Party Pros: A Guide to Contracts

It's crucial that any time you settle on a photographer, caterer, DJ, or any other party service, you get it in writing. Until you fork over a deposit and sign off on a contract, you have no guarantees. You need to read everything -- and we mean everything -- in your contracts and receipts, and be sure to document every single party arrangement that gets made. Here's what needs to be there:

1. FLEXIBILITY
You might not want to think about an April snowstorm's effect on your plans to celebrate beneath the stars, but if you want to ensure that the site has another space available in case of emergency, that needs to be in the contract. Don't be afraid to alter the basic contract offered. If your request is reasonable -- for example, you want them to be liable for potential negligence or willful misconduct -- and the vendor won't agree, look elsewhere.

2. REFUNDS
Every contract should include a refund policy that discusses what refund you will receive if you cancel and what penalty the vendor will pay if they cancel. For bands and DJs, you might want to include a "Macarena Clause": If they play something on your written "Do Not Play" list, they must deduct a small amount from the bill.

3. DETAILS TO COME
What should you do if you've made some decisions but haven't finalized details? (For example, you know you want lots of daisies, but you don't know the exact cost of the centerpieces). You can make a contract when you book the service and include a general amount or maximum cost for services, but add a sentence that says details will be confirmed in writing by a certain date.

4. WHAT GOES IN
On every contract, make sure you see:

• Date of the party (month, date, year, and day of the week)


• Time the vendor should arrive


• Day and date an item should be delivered

Party Pointer: When dealing with vendors that are providing a service on the day of the party, make sure the contract includes the name and number of the person they should call if anything goes wrong or gets delayed.

5. RECEIPTS
When you order something, such as invitations, or favors, the contract can be as brief as a store receipt. That said, it should still include:

• The party's date


• Style (a number, a detailed description, or the full invitation text, for example)


• Date item will be picked up


• Price and payment schedule


• Outline of what the price includes (such as alterations, accessories, delivery, and envelopes)