Nobody fights about the contract when the wedding goes well. The contract exists for the other wedding: the one where the date moves, the guest list doubles, or the bride's father remembers the quote differently. Write it for that wedding.
Short answer: A wedding planner contract in India should state the scope for each function, what's excluded, the fee and payment schedule, how vendors are paid, whether you take commissions, guest-count assumptions, how changes are approved, cancellation and postponement terms, team travel and stay, on-site hours, liability for third-party vendors, portfolio photo rights, and how disputes are resolved. Have a lawyer review your template once.
The 14 clauses
| # | Clause | What it settles |
|---|---|---|
| 1 | Parties and wedding details | Who the client is (and who signs for the family), dates, city, venues |
| 2 | Scope per function | Exactly what you do at the haldi, mehndi, sangeet, wedding and reception |
| 3 | Exclusions | What you don't do, so nobody assumes you do |
| 4 | Fee and payment schedule | Amount, advance, milestones, final balance date |
| 5 | Vendor payments | Whether the client pays vendors directly or through you, with receipts |
| 6 | Commissions | Whether you receive vendor commissions, stated plainly |
| 7 | Guest-count assumptions | The headcount your quote assumes, and what happens if it grows |
| 8 | Changes and approvals | Any change that costs money is approved in writing first |
| 9 | Cancellation | What's refundable, by when |
| 10 | Postponement | Moving dates, and what carries over |
| 11 | Team travel, stay and meals | Who pays, especially for destination weddings |
| 12 | On-site hours and overtime | When your team's day ends, and the cost if it runs on |
| 13 | Third-party vendors | You coordinate vendors but aren't liable for their failures, unless you hired them as subcontractors |
| 14 | Photos and portfolio use; disputes | Whether you may post the wedding, and which city's courts or what arbitration applies |
This is general guidance, not legal advice. A lawyer can turn it into a template you reuse for years.
The three clauses that cause most disputes
Scope per function
“Full wedding planning” means different things to every family. Write it per function: “Sangeet: vendor coordination, run sheet, two team members on site from 4pm until the last performance.”
Changes and approvals
Weddings grow. A second dhol, an extra 80 guests, a late-night after-party. Agree that every change is quoted and approved in writing (WhatsApp counts if you agree it does) before it's booked. Planno's guide to scope change control for Indian planners sets out an approval workflow you can copy.
Guest-count assumptions
Your workload depends on the guest count: rooms, transfers, hospitality, check-in. If the quote assumes 400 and the family invites 900, the contract should say what changes. Accurate per-function RSVPs make this conversation factual; Planno explains how to turn per-function RSVPs into reliable headcounts.
Payment schedule that works for both sides
| Milestone | Typical trigger |
|---|---|
| Advance | On signing, to book the date |
| Second instalment | Once major vendors are booked |
| Third instalment | A few weeks before the first function |
| Final balance | Before or on the last wedding day, as agreed |
Track every advance and balance, yours and the vendors', in one place. Planno lists advances and balances due across every wedding you run, soonest first. Planno is built by the team behind Wedence.
Contract mistakes planners make
- Using a template from abroad. It won't mention functions, baraat timings or who pays the pandit.
- Signing with one family member when another one pays. Name the person responsible for payments.
- Leaving out the guest-count assumption, then absorbing double the hospitality work.
- No overtime clause. The reception runs to 2am and your team is still there, unpaid.
- Never sending the signed copy back. Both sides should have it, in writing, before the advance clears.
For couples reading this
If your planner's contract is missing clauses 2, 5, 8 or 9, ask for them. It protects you as much as them. Our 15 questions to ask a wedding planner covers the conversation before the contract.
Frequently asked questions
What should be included in a wedding planner contract?
Parties and wedding details, scope per function, exclusions, fees and payment schedule, vendor payments, commissions, guest-count assumptions, change approvals, cancellation, postponement, team travel and stay, on-site hours, vendor liability, portfolio photo rights and dispute resolution.
Do wedding planners in India use written contracts?
The well-run ones do. A written contract protects both the family and the planner, especially around scope changes, cancellations and payments.
How much advance does a wedding planner take?
It varies by planner. Most take an advance on signing to book the date, with further instalments tied to milestones and a final balance near the wedding. The schedule should be in the contract.
What happens if the wedding is postponed?
It depends on the postponement clause: what carries over to the new date, what is non-refundable, and any extra fees. Agree it before signing.
Should a wedding planner contract mention vendor commissions?
Yes. Whether you receive commissions or not, stating it plainly in the contract prevents the most uncomfortable dispute a planner and family can have, and it builds trust from the start.
Is a WhatsApp approval valid for wedding changes?
Many planners agree in the contract that written approval on WhatsApp counts. Say so explicitly in the contract, and keep the messages.