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When creating the written agreement you’ll use with your couples, think about the different scenarios that you might encounter. Then, make sure that you incorporate them within the document. To help, this article provides suggested content to include. Consider your agreement a living document. Meaning, revisit it regularly. With time you will think of additional points you’ll want to mention.

Wait! You don’t think you need a written agreement? Check out our article Contracts Part 1 – Why they are Needed. Part 2 of our Contracts series discusses  how to structure the agreement, when to introduce it and different methods of accepting the terms.

Fees

The contract is the place to spell out what your fees are, and when payment must be made.

Securing a retainer protects the officiant if the couple cancels. Or, in case the couple suddenly changes their mind and wants to work with someone else. Or, if they change the day or time and you can no longer make the event. The retainer is needed to secure the date on your calendar. More about using a retainer is in Contracts Part 4 – Retainers.

Identify when the final payment is due, too. Think about how much time and energy you put into custom ceremonies. Don’t just give that away. Make sure you receive final payment before sharing it with the couple.

Timeliness

Be on time. Let the marital couple know that you have a schedule. Your time is valuable, and whether you have another marriage to perform, or a birthday party Zoom to be on, they have booked only so much of your day. State what will happen if the ceremony is delayed. As the professional, you set the tone and expectations – for the marital couple as well as members of the wedding party and guests.

• State in your contract when you will arrive at the event, e.g. 15 or 30 minutes before the start of the ceremony.
• Additional fees for a late start. For example, $50 for a late start of more than 30 minutes, and an additional $25 for every 30 minutes after that.
• At what point will you leave? Be clear about what you will and will not tolerate.

Liability

Previously, we discussed liability insurance and why it benefits officiants. The contract can also provide protection. Thus, state that you and/or your business shall not be liable for any failure or delay in performance of your obligations because of circumstances outside of your control. Specifically, acts of God; earthquakes; fires; floods; wars; civil or military disturbances; acts of terrorism; sabotage; strikes; pandemics or epidemics; riots; power failures; equipment failure or other instances that may cause an interruption or inability to perform your duties.

Safety

Your safety is important and should not be discounted. This includes physical safety and emotional safety. Under no circumstances should the officiant be expected to endure verbal or physical abuse. Likewise, of course, the officiant will treat all parties with respect. Including a statement in your agreement that conveys these expectations sets the proper tone. Further, if circumstances during the ceremony create an unsafe environment, what will transpire next is agreed upon ahead of time. For instance, “Vendor has the right to leave the venue if unsafe or unsuitable conditions exist.”

When considering the language to include in this section, review JPus’ Core Values and our Code of Ethics for ideas.

Photographs

Include a clause about permission to use one’s likeness in promotion, on social media, on findaJP.com or your website. One way of presenting this is to make it mutual. They can use your likeness and you can use theirs. Similarly, you can also include language that the couple will take a selfie with you, using your own phone. Bingo! Content for your profile on findaJP.

Remember, wedding photos taken by a professional photographer are legally owned by that photographer. Therefore, even if the couple gives permission to use the images, it is important to get the OK from the photographer, too.

Cancelations

Include language that captures what happens if there is a change or cancelation. You want to protect yourself if they initiate the change. Likewise, the couple wants assurances if you do. Otherwise, they’ll wonder, “What happens if you get sick or there is an emergency and you can’t do our wedding?”

Officiant

Of course, no one expects to cancel. Injury or illness, a family death – stuff happens. Accordingly, demonstrate that you’ve thought through the unlikely scenario where you cannot make the event. This will alleviate your couple’s worry. To illustrate, specify what steps you will take if you cannot perform the ceremony. For example, “Officiant will take reasonable steps to identify a covering JP to perform the ceremony at the same cost.” Check out our article on avoiding cancelation crises. And, if you don’t already have backup-buddies, join into the JPus Facebook Group and our Zooms to make your connections.

Couple

It happens. Suddenly couples go silent. Eventually, after repeated inquiries, you learn that Uncle Bob is going to do the ceremony. Whaaa? You’ve already locked in the date and turned down other gigs. You wrote a beautiful ceremony, too. What is an officiant to do?

• Cancelations must be provided in writing
• The retainer will not be refunded if the officiant’s services are canceled.
• The written ceremony will not be shared until payment is made in full

Weather

Think about weather contingencies, especially during the winter months. If you perform marriages far from your home base, traffic and weather can pose particular problems.

This article is the third in JPus’ series on Contracts. See the others for more guidance. Part 2 outlines the structure of the agreement. Details on the importance of having a written agreement is in Contracts Part 1.  And Part 4 is all about using retainers.