Wedding Reception Contract Template

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  • Wedding

    Reception Contract

    Jim Clark Co
  • Wedding Reception Contract 


    Agreement

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

    Participants
    • Bride/Groom
      John Doe
      123 Main St
      New York, Ny 10012
      (212) 555-1212
    • Bride/Groom
      John Doe
      123 Main St
      New York, Ny 10012
      (212) 555-1212
    • Venue Owner/Manager
      Vera Jones
      3445 Ravenwood Dr
      College Park, GA 30349
      (404) 763-3294
    Terms

    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.



    Signatures
    • Click to sign
      John Doe
    • Click to sign
      John Doe

Your Guide to
Wedding Reception Contracts

What is a Wedding Reception Contract?

Think of a wedding reception contract as an event planning BFF. It’s like a regular venue contract but jazzed up for weddings! This little gem is a must-have for the venue and the happy couple.

A wedding reception contract spells out all the juicy details, from when the party starts to who’s cleaning up afterward, making sure everyone’s on the same page. This way, no one’s left guessing, and the big day stays on track and drama-free!

Must-Have Items in a Wedding Reception Contract

To make sure nothing gets overlooked, here are the key things a wedding reception contract needs to cover:

  • Venue Rental Fee: This is a big-ticket item. Venue rental can range from $1,500 to a whopping $10,000+, depending on how fancy the space is.
  • Deposit: To secure the date, most venues ask for a deposit, usually between 20% and 50% of the total rental fee. Heads up—this is often non-refundable.
  • Security Deposit: A little extra insurance to cover damages. Usually, this ranges from $500 to $2,000 and will be paid back if everything goes smoothly.
  • Payment Installments: Breaking up payments into installments makes life easier. Outline how much is due and when to avoid any surprises.
  • Overtime Fees: If the party goes past the agreed time, be ready to pay extra — usually around $250 to $500 per hour. Be sure to note how these fees will be handled!

Extra Goodies You Might Need to Rent

Weddings come with a lot of moving parts, and sometimes you need a few extra things to make the day perfect. Here's a breakdown of what might be on the rental list—and what you’ll want to nail down in that contract!

Tables and Chairs: Pretty basic but essential! Make sure the contract spells out exactly how many tables and chairs are included — no one wants to scramble for seats last minute!

Linens and Tableware: If the venue throws in tablecloths, plates, and silverware, make sure it’s all clearly listed. No one wants to be surprised by a “BYO Forks” situation.

Lighting and Sound Gear: If the venue has extra lighting or a sound system to rent, great! Get those details in the contract so you know what’s included and what might be an extra charge.

Dance Floor: Some venues offer a dance floor as part of the rental. Make sure you’ve got that covered, especially if you know the couple’s planning to bust out some serious moves.

Tents or Outdoor Gear: Planning an outdoor event? If the venue provides tents, heaters, or fans, be sure it’s all included in the contract. Mother Nature can be unpredictable — best to be ready!

Seal these details in, and you’ll have everything set to make the day flow like a dream!

Show Me the Money: Fees & Payments

Let’s talk numbers! Getting the financials clear upfront is a must to avoid awkward moments later. Here’s what you’ll need to spell out:

  • Venue Rental Fee: This is a big-ticket item. Venue rental can range from $1,500 to a whopping $10,000+, depending on how fancy the space is.
  • Deposit: To secure the date, most venues ask for a deposit, usually between 20% and 50% of the total rental fee. Heads up — this is often non-refundable.
  • Security Deposit: A little extra insurance to cover damages. Usually, this ranges from $500 to $2,000 and will be paid back if everything goes smoothly.
  • Payment Installments: Breaking up payments into installments makes life easier. Outline how much is due and when to avoid any surprises.
  • Overtime Fees: If the party goes past the agreed time, be ready to pay extra—usually around $250 to $500 per hour. Be sure to note how these fees will be handled!

And hey, if you’re using Butterscotch, you can attach invoices right to the contract and make payment super easy. No more chasing down checks or worrying about late payments!

Tips for a Seamless Wedding Reception

Want to host a wedding reception that your clients rave about? Nail these tips, and you’ll be the go-to venue for every happy couple:

Set a Clear Timeline: Work with the couple to nail down every detail of the day—from vendor arrival to the last dance. This way, everyone’s speaking the same language, and you won’t be scrambling last minute.

Keep Vendors in the Loop: Make sure all vendors know your venue’s rules, from setup times to sound limits and teardown windows. No surprises mean smooth sailing!

Expect the Unexpected: Things happen! Whether it's sudden rain at an outdoor wedding or a vendor no-show, have a backup plan ready to roll. You’ll be the hero of the day.

Assign a Point Person: Designate a superstar on your team to handle any couple/vendor questions. A go-to person keeps the day running like clockwork and keeps stress to a minimum.

Set the Vibe: Small details make all the difference! Focus on cozy lighting, thoughtful decor, and guest comfort to create an atmosphere that feels warm, inviting, and magical.

Follow these tips, and you’ll be the wedding whisperer that every bride and groom recommends!

How Do I Modify This Template?

With Butterscotch, tweaking your wedding reception contract is a breeze. Here’s how to make it your own in no time:

  1. Sign Up: First things first—create a free account on Butterscotch to unlock a library of customizable contract templates.

  2. Choose the Wedding Reception Template: Pick the wedding reception contract template to kick things off.

  3. Edit and Personalize: Add all your venue’s unique details, tweak the terms, and even throw in your logo, colors, and fonts to make it match your style.

  4. Send for Signature: Once it's perfect, fire it off to your clients for a quick and easy e-signature. No printing or scanning needed!

  5. Track Progress: Stay on top of things by tracking the contract’s status. You can even set up reminder emails to nudge clients who need to sign.

In short, Butterscotch makes it super easy to create, send, and manage your wedding reception contracts. Sign up today and simplify your workflow.

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