20 Things You Must Include in the Venue’s Contract Form

Well, you have checked out the place, tasted the food and you can’t wait for the big day! However, before you jump onto the wagon of excitement, there are certain things you absolutely must check out! While discussions may seem to be all okay, it’s crucial that you put down everything in the venue contract! Fret not, because we have the exhaustive list of things you must have in the venu contract for your big day!

The Most Important Tip:

Whatever is discussed or agreed on during the meeting with your venue management, must be included in the venue contract form to avoid last minute nasty surprises.

Here are the primary things that you must include in the venue contract form to avoid any surprises!

Payment Pointers:

Total fee, date of payment and its inclusions

All tax components (Service taxes, service charges & other taxes)

Date change & cancellation charges

Security deposit amount & it’s refund date

Menu / Food Inclusions:

Menu Details: E.g – Welcome drinks / appetizers / main courses / desserts – Number & Type

Duration and number of food counters, live counters and rotational time for appetizers

Food tasting after finalizing menu – extra Charges if any

Food and beverage cost per person and taxes

Number of serving staff on your event day

Venue Guidelines:

Entry and exit time for guests at the venue

Rooms check in & check out time

Areas being rented out for your functions

Number and location of signage or other things to help direct guests to the venue

Power Back Up – number of generators & power of each

Decor Guidelines:

Entry time for outside decorators

Decoration guidelines from the venue – permission to use nails, tape, candles etc

A complete list of in-house decor inclusions – chairs, sofas, fans etc

Music Guidelines:

Noise limitation in decibels if any

Time limit for DJ / live band

Equipment / speaker provision and extra charges if any

If any of the below are applicable, make sure you include them in the contract:

Royalty for outside caterers / decorators

Corkage for outside alcohol / permit for alcohol

Permit for any outdoor installations like tents etc

Puja / havan

Parking / valet / shuttle service

Security

Hidden charges – electricity, cleaning etc

Overtime charges

Stage for live band or DJ

Dance floor

*Images: Navdeep Soni & Dot Dusk