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
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