Hiring a Wedding Coordinator: What Your Service Contract Should Include

Hiring a wedding coordinator is one of the smartest investments you can make to protect your time, your budget, and your sanity—especially as the big day gets closer. But even the best coordinator can’t save a wedding from confusion if the paperwork is vague.

A strong wedding coordinator agreement sets expectations clearly: what the coordinator will do (and what they won’t), when they’ll do it, what it costs, and what happens if plans change. For engaged couples, this contract isn’t just “admin”—it’s your playbook for a smoother wedding planning experience and fewer last-minute surprises.

Below is a client-focused guide to the most important clauses and details to look for (and ask for) in a wedding planning contract. If you’re trying to hire wedding planner contract style services—whether it’s month-of coordination or full planning—these terms can help you compare vendors and sign with confidence.

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Why the contract matters (even when you “trust them”)

Weddings involve high emotions, moving parts, and hard deadlines. A contract exists to reduce misunderstandings and protect both sides when something unexpected happens—vendor no-shows, weather events, venue restrictions, family changes, or schedule shifts.

A well-drafted agreement should answer:

• What services are included?
• Who is responsible for what tasks?
• How many hours and meetings are included?
• How are changes and extra services billed?
• What happens if you cancel or reschedule?
• What happens if your coordinator can’t perform?

If you’re researching what to include wedding planner contract terms, think of it as building a safety net around your wedding day operations.

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1) Identify the parties and the event details (don’t skip the basics)

Your contract should clearly list:

• Legal names of both parties (you/your partner and the business entity)
• Business address and contact info
• Wedding date, venue(s), and city/state
• The scope label: “Wedding Coordination,” “Month-of Coordination,” “Day-of Coordination,” or “Full-Service Planning”

Why this matters: A surprising number of disputes come down to “Which date?” “Which location?” “Which package?” Clear identification eliminates ambiguity.

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2) Define the scope of services in plain language

The heart of any wedding coordinator agreement is the scope of work. Look for a detailed list of deliverables and responsibilities.

Common coordination services that should be spelled out

Depending on the package, your contract might include:

• Timeline creation and updates
• Vendor confirmation and communication (who contacts whom, and when)
• Venue walkthrough(s)
• Ceremony rehearsal coordination
• Day-of vendor arrival and setup oversight
• Cueing ceremony processional/recessional
• Managing the run-of-show (speeches, first dance, cake cutting)
• Handling “day-of emergencies” (with limits—see below)
• Packing up personal items at the end of the night (if offered)

Clarify what is not included

This is just as important. Exclusions commonly include:

• Vendor sourcing and negotiation (more typical of full planning)
• Décor setup beyond light touches (or any setup requiring ladders, tools, heavy lifting)
• Floral design, rentals ordering, or inventory management
• Guest transportation management (unless specified)
• Catering or bar staffing
• Childcare or pet handling
• Cleaning or trash removal beyond venue requirements
• Managing interpersonal family disputes (yes, really)

Client tip: If something matters to you—like place cards, favors, welcome sign placement, moving ceremony chairs—ask for it to be listed explicitly. This is the #1 way couples end up disappointed: assumed tasks that weren’t contracted.

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3) Specify planning meetings, communication, and response times

Many couples are surprised to learn that “day-of coordination” often includes weeks (or months) of lead time. Make sure your wedding planning contract states:

• How many planning meetings are included (and their format: in-person, phone, Zoom)
• Whether there is an included venue walkthrough
• Whether rehearsal is included and for how long
• When “coordination services” officially begin (e.g., 30/60/90 days pre-wedding)
• Expected email/text response time (e.g., 24–48 business hours)
• Office hours and blackout dates (especially during peak wedding season)

Why this matters: If you expect quick replies and lots of check-ins, but the contract only promises limited communication, frustration builds fast.

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4) Detail the wedding day coverage hours (and overtime rules)

Your agreement should clearly state:

• Start and end time of coverage (e.g., 12:00 pm–10:00 pm)
• Whether travel time counts as coverage time
• Overtime rate (hourly) and how it’s billed (in 15-minute increments? hourly?)
• When overtime must be approved, and by whom
• Whether an assistant coordinator is included—and if not, what triggers the need for one

Client tip: If your venue requires vendors to stay until teardown is complete, ensure your coordinator’s end time covers that. Otherwise, you may be paying overtime at the worst possible moment.

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5) Fees, payment schedule, and what’s refundable

When you hire wedding planner contract services, pricing can be structured as flat fees, tiered packages, or hourly rates. Your contract should include:

• Total fee and what it covers
• Deposit amount and due date
• Payment schedule (e.g., 50% on signing, 50% 30 days before)
• Accepted payment methods (credit card, ACH, check)
• Late payment fees and timelines
• Any administrative fees (processing, invoicing, etc.)
• Whether travel, parking, tolls, or meals are additional

Refundability and retainers

Most coordinators treat the initial payment as a non-refundable retainer (to reserve your date). That’s common, but it should be clearly described:

• Is the deposit/retainer non-refundable in all cases?
• Is any portion refundable if cancellation happens far in advance?
• What if the coordinator rebooks your date?

Client tip: If terms feel harsh, don’t assume they’re “standard.” Ask whether rescheduling credits are available, or whether cancellation fees decrease as the date gets farther away.

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6) Cancellation, rescheduling, and force majeure (the “what if” section)

Life happens. Your contract should define outcomes for:

Client cancellation

• Required notice method (email, written notice, portal)
• Cancellation fees and timeline (e.g., 100% due within 60 days)
• Whether unused hours are refundable (often no)

Rescheduling

• Whether rescheduling is allowed
• Time window for rescheduling (e.g., within 12 months)
• Rescheduling fee (if any)
• What happens if the coordinator is unavailable on the new date (refund vs credit)

Force majeure (events outside anyone’s control)

Look for a force majeure clause covering things like:

• severe weather
• natural disasters
• government restrictions
• venue closure
• public health emergencies

A balanced clause typically addresses:

• whether performance is delayed or excused
• whether payments are refunded or credited
• how parties will cooperate to reschedule or reduce losses

Client tip: “Force majeure” shouldn’t be used as a one-sided excuse to keep all payments without providing any service. If the clause feels overly broad, ask for clarification.

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7) Coordinator substitution and staffing backup

One of the biggest overlooked areas in a wedding coordinator agreement is what happens if your coordinator can’t show due to illness, emergency, or conflict.

Your contract should clarify:

• Whether the business can assign a qualified substitute
• Whether you have approval rights over the substitute
• Whether there will be a handoff meeting and document transfer
• Whether pricing changes if a substitute is used
• What happens if no substitute is available (refund? partial refund?)

Client tip: Ask: “If you’re not available, who steps in—and how do they get up to speed?” The answer should be reflected in writing.

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8) Vendor coordination and authority (who can make decisions?)

Your contract should describe the coordinator’s authority limits. Common questions include:

• Can the coordinator sign anything on your behalf? (Typically no.)
• Can they approve vendor changes or added costs? (Usually only with your permission.)
• Can they make purchases in an emergency? If yes:
  • maximum spend limit (e.g., $200)
  • reimbursement process
  • requirement for receipts and prior approval when possible

Also clarify how the coordinator interacts with vendors:

• Are they the primary contact starting at a certain date?
• Will vendors receive a master timeline and contact sheet?
• Who resolves vendor disputes on the day?

Client tip: Put spending authority and approvals in writing to prevent “surprise invoices” after the wedding.

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9) Client responsibilities (yes, you have obligations too)

A professional wedding planning contract usually lists what the couple must provide to make coordination possible, such as:

• Final vendor list with contact info by a certain deadline
• Copies of vendor contracts (optional but helpful)
• Final timeline approvals by a certain date
• Floor plans, venue rules, and load-in/load-out instructions
• Access to décor items with labeled bins and instructions
• A point person for decisions (especially if you’ll be unavailable on the day)

Client tip: If you don’t meet deadlines, some contracts allow the coordinator to proceed with limited deliverables (or charge rush fees). Make sure you can realistically comply.

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10) Deliverables: timelines, layouts, and “handoff documents”

Your agreement should specify what documents you receive, for example:

• Master wedding day timeline (and how many revisions are included)
• Vendor contact list
• Setup instructions
• Seating chart assistance (if included)
• Rehearsal plan
• Emergency kit provisions (if included)
• Post-event wrap-up tasks (returning rentals, gathering personal items)

Also ask: Do you get copies of these documents? You should—at minimum—receive a final timeline and vendor contact sheet.

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11) Insurance, liability, and limitation of responsibility

This section is critical and often misunderstood. Contracts commonly include:

• Limitation of liability (caps what you can recover)
• No guarantee clauses (e.g., not responsible for vendor failures)
• Indemnification (who pays if someone sues due to your actions)
• Requirement that coordinator carry general liability insurance (ideal)
• Whether you must obtain event insurance (often recommended)

What’s reasonable?

It’s reasonable for a coordinator to say they aren’t liable for:

• a vendor’s poor performance
• venue power outages
• guest behavior

But watch for clauses that attempt to waive all liability even for the coordinator’s own negligence. If you’re unsure, consider having an attorney review, especially for higher-budget events.

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12) Photos, marketing, and privacy (social media permissions)

Many coordinators include a “model release” clause allowing them to use wedding photos for marketing. Make sure you know:

• Whether they can post your names, venue, or date
• Whether they can tag you on social media
• Whether you can opt out (and how)
• Whether they can use professional photos or only ones they took

Client tip: If privacy matters (public figure, sensitive family situation, or just personal preference), negotiate an opt-out or approval requirement before posting.

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13) Dispute resolution, attorney’s fees, and governing law

This isn’t the most romantic section, but it matters.

Look for:

• Governing law (which state’s law applies)
• Venue/jurisdiction (where disputes must be filed)
• Mediation/arbitration requirements (mandatory or optional)
• Attorney’s fees clause (does the winner recover fees?)
• Notice requirements before filing a claim

Client tip: If the contract forces disputes into a far-away county/state, that can be costly. Ask for a local venue if possible.

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14) Contract changes, add-ons, and “entire agreement” clause

Make sure the contract addresses:

• How changes must be made (typically in writing and signed)
• Add-on services pricing (extra assistant, extra hours, additional events)
• Whether emails/texts can modify the agreement (often they cannot)
• “Entire agreement” language meaning: the signed contract controls over prior conversations

Client tip: If your coordinator promises something verbally (“Don’t worry, we’ll handle the welcome bags”), ask to add it to the scope. If it’s not written, it’s harder to enforce.

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A quick checklist: what to include in a wedding planner contract (from the client side)

If you’re evaluating what to include wedding planner contract terms, here’s a practical checklist you can use while reviewing:

• [ ] Names of parties, wedding date, venues
• [ ] Exact scope of services + exclusions
• [ ] Coverage hours, overtime rate, assistant staffing
• [ ] Meetings, communication rules, start of services
• [ ] Fee breakdown, deposit, payment schedule, late fees
• [ ] Cancellation and rescheduling terms
• [ ] Force majeure terms and remedies
• [ ] Substitution/back-up coordinator plan
• [ ] Decision-making authority and emergency spending limit
• [ ] Client responsibilities and deadlines
• [ ] Deliverables (timeline, contact sheet, setup plan)
• [ ] Liability/insurance clauses
• [ ] Photo release/privacy options
• [ ] Dispute resolution, governing law, attorney’s fees
• [ ] Written change process and add-on pricing

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Final thoughts: sign with clarity, not crossed fingers

A wedding coordinator can be your calm in the chaos—but only if both sides agree on the plan. The best wedding coordinator agreement isn’t the longest one; it’s the clearest one. When the contract spells out services, timing, money, and “what ifs,” you can focus on celebrating instead of managing logistics.

If you want a faster way to create or review a solid service agreement structure—especially when comparing multiple vendors—tools like Contractable can help you generate contract language and organize key terms before you sign. You can explore it here: https://www.contractable.ai

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Other questions couples ask (to keep learning)

1. What’s the difference between a wedding planner, a wedding coordinator, and a venue coordinator?
2. Is “day-of coordination” really only for the wedding day, or does it include prep work?
3. Should my wedding coordinator carry liability insurance—and how do I verify it?
4. Can I negotiate a wedding planning contract, or are terms typically non-negotiable?
5. What happens if a vendor is late or doesn’t show—does the coordinator have backup options?
6. Do I need wedding event insurance if I already have vendor contracts?
7. How many hours of coverage do I actually need for my timeline and venue rules?
8. What’s a reasonable cancellation policy for wedding coordination services?
9. Should the coordinator be allowed to post photos of my wedding on social media?
10. When should I hire my coordinator: right after booking the venue, or closer to the date?