Read the contract carefully as there are a few clauses that catch couples out before they sign anything.
In short
Check minimum spend and guest numbers before signing a hotel wedding venue contract and ensure you are familiar with the hotel’s cancellation and postponement terms. Are you booking for exclusive use? Are there any supplier restrictions? Are there any corkage charges? Ensure you understand every term, including the deposit schedule and the force majeure clause, before you sign the contract. The contract is your main protection.
Minimum Spend and Guest Numbers
Many hotel wedding contracts are based on a minimum spend, linked to a specific number of guests attending your wedding. It is therefore very important to check how much flexibility there is, and at what point a reduction in numbers would no longer be allowed.
Cancellation and Postponement Terms
Check who is responsible for costs if you decide to cancel your wedding or postpone your wedding date. Make sure you understand the contract clauses and that you know your rights if the contract is breached before you sign it.
Exclusivity on the Day
This may be something that the hotel wedding venue charges more for, but it can be worth it in order to avoid sharing the hotel, car parks, corridors and staff with other parties on the same day.
Supplier Restrictions and Corkage
Also note if your venue restricts outside usage of services, including caterers, and if they charge corkage for wine that you provide for your guests. Other services that you may need to use at your venue could include florists, musicians, and cake makers.
If you are looking for Cotswolds Hotel Wedding Venue, see https://tewkesburypark.co.uk/celebrate/hotel-wedding-venue/cotswolds/.
Deposit Schedule and Force Majeure
This should outline the payment terms in full, and what happens in the extremely rare event that the venue has to close unexpectedly, or is unable to fulfil their commitments (and what you are protected by in such instances). Some protect the couple, others only the venue.
When booking a hotel wedding venue make sure to read the contract through and make sure you understand every term before signing it, as this is your main protection when booking a wedding. If you are still comparing venues, our list of important questions to ask your wedding venue will help.
FAQs
Can we negotiate the terms of a wedding venue contract?
Often, yes. Minimum numbers, payment dates and approved supplier lists are sometimes flexible, particularly for weekday or off-season dates. Whatever you agree, make sure it is written into the contract rather than left as a verbal promise.
Is a wedding venue deposit refundable?
Usually not, or only in part, so read exactly when each payment becomes non-refundable. The contract should set out what you would owe at each stage if you cancelled.
Do we still need wedding insurance if the contract has a force majeure clause?
A force majeure clause mainly sets out what the venue is and is not liable for. Wedding insurance is separate and can cover your own losses, such as supplier deposits, if the day cannot go ahead for reasons outside your control.
Should we get the contract checked before signing?
For most couples a careful read is enough, but if anything is unclear, ask the venue to explain it in writing. Citizens Advice can help if you are unsure about your rights.