You’re about to book your wedding entertainment, contract in hand, pen poised—but before you sign, run through this wedding entertainment contract checklist. Missing even one clause can cost you thousands or leave you scrambling if things go wrong.
After reviewing thousands of entertainment contracts over 35 years, I know exactly which details cause the most headaches. This checklist makes sure you’re fully protected before you commit.
Wedding Entertainment Contract Checklist; What to look out for
1. Exact Date, Venue Name, and Full Address
Not just “Saturday in October” or “Melbourne venue”—the complete details including suburb and postcode.
Why it matters: Prevents confusion if your entertainer has multiple bookings that weekend.
2. Specific Start and End Times
Including setup arrival time, sound check window, performance start/end, and pack-down completion.
Why it matters: Misaligned expectations about “4-hour package” (does that include setup?) cause frequent disputes.
3. Named Performers—Not Just “5-Piece Band”
The contract should list actual musician names or guarantee “the band you auditioned.”
Why it matters: Some agencies send substitute musicians without warning. You want the specific people you chose.
4. Load-In and Setup Requirements
Who provides power access, staging, specific electrical requirements (separate circuits for sound/lighting), and whether venue has load-in restrictions.
Why it matters: Last-minute discovery that your venue lacks adequate power creates chaos.
5. Weather Contingency Plans (Outdoor Venues)
Covered area specifications, equipment protection protocols, and who decides if conditions are unsafe.
Why it matters: Thousands of dollars of equipment won’t risk rain damage—clarify backup plans upfront.
6. Set Lengths and Break Schedule
Exactly how long each performance set lasts, break duration, and what happens during breaks (background music playlist? DJ coverage?). Specifically, if you have a hybrid setup (a dj with a live musician), clarify who is responsible for what during the evening and precisely how they intertwin their performances.
Why it matters: Some bands play 45-minute sets with 20-minute breaks—that’s barely 60% performance time.
7. MC Duties and Announcement Responsibilities
Specifically what they’ll announce (entrances, dances, cake cutting) versus what your celebrant or wedding coordinator handles.
Why it matters: Assumed responsibilities cause awkward gaps or duplicate announcements.
8. Song List and Special Request Process
How many custom songs they’ll learn, deadline for requests, and any associated fees.
Why it matters: Discovering they charge $300 per special song after you’ve signed is frustrating.
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9. Equipment and Technical Specifications
Itemized list: sound system capacity, number of microphones, lighting fixtures, DJ booth setup, or instrument amplification.
Why it matters: “Standard equipment” means different things to different vendors.
10. Total Cost Breakdown
Separated into: base performance fee, travel charges, equipment upgrades, special song arrangements, and any other applicable fees.
Why it matters: Hidden costs emerge when contracts only show total price without breakdown.
11. Payment Schedule
Deposit amount and due date, final payment amount and deadline, accepted payment methods (bank transfer, credit card, cash).
Why it matters: Some contracts demand full payment 30 days before—know this upfront.
12. Overtime Rates
Exact per-hour (or per-15-minute) rates if your reception runs longer than contracted time. Ensure this number is within your wedding entertainment budget percentage allocations.
Why it matters: Overtime charges of 1.5-2x standard rates ($200-400/hour) add up fast when speeches run long.
13. Cancellation and Rescheduling Policy
Terms if you cancel or reschedule, terms if they cancel, deposit refund conditions, and rescheduling fees.
Why it matters: COVID taught us that flexibility matters. Understand what happens if circumstances change.
14. Backup Performer Guarantee
What happens if a key performer is ill or has emergency? Who substitutes? Is talent comparable?
Why it matters: Professional entertainers have backup plans—amateurs hope nothing goes wrong.
15. Public Liability Insurance Confirmation
Proof that they carry current public liability insurance (typically $10-20 million coverage).
Why it matters: Protects you if equipment fails, someone trips over cables, or property damage occurs.
What to Do If Something’s Unclear
Never sign a contract you don’t fully understand. If any part of the contract feels unclear, pause before signing and ask for clarification in writing. A professional entertainer will welcome your questions—it shows you’re detail-oriented and serious about your event. Clear, written confirmations protect both sides and prevent misunderstandings later.
Ready to review your contract with confidence? Grab “Secrets to Booking the Best Wedding Entertainment” for complete guidance on booking, negotiating, and protecting yourself throughout the entertainment planning process.
