Wedding Venue Contract Checklist (avoid the legal gotchas)
The wedding venue contract is the single most important document of the wedding-planning process. Most hosts sign without reading it carefully. Here's the BanquetHub concierge contract checklist — the same one we run before any host signs.
Pricing clauses
- All-inclusive price broken down: per-plate × guest count + hall hire + decor + AV + GST + service charge
- Catering minimum clearly stated
- Extra-plate charge specified (the rate above your booked count)
- Children pricing (under 5 free, 5-12 at 50%, etc.)
- Tax structure — 18% GST on F&B, 12% GST on venue rent itemized separately
- Service charge — usually 5-10%, separate from GST
- Hidden fees — generator, AC, projector, mic, valet — all listed
Cancellation + date change
Critical clauses:
- Cancellation tiers: typically 0% refund within 30 days, 50% refund 30-90 days, 75% refund 90+ days. Negotiate aggressively.
- Date change: how many times? What fee? Within what window?
- Force majeure: covers rain, riots, pandemic, family death? Get explicit language.
- Venue cancellation: what happens if venue goes out of business? Refund? Replacement venue?
Most venues are willing to negotiate cancellation tiers if asked. Don't sign a 100%-forfeit-anytime contract.
Liability + insurance
- Guest injury: who's liable if a guest is hurt? Insurance coverage?
- Property damage: security deposit covers what? How calculated?
- Vendor coordination: venue's liability for outside vendors (decorator, photographer) you bring in
- Food poisoning: insurance covering catering-related illness
- Vehicle theft/damage at venue parking — liability
Day-of operations
- Setup time: when can your decorator/caterer start? Day before? 4 AM?
- Teardown time: how long after the event to clear out?
- Overtime per-hour rate: specified in writing
- Music cutoff time: hard deadline + per-hour penalty if exceeded
- Designated event manager: who's your point person on event day?
- Service staff count: how many caterers, ushers, valets?
Refund + dispute resolution
- Security deposit refund: timeline (7-30 days typical), refund mechanism (bank transfer to specific account)
- Dispute resolution: arbitration clause, jurisdiction (which city's courts)
- Force-majeure refund mechanics: if event cancels due to FM, what's refunded vs forfeited?
Get manager + owner phone numbers on the contract for escalation.
Frequently asked questions
Can I negotiate the contract terms before signing?
Yes — and you should. Most venues will modify cancellation tiers, date-change fees, and force-majeure language if asked. Especially before peak season.
Should I have a lawyer review the contract?
For weddings under ₹10 lakh: probably not necessary. For ₹25 lakh+ weddings: a 1-hour lawyer review at ₹3,000-5,000 is cheap insurance.
What if the venue doesn't put everything in writing?
Walk away. Verbal commitments aren't enforceable. A venue that won't commit on paper is a venue you can't hold accountable.
Talk to a BanquetHub concierge.
We've negotiated thousands of Indian weddings. One concierge handles availability, pricing, and shortlist — your phone number stays with us. Free for hosts.