Wedding Reception Contract Template

This Wedding Reception Contract (the "Agreement") is made and entered into as of  (the "Effective Date"), by and between  and  (collectively, the "Client"),

and ,

located at  (the "Venue").

The Client and the Venue may each be referred to individually as a "Party" and together as the "Parties".

1. Event and Venue Details

(i) Venue and Space. The Venue grants the Client a temporary right to use the event space listed below (the "Space") for the Event, subject to the terms of this Agreement.

Venue Details

Venue Address: 

Venue Type: 

Venue Room or Area: 

The Space includes access to the following areas: 



Maximum Permitted Guest Count: 

(ii) Event and Timeline. The details set forth in this Section (ii) define the event (the "Event") for all purposes of this Agreement.

Event Details

Event Date:  Event Start:  Event End: 

Service Window:  to 

Overtime begins at  and continues until the final exit of all guests and staff, or as otherwise stated in the Fees and Payments Section (3)(i), and is subject to the rate specified therein.

Emergency/Day-of Event Contact - Name:  Phone: 

Setup and Access

Set-Up Start:  Breakdown End: 

Vendor Load-In:  at 

Guest Access:  to 

Weather Contingency if Outdoors:  Tent Option  Indoor Backup Space  

Special Notes or Restrictions:





(iii) Venue Use and Compliance. The Client shall comply with the Venue’s policies and applicable laws. The Venue retains access rights for safety, compliance, and maintenance. The Client accepts the Space in its present condition, except as otherwise agreed in this Agreement or any attached Exhibit.

If  or any equivalent exhibit defining the Event is attached, it is incorporated by reference and subject to the terms of the Exhibits Section (14).

2. Services and Vendors

(i) Services Included. The following services (the "Services") are included under this Agreement. Any item not expressly provided or checked is excluded unless separately agreed in writing.

Service Package

 Venue Rental Only

 Venue Rental with 

 Full-Service (Venue, Food, Beverage, Staff, Event Coordination)

 Other: 

Event Service Options

Rehearsal Dinner/Day-Before Access:  Included  Available for Additional Fee $

Catering Service Type:  None  Plated  Buffet  Food Stations  

Bar Service Type:  None  Open Bar  Cash Bar  Limited Bar  

Alcohol Service Control:  None  Venue Bartenders Only  

:   

:   

:   

All other services shall be arranged by the Client through qualified vendors approved by the Venue.

If  or any equivalent exhibit defining the Services is attached, it is incorporated by reference and subject to the terms of the Exhibits Section (14).

(ii) Staffing and Vendors. The Venue shall provide the following staff, if any: 

. The Client may use the following types of vendors:

 Venue-Approved Vendors: 

 Outside or Third-Party Vendors who are pre-approved by the Venue no later than  days before the Event (the "Outside Vendors").

All Outside Vendors must be properly licensed and insured for their work and must comply with Venue policies, including load-in and load-out schedules, electrical specifications, rigging limits, and waste removal. The Client is responsible for the conduct, performance, and omissions of all Outside Vendors while on site. No subcontracting by Outside Vendors is permitted without the Venue’s prior written consent.

If  or any equivalent exhibit listing staffing or vendors for the Event is attached, it is incorporated by reference and subject to the terms of the Exhibits Section (14).

3. Fees and Payments

(i) Fees. The Client shall pay the following fees for the Event and the Space.

- Total Fee: $. The total fee excludes applicable sales tax, overtime, guest count increases, or additional duties required by law, all of which shall be added to the final invoice.

- Reservation Deposit: $, non-refundable, due at signing to secure the Event date and credited toward the total fee.

- Cleaning and Damage Deposit: $, refundable, due  days before the Event, less any verified deductions for damage, excessive cleaning, or unpaid fees or overtime, as further described in the Noise and Damages Section (8).

- Overtime Rate: $ per , rounded up to the next full hour.

- Guest Count Adjustment: Price increases apply after  guests at $ per additional guest.

- Other Fees: $ for .

- Final Payment: $, due  days before the Event.

Payments shall be made by .

(ii) Refunds. Refunds, if applicable, shall be issued by  and processed within  days after written approval.

(iii) Late or Non-Payment. Any overdue payments shall accrue a late fee of % per  or the maximum allowed by law, whichever is lower. The Venue shall have no obligation to provide the Space or perform any services until all required payments have been made. The Venue may suspend or terminate this Agreement for nonpayment without prejudice to other remedies.

4. Cancellation, Termination, and Force Majeure

(i) Cancellation. The Client may cancel by written notice. The following fees apply as liquidated damages agreed to be reasonable and not a penalty. If the Client cancels more than 30 days before the Event, the Venue shall retain the Reservation Deposit. If the Client cancels between  and  days before, the Client shall owe % of the total estimated fee. If the Client cancels within  days, the Client shall owe 100%. These sums are a reasonable pre-estimate of loss and not a penalty. The Client may request rescheduling within  months of the original Event Date. The Venue shall use commercially reasonable efforts to rebook; payments already made will be applied as a credit against the rebooked date, less documented non-recoverable costs and any rate difference.

(ii) Termination. Either Party may terminate this Agreement for material breach after 5 days’ written notice and failure to cure. The Venue may terminate immediately for nonpayment, unsafe conditions, or illegal conduct at the Event. Upon termination, the Venue shall be paid for all Services performed and non-cancellable costs incurred prior to termination.

(iii) Force Majeure. Neither Party shall be liable for nonperformance or delay due to events beyond reasonable control that render performance illegal, commercially impracticable, or unsafe, including but not limited to acts of nature, epidemics or pandemics, government orders, declared emergencies, utility outages, or Venue closure due to casualty. The affected Party must give prompt written notice and mitigate damages. The Parties shall first attempt to reschedule within  months; if rescheduling fails despite good-faith efforts, the Venue shall refund payments less non-recoverable costs, and the Reservation Deposit shall remain usable as a credit for  months.

5. Client Conduct and Responsibilities

The Client shall coordinate all aspects of the Event in accordance with this Agreement, all Venue policies, and applicable laws. The Client shall ensure compliance by all guests, invitees, and vendors with Venue rules, safety regulations, and reasonable staff instructions. The Client shall promptly communicate any material changes to schedules, layouts, or vendor access needs. The Client shall be responsible for maintaining orderly and lawful conduct at all times and preventing activities that may cause damage, create safety risks, or disturb neighboring properties.

The Venue reserves the right, acting reasonably, to remove or deny entry to any person whose behavior poses a threat to health, safety, property, or the orderly operation of the Event. The Venue may suspend alcohol service or end the Event early if conduct becomes unlawful, dangerous, or materially disruptive. Except in emergencies requiring immediate action, the Venue shall first notify the Client or the Client’s on-site representative before taking enforcement action. Such actions do not entitle the Client to any refund or offset unless the Venue acts in bad faith or without reasonable cause.

6. Venue Responsibilities and Accessibility

The Venue shall provide access to the licensed Space, utilities, and agreed-upon staff and services as described in the Services and Vendor Section (2). The Venue shall maintain the Space in a safe, clean, and operable condition and shall use commercially reasonable efforts to ensure the continued availability of utilities and facilities during the Event, except where interruptions are beyond its control. The Venue shall cooperate with the Client and vendors during load-in, setup, and breakdown in a manner consistent with operational safety and efficiency.

The Venue shall provide reasonable accessibility in compliance with applicable disability and public-accommodation laws. The Client shall notify the Venue of any specific accessibility or accommodation requests as early as practicable. Accessible areas of the Space include 

.

The Venue will make good-faith efforts to accommodate additional reasonable requests that do not cause undue hardship or require structural alteration.

7. Media Use and Privacy

The Client grants the Venue a limited, non-exclusive, royalty-free right to capture and use non-identifiable photographs or video footage of the Event for promotional or portfolio purposes, provided that no images of minors or private ceremonies are used without written consent. The Client may opt out by written notice to the Venue at least  days before the Event. The Venue shall not use any image or recording that reveals confidential or personal information or depicts guests in a false or misleading manner.

8. Noise and Damage

Amplified sound shall comply with local ordinances and Venue limits and shall end no later than , unless the Venue provides written consent for extension. The Client shall be liable for any damage caused by the Client, guests, or vendors, excluding ordinary wear and tear. The Venue shall provide the Client an itemized statement of any verified damage or excessive cleaning costs within  days after the Event. Any unused portion of the Cleaning and Damage Deposit shall be refunded within  days after final accounting. The Venue may apply the Cleaning and Damage Deposit toward verified damage or excessive cleaning only and shall not withhold more than the documented amount. If damage prevents the Venue from hosting subsequent scheduled events, the Client shall also be liable for reasonable, documented loss of use. Repeated or material violations of Venue sound or safety rules may result in early closure or removal of guests without refund.

9. Food and Beverage Service

Food service shall be provided by: . Menu selection, quantities, and service style must be finalized no later than  days before the Event. The Client shall disclose all known allergens or dietary restrictions. No homemade, unlicensed, or unapproved food or alcohol may be served.

All alcohol service must comply with applicable law and Venue policy regarding licensing, age verification, and responsible service. The Client shall ensure that all food or beverage vendors comply with local health and safety requirements and maintain active insurance coverage as required under the Insurance Section (10). The Venue reserves the right to suspend service of alcohol or food if continued service would violate law or create a safety risk.

10. Insurance

(i) Non-Professional Client Coverage. If the Client is not engaged as a professional event planner, coordinator, or vendor, and is acting as a non-professional host (for example, the couple or a family member), the Client shall obtain short-term special event liability insurance covering property damage, bodily injury, and, if applicable, liquor liability. The policy shall name the Venue as Additional Insured, include a waiver of subrogation in favor of the Venue where available, and provide combined coverage of not less than $500,000 per occurrence.

(ii) Professional Client Coverage. If the Client is acting in a professional capacity, including as an event planner, coordinator, vendor, or other professional third party engaged in the Event, the Client must instead maintain commercial general liability insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate, plus workers’ compensation as required by law. If the Client or its personnel serve or handle alcohol, the Client must also maintain liquor liability coverage. Only one of the foregoing insurance standards, in subsection (i) or (ii), shall apply, corresponding to the Client’s role in connection with the Event.

(iii) Vendor Coverage. Each Outside Vendor or other third party engaged in connection with the Event, including event planners, coordinators, caterers, entertainment providers, photographers, decorators, and rental suppliers, shall maintain commercial general liability insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate, and workers’ compensation coverage as required by law. Vendors serving or handling alcohol must also maintain liquor liability coverage.

(iv) Policy Standards and Proof of Coverage. All required insurance policies shall name the Venue as Additional Insured and, where applicable, include a waiver of subrogation in favor of the Venue. All Certificates of Insurance (“COIs”) shall be issued by insurers authorized to do business in the State of  and rated not less than A-/VII by A.M. Best or an equivalent recognized rating agency. The Client shall provide the Venue with valid COIs no later than  days before the Event, confirming all required coverage and naming the Venue as Additional Insured. Updated proof of renewal shall be provided upon expiration or renewal of any policy during the term of this Agreement. Failure to provide timely or compliant proof of insurance may result in suspension or cancellation of the Event without refund.

Nothing in this Section limits or replaces any indemnification or liability provisions in the Agreement.

If  or any equivalent Exhibit defining insurance requirements is attached, it is incorporated by reference and remains subject to and governed by the Exhibits Section (14).

11. Indemnification and Limitation of Liability

(i) Mutual Indemnification. Each Party shall indemnify and hold harmless the other Party, its officers, employees, and agents from any claims, losses, or liabilities arising from its own negligent or unlawful acts or omissions, or those of persons it engages or controls in connection with the Event. This includes, without limitation, third-party claims relating to alcohol service or guest conduct to the extent caused by that Party’s acts or omissions. The Venue’s indemnity applies only to claims caused by its gross negligence, willful misconduct, or violation of law.

(ii) Limitation of Liability. Neither Party shall be liable to the other for any indirect, incidental, special, or consequential damages, including lost profits, except to the extent prohibited by applicable law. The Venue’s total liability for all claims under this Agreement shall not exceed the total fees actually paid by the Client, except for liabilities arising from gross negligence, willful misconduct, bodily injury, property damage, indemnification obligations, or claims that cannot legally be limited.

12. Joint Liability

Both individuals comprising the Client shall be jointly and severally liable for all obligations and liabilities under this Agreement.

13. Dispute Resolution and Governing Law

This Agreement shall be governed by the laws of the State of , without regard to conflict-of-law rules. Any dispute arising under this Agreement shall first be addressed through written discussion between the Parties. The Parties shall attempt good-faith resolution. If unresolved within  days, either Party may demand mediation in , . If still unresolved, either Party may bring action exclusively in the state or federal courts of , , which shall have exclusive jurisdiction. Each Party shall bear its own attorneys’ fees and costs unless otherwise ordered by a court. Nothing in this Section limits the right of either Party to seek immediate injunctive or equitable relief to prevent serious or irreparable harm.

14. Exhibits

All exhibits, schedules, or other documents referenced in a previous Section, attached, or listed below are deemed incorporated and form part of this Agreement ("Exhibits"). An Exhibit is binding only if signed or initialed by each Party, unless they agree in writing that signatures or initials are not required for that Exhibit. If there is any conflict between this Agreement and an Exhibit, this Agreement controls unless the Exhibit (a) expressly states the Section it overrides, (b) supplements or clarifies a specific Section on the same subject matter without contradicting it. The inclusion or listing of an Exhibit does not make it binding unless executed in accordance with this Section.

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15. Definitions

All capitalized terms used throughout this Agreement refer to the meanings given in this Section or in any Exhibit that defines, clarifies, or replaces those terms.

"Event" means the wedding reception, and if applicable the associated ceremony, hosted by the Client at the Space on the date and during the times specified in the , together with all related setup, operation, and breakdown activities conducted under this Agreement.

"Outside Vendor" means any third-party vendor, contractor, or service provider engaged by the Client to perform services at the Venue who is not directly employed by or under exclusive contract with the Venue, including but not limited to event planners, coordinators, caterers, entertainers, photographers, florists, and rental suppliers. Terms relating to the Event, Space, Services, or Outside Vendors shall be interpreted consistently with the details set forth in the Event and Venue Section (1) and the Scope of Services and Vendors Section (2), or in any Exhibit that clearly relates to or supplements those Sections. Any undefined, modified, or inconsistent term shall be interpreted in accordance with the interpretive and continuity provisions of the Miscellaneous Section (15).

16. Miscellaneous

(i) Interpretation. Headings are for reference only and do not affect interpretation. Words in the singular include the plural where the context allows. References to persons include entities and vice versa. As used in this Agreement, the term "including" means "including, but not limited to," and shall not limit the generality of the preceding language. This Agreement shall be interpreted according to its plain meaning and shall not be construed against either Party as the drafter.

(ii) Fallback Definition. If any defined term in this Agreement, such as "Client", "Venue", "Event", “Space”, "Services", “Outside Vendor”, or "Exhibit" is changed, replaced, or omitted in any draft or executed version of this Agreement or its Exhibits, those terms shall be interpreted by their plain meaning and context to refer to the same respective roles, occasions, obligations, and timeframes intended under this Agreement. This provision preserves enforceability and interpretive consistency without expanding, narrowing, or transferring either Party’s rights or obligations under this Agreement or any Exhibit.

(iii) Entire Agreement and Amendments. This Agreement, including all Exhibits, is the complete and exclusive statement of the Parties’ agreement and supersedes all prior or contemporaneous agreements, oral or written. It may be amended only by a written instrument signed by the Parties.

(iv) Assignment. No Party may assign this Agreement without the other’s written consent, except to a successor by merger, reorganization, or sale of substantially all assets, provided the successor assumes all obligations in writing.

(v) Waiver and Severability. This Agreement binds only the Parties and creates no third-party rights. Invalid provisions do not affect the remainder, and any failure to enforce a term once does not waive future enforcement.

(vi) Survival. Provisions that by their nature should survive termination or expiration will survive, including payments due, indemnification, limitations of liability, dispute resolution, and governing law.

(vii) Independent Contractors. The Parties are independent contractors. This Agreement does not create a partnership, joint venture, or employment relationship.

(viii) Public Health Compliance. The Client and all vendors shall comply with then-current public health orders and the Venue’s then-current health and safety policies designed to protect attendees and staff.

(ix) Notices. All notices must be in writing and delivered by hand, courier with proof of delivery, certified or registered mail with return receipt, or by email to the addresses most recently designated in writing. Notice is effective upon confirmed delivery or successful email transmission without bounce-back.

(x) Execution and Counterparts. This Agreement may be executed in counterparts, each deemed an original, together forming one binding instrument. Electronic or scanned signatures are valid and enforceable.