Wedding Reception Contract Template

This Wedding Reception Contract ("Agreement") is made and entered into on [Date], by and between:

1. Event Information:

• Wedding Reception Date: [Date of Event]
• Reception Location: [Specify the venue address and room or areas reserved for the event].
• Event Start Time: [Specify event start time]
• Event End Time: [Specify event end time]
• Access Time: The venue will be available for setup starting at [Time].
• Load-in Time: Load-in will begin at [Time].
• Load-out Time: Load-out must be completed by [Time].
• Final Exit Time: All attendees and staff must vacate the premises by [Time].
• Overtime Rates: If the event extends beyond the scheduled end time, overtime rates will apply at [Specify hourly overtime rate].

2. Venue Rental Details:

• Venue Spaces Rented: The Clients will have access to the following spaces within the venue: [List specific areas, e.g., "Main Ballroom, Courtyard, Bridal Suite"].
• Exclusive Access: The Clients will have [exclusive/non-exclusive] access to the venue during the wedding reception.
• Venue Restrictions: The following areas of the venue will not be available for the event: [List restricted areas, if applicable].

3. Pricing and Fees:

• Total Venue Rental Price: The total rental fee for the venue is [Total Price].
• Hourly Rate: The hourly rate for venue use is [Hourly Rate] for [Specify time period, e.g., additional hours beyond event duration].
• Deposit Amount: A deposit of [Deposit Amount] is required to secure the venue. This deposit is [refundable/non-refundable].
• Administrative Fees: The following administrative fees apply: [List administrative fees, if applicable].
• Other Fees: Additional fees for services such as cleaning, security, or extra staff include: [List any additional fees].

4. Payment Schedule and Methods:

• Deposit Due Date: The deposit of [Deposit Amount] is due on [Deposit Due Date].
• Final Payment Due Date: The remaining balance of [Remaining Balance] is due by [Final Payment Date].
• Payment Methods: Acceptable payment methods include [List methods, e.g., bank transfer, credit card, check].
• Late Payment Policy: Late payments will incur a fee of [Specify amount or percentage] per [Specify time period].

5. Revenue Guarantees and Catering Policies:

• Catering Policy: The Clients may use [outside caterers/the venue's preferred caterer] for the wedding reception.
• Food and Drink Minimum: The Clients must meet a minimum order of [Specify dollar amount] for food and drink.
• Per-Person Fee: The per-person fee for catering services is [Specify amount].
• Bar Overage Fee: The Clients will be responsible for any bar overage fees beyond the prepaid bar amount, charged at [Specify rate, e.g., per drink or per hour].
• Food and Drink Restrictions: The following restrictions apply to food and drink served at the venue: [List any restrictions, such as no alcohol or specific food limitations].

6. Staffing:

• Venue Staffing: The following staff will be provided by the venue as part of the rental: [List staff, e.g., security, event coordinator].
• Client-Provided Staff: The following staff must be provided by the Clients or event planner: [List staff, e.g., catering staff, bartenders].
• Additional Staffing Options: The Clients may choose to provide additional staff for the event at their own discretion.

7. Noise Ordinances and Venue Restrictions:

• Noise Ordinances: All sound and music must comply with local noise ordinances. Music and amplified sound must cease by [Specify time].
• Sound and Light Restrictions: The following restrictions apply to sound and lighting: [List restrictions, e.g., "No strobe lights allowed," "Volume must remain below 85 decibels"].

8. Handicapped Accessibility:

• Accessible Areas: The following areas of the venue are handicapped accessible: [List accessible areas].
• Non-Accessible Areas: The following areas of the venue are not handicapped accessible: [List non-accessible areas, if any].

9. Décor Policies:

• Decorations: The Clients may decorate the venue, subject to the following policies:
• Candles and Open Flames: Candles and open flames [are/are not] permitted.
• Hanging Decorations: Hanging decorations [are/are not] permitted. The use of nails, tacks, or other potentially damaging materials is prohibited.
• Fireproofing: All decorations must meet local fireproofing regulations.
• Other Policies: [List additional decor policies, if applicable].

10. Insurance and Compliance:

• Insurance Requirements: The Clients must provide proof of event liability insurance with coverage of at least [Specify amount, e.g., $1,000,000] no later than [Specify deadline, e.g., 30 days before the event].
• Compliance: The Clients agree to comply with all local regulations, including fire codes, health codes, and occupancy limits.

11. Amendments to the Contract:

This Agreement may be amended only by a written document signed by both parties. Any changes to this Agreement must be discussed and agreed upon in writing before they take effect.

12. Termination:

• By Either Party: Either party may terminate this Agreement with [Specify notice period, e.g., 60 days] written notice.
• For Cause: Either party may terminate the Agreement immediately if the other party breaches any material provision of the contract and fails to remedy the breach within [Specify period, e.g., 10 days] after receiving written notice of the breach.
• Refund Policy: In the event of termination by the Clients, the deposit is [refundable/non-refundable] based on the following schedule:
• [Specify refund conditions, e.g., 100% refund if canceled 60 days before the event, 50% refund if canceled 30 days before the event].
• Force Majeure: In the event that the wedding reception is canceled due to circumstances beyond the control of either party (e.g., natural disasters, pandemics), both parties agree to reschedule the event or terminate the Agreement with a [Specify terms for refund, rescheduling].

13. Dispute Resolution:

• Negotiation: In the event of a dispute, both parties agree to first attempt to resolve the issue through informal negotiation.
• Mediation/Arbitration: If negotiation fails, the parties agree to submit the dispute to mediation or binding arbitration under the rules of [Specify arbitration organization].
• Governing Law: This Agreement will be governed by the laws of [Specify State/Country].

14. Signatures:

By signing below, the parties agree to the terms and conditions outlined in this Wedding Reception Contract.

This Agreement constitutes the entire understanding between the parties and supersedes all prior negotiations, representations, or agreements, whether written or oral. This Agreement may not be amended except by written agreement signed by both parties.