more prepared for future clients. I also agree with using the word “Retainer” Fee over using the word “Deposit”. I have a question: Is it me or does anyone else find themselves tweaking their contract based on a clients needs? Is one contract suppose to fit all clients? Again I must compliment you on your wonderful post here on Planners Lounge, it gives me motivation to keep on going, thank you.
Thank you for your comment and feedback Monica. I am so sorry you had a bad experience with your friend. I think “retainer” and “booking fee” are both popular alternatives to “deposit”. I look forward to future comments from you!
It’s very rare to change the contract for individual clients but sometimes it does happen.
Thank you, I never thought of using “Booking Fee”…but I will now! Thank you Kristina for the feedback.
This is so true! Been there and one that one time and will never do that again!!
I know what you mean Kathy. It usually only takes one time to make that mistake. Thank you for your comment.
I agree completely! I would also add that it is also important to stop working if a client owes a payment and hasn’t paid you yet. I use the word retainer rather deposit in my contract (as advised by a lawyer who specializes in wedding contracts).
So true Tanis! Thank you for sharing that important point.
Extremely true! Any suggestions as to how to remind clients that vendors begin working after receiving the contract and first payment?
Thank you for your comment Kristina. You can be very clear in your emails and phone calls with clients that you will be able to start working as soon as you receive their signed contract and deposit. And most importantly, do not do any work until then, no matter how hard they try to convince or manipulate you. Luckily most clients understand that we need a contract and payment first.