What a full-planning contract should spell out

Hiring a full-planning planner means handing over months of coordination, vendor management, and day-of logistics. That responsibility lives in a contract. The tension you face is real: a contract that's too vague leaves you unprotected if deliverables slip or your vision gets sidelined; one that's granite-detailed can feel rigid if circumstances shift. Understanding what belongs in that agreement—and why—is how you avoid both extremes.

What the contract must pin down about scope

Full planning means different things to different planners. One might include floor plans and mood boards; another starts after you've already chosen your venue. Your contract should list exactly what's included: venue selection and negotiation, vendor sourcing and vetting, budget tracking, invitation design and printing, timeline creation, seating arrangements, rehearsal coordination, day-of coordination, emergency problem-solving, or any specialisms like traditional ceremony planning. If there's something you assume they'll do—say, coordinating with your religious officiant or liaising with a family member who has specific role—write it in. If it's not mentioned, assume it's not happening.

Equally important is what's *not* included. Many planners exclude costs like stationery, décor hire, flowers or catering (those are vendor fees, not planner fees). Some limit themselves to a certain number of vendor meetings or design revisions. Others charge extra for rush timelines or for managing guests with major dietary needs. The contract clarifies boundaries so you're not hit with surprise invoices mid-way through planning.

Payment terms and what triggers them

Your contract should spell out the total fee, the payment schedule, and what each instalment covers. A common structure is a deposit upfront (often 30–50% of the total fee), a second payment at a milestone like three months before the wedding, and a final payment closer to the date. The contract should say which milestones unlock which services—for instance, venue selection might be complete by payment two, or vendor shortlists delivered by a set date.

The contract must also be clear about refunds or credits if circumstances change. If you postpone the wedding, does the planner hold the deposit? If you reduce the guest count significantly, is the fee adjusted? If the planner withdraws or cannot deliver, is any money returned? These aren't comfortable conversations, but the contract is where you have them in writing before emotion and urgency cloud judgment.

Communication, changes and your exit plan

How often will you meet or speak? Will the planner send you regular updates, a shared planning document, or WhatsApp check-ins? The contract should name a point person and expected response times—especially important if something urgent crops up weeks before the wedding.

Spell out the process for changes too. If you ask the planner to pivot your colour scheme three months before the wedding, or to drop a vendor and find a replacement, does that trigger additional fees? How many design rounds are included before extra charges apply? This prevents the planner from feeling nickeled-and-dimed and you from feeling locked into decisions you've changed your mind about.

Finally, the contract should outline what happens if either party needs to walk away. What notice do you need to give? Is there a cooling-off period? If the planner becomes unavailable, will they introduce you to a replacement or provide a refund? If you decide to take planning in-house, what handover documents do they provide? A good planner will be transparent here because they're confident in their service.

Bringing it together

A full-planning contract isn't about mistrust—it's about alignment. When both sides have signed off on what "full planning" actually means, what's included and excluded, how money flows, and how you'll communicate, the relationship can focus on creativity and partnership rather than confusion or disappointment. Before you sign, read it closely, ask your planner to clarify any jargon, and request changes if a term doesn't match what you discussed. Finding a planner who's willing to negotiate terms and explain the reasoning shows they're thinking long-term about your relationship. On Strove, verified planners have transparent service descriptions and past client reviews—a good starting point before you even see a contract.