Vendor Contract Checklist: 12 Must-Haves

By Elena Vasquez · October 16, 2026

Why Contracts Matter

A handshake agreement leaves you with zero recourse when a vendor doesn't show up, delivers the wrong product, or adds surprise fees. A written contract protects both parties and sets clear expectations.

1. Exact Date, Time, and Location

Include setup and teardown times, not just the event window. "October 17, 2026, 2:00 PM to 11:00 PM at [venue address]" — not "fall 2026."

2. Itemized Pricing

Every service, product, and fee listed individually. Watch for hidden costs: travel fees, overtime charges, equipment rental, service charges (often 18-22% added on top).

3. Payment Schedule

Standard is 50% deposit to book, 50% due 7 days before the event. Never pay 100% upfront. Use credit cards for purchase protection.

4. Cancellation Policy

Both sides: what happens if you cancel (deposit refund window) and what happens if they cancel (replacement obligation and refund timeline).

5. Force Majeure

Covers acts of God, pandemics, venue closures. Should specify whether deposits roll to a new date or get refunded.

6. Substitution Clause

If your specific photographer or DJ gets sick, can they send a replacement? You should have approval rights over substitutes.

7. Deliverables Specification

Number of edited photos, song playlist length, flower arrangement descriptions, menu items with quantities. Vague deliverables lead to disputes.

8. Overtime Rate

If the party runs long, what is the hourly overtime? Get it in writing before you need it.

9. Liability Insurance

Vendor should carry at least $1M general liability. Many venues require proof of insurance before allowing vendors on-site.

10. Meal Clause

For vendors working 5+ hours (photographers, DJs), specify whether you provide a vendor meal or they bring their own.

11. Raw Files and Ownership

For photographers and videographers: who owns the raw files? Can you print and share freely? Or do you need to order prints through them?

12. Dispute Resolution

Mediation before arbitration before litigation. Specify jurisdiction (your county, not theirs).