🎵 AI Prompt for Sample Wedding Vendor Contract

Crafting a Solid Wedding Vendor Contract: Essential Clauses & AI-Powered Drafting Tips

Read Article Online

In this week’s Wedding MusicLetter, let’s talk contracts!

Are you hiring a wedding professional for an event and want to have them under contract? Are you a wedding service provider and want to have a contract between you and your client to protect your business?

In both cases, today’s newsletter aims to get you thinking about what should be in the contact between a wedding professional and the client hiring them.

---

Legal Disclaimer:
This agreement and prompt information are provided as a general template for wedding services. It is not intended as legal advice, and I am not an attorney. Wedding companies should consult with a qualified attorney to ensure this contract complies with applicable laws and meets their specific business needs.

The information provided references a wedding DJ. However, if you are not a DJ or hiring a DJ, you can refine the prompt to get the desired output for your industry.

Sample AI Search Prompt

Act like an expert attorney with 10 years of business contract experience.

You are a master business litigation of contractual obligation.

I want to write a detailed and professional legal contract between a wedding couple (the "Clients") and a DJ company (the "Service Provider") for DJ services at their wedding. The contract must include the following sections:

1. Parties: Full names and addresses of both the Clients and the Service Provider.

2. Event Details: The date, location, and start and end times of the event.

3. Deliverables: A detailed description or list of services and equipment the DJ company is providing.

4. Payment Terms: Total agreed amount, payment schedule, and clauses for late payments.

5. Force Majeure Clause: Terms covering unforeseen circumstances preventing performance.

6. Cancellation Policy: Clearly defined cancellation terms for both the Clients and the Service Provider, including notice requirements and fees.

7. Refund Policy: Conditions under which refunds are provided.

8. Bad Weather Clause: Responsibilities and procedures in case of inclement weather, especially for outdoor events.

9. Overtime Policy: Hourly overtime rates and agreement on extending beyond the contracted time.

10. Travel and Lodging: Charges for travel and lodging if the event is outside a specific radius.

11. Planning Documents Requirement: Planning documents must be returned at least 14 days before the event. Failure to provide will default to the DJ’s choice and/or elimination of certain spotlight moments.

12. Venue Access Requirements: Requirements for venue access, including setup and breakdown times.

13. Power Requirements: Details on power supply needs for the DJ’s equipment.

14. Outdoor Performance Requirements: Terms for outdoor events, including protection from weather and sound restrictions.

15. Safety Requirements: Safety measures, including a clause addressing unruly guests or dangerous situations.

16. Sound Level Agreement: Agreement on maintaining appropriate sound levels and complying with venue restrictions.

17. 3rd Party Equipment Liability Waiver: A waiver releasing the DJ company from liability for damage to or issues caused by third-party equipment.

18. Performance Standards: Expectations for professionalism, timeliness, and overall service quality.

19. Recording and Photography Rights: Terms regarding permission to record or photograph the DJ’s performance and how such materials may be used.

20. Dispute Resolution: Methods for resolving disputes, such as mediation or arbitration.

21. Limitation of Liability: Limiting the DJ company’s liability in specific scenarios.

22. Governing Law: Specify the state under which the contract will be governed.

23. Signatures: Signature section for both the Clients and the Service Provider, including printed names and dates.

24. Indemnification Clause: This clause protects both parties by requiring each to take responsibility for their own actions.

25. COVID-19 or Health-Related Clauses: Include provisions that address postponements, cancellations, or health requirements due to pandemics, illnesses, or health emergencies.

26. Non-Disparagement Clause: This prevents either party from making negative public statements about the other

27. Guest Count Clause: Specifies whether the size of the event (number of attendees) impacts the DJ's equipment or pricing.

28. Alcohol and Substance Use Clause: Specifies the right to refuse service or take action if guests' behavior due to alcohol or substance use becomes disruptive or dangerous.

29. Insurance Requirements: Confirms you carry liability insurance and, if required, whether they can provide proof of insurance to the venue or Clients.

30. Confidentiality Clause: Protects both parties by ensuring private details (e.g., financial terms or event details) are not shared with third parties.

31. Separate Rider for Additional Equipment or Services: If extra equipment or add-on services are required, a separate rider can clarify the terms and pricing for these additional needs.

32. Special Requests: A section for the Clients to specify unique requests, such as particular songs to be played or avoided, cultural traditions, or attire requirements for the DJ.

33. Backup Plan: Specifies whether the company has a backup plan (e.g., another DJ on call) in case the assigned DJ is unable to perform due to emergencies.

34. Change Clause: A clause related to any changes to services, times, locations, etc being subject to agreement.

Ensure the contract uses formal language and is clearly structured with headings for each section. The tone should be professional, concise, and legally appropriate for a business agreement.

Feel free to adapt or refine this if you want to include any additional details!

---

To create a more complete contract draft, you will need the following information:

Inputs Required to Generate a Complete Contract:

The DJ company should provide the following details to ensure the contract is customized:

1. Company Information:

   • Legal business name

   • Contact details (address, phone, email)

   • Name of the representative signing the contract

2. Client Information:

   • Full names of the couple

   • Contact details

3. Event Details:

   • Date of wedding

   • Venue name and address

   • Start and end times of DJ services

4. Services & Equipment Provided:

   • DJ performance details (e.g., music genres, MC duties)

   • Equipment included (speakers, microphones, lighting, fog machines, etc.)

   • Additional services (photo booth, uplighting, custom playlists)

5. Payment Terms:

   • Total contract amount

   • Deposit amount and due date

   • Payment schedule and methods

   • Late payment penalties

6. Cancellation & Refund Policies:

   • Cancellation fees based on timeframes

   • Refundable vs. non-refundable deposits

7. Travel & Accommodation Requirements:

   • Travel fee if beyond a specific mileage

   • Hotel accommodations if required for overnight stays

8. Venue & Setup Details:

   • Required setup and teardown time

   • Power and space requirements

   • Outdoor performance contingency plan (e.g., tent cover, noise restrictions)

9. Liability & Insurance Details:

   • Proof of liability insurance (if required by venue)

   • Any additional insured parties (if applicable)

10. Additional Policies:

• Alcohol/substance-related service refusal policy

• Overtime rate and extension conditions

• Special requests or customizations

That’s it! Now let’s see what we get as a result of the above prompt.

---

For this experiment, I am using ChatGPT. Popular AI search platforms include Perplexity, Google Gemini, and ChatGPT Search.

Sample AI Output without Required Inputs

WEDDING DJ SERVICE AGREEMENT

This Wedding DJ Service Agreement ("Agreement") is made and entered into on [Date], by and between:

Clients:
[Full Names]
[Address]
[Phone Number]
[Email]

AND

Service Provider:
[DJ Company Name]
[Address]
[Phone Number]
[Email]

Collectively, the "Parties."

1. EVENT DETAILS

Event Date: [Date]
Venue: [Venue Name & Address]
Start Time: [Start Time]
End Time: [End Time]
Total Service Hours: [Total Hours]

2. DELIVERABLES

The Service Provider agrees to provide the following services and equipment:

• Professional DJ performance

• Sound system including speakers, microphones, and mixing equipment

• Dance floor lighting (if applicable)

• [Additional Services, e.g., MC services, photo booth, uplighting]

• Setup and breakdown before and after the event

3. PAYMENT TERMS

• Total Fee: $[Total Amount]

• Deposit: $[Amount] due upon signing this Agreement (non-refundable)

• Final Payment: Due no later than [X] days before the event date

• Late Payments: A fee of $[Amount] per day will be applied for overdue payments

4. FORCE MAJEURE

Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including but not limited to acts of God, natural disasters, government restrictions, pandemics, or severe weather.

5. CANCELLATION POLICY

• By Clients: If the Clients cancel:

  • days or more before the event: [Partial Refund/Forfeiture of Deposit]

  • Less than [X] days before the event: [No Refund/Percentage Owed]

• By Service Provider: The DJ company reserves the right to cancel due to unforeseen circumstances and will provide a full refund or a suitable replacement DJ.

6. REFUND POLICY

Refunds will only be issued under the following conditions:

• If the DJ company cancels and a replacement is not provided

• If the event is canceled due to force majeure, partial credit may be applied to a rescheduled event

7. BAD WEATHER CLAUSE

For outdoor events, the Clients must provide adequate cover to protect equipment. If unsafe weather conditions arise, the DJ reserves the right to stop performing until conditions are safe.

8. OVERTIME POLICY

If the Clients request additional time, the overtime rate is $[Amount] per hour, payable before overtime begins.

9. TRAVEL AND LODGING

For events located more than [X] miles from the Service Provider's base, additional travel and lodging fees may apply.

10. PLANNING DOCUMENTS REQUIREMENT

Clients must provide planning documents (song lists, schedule, etc.) at least 14 days before the event. Failure to do so may result in the DJ making selections at their discretion.

11. VENUE ACCESS REQUIREMENTS

Clients must ensure that the DJ has access to the venue at least [X] hours before the event for setup and [X] hours after for breakdown.

12. POWER REQUIREMENTS

Clients must ensure that the venue provides a safe and adequate power source of at least [X] volts for DJ equipment.

13. OUTDOOR PERFORMANCE REQUIREMENTS

• Clients must provide cover/shade for equipment

• DJs will not perform in rain or extreme weather without proper cover

• Sound levels must comply with local noise ordinances

14. SAFETY REQUIREMENTS

If guests become unruly, violent, or disruptive, the DJ reserves the right to stop the performance until the situation is resolved. The DJ may terminate services if safety remains a concern, with no refund issued.

15. SOUND LEVEL AGREEMENT

The DJ will adhere to venue noise restrictions and may adjust volume accordingly.

16. 3RD PARTY EQUIPMENT LIABILITY WAIVER

The DJ company is not responsible for malfunctions, damages, or failures of third-party equipment not owned by them.

17. PERFORMANCE STANDARDS

The DJ agrees to:

• Arrive on time and maintain professionalism

• Dress appropriately for the event

• Perform services as agreed upon

18. RECORDING AND PHOTOGRAPHY RIGHTS

The DJ company may take photos/videos during the performance for promotional use unless the Clients request otherwise in writing.

19. DISPUTE RESOLUTION

Any disputes arising from this contract shall first be attempted to be resolved through mediation. If mediation fails, disputes shall be settled via binding arbitration in [State].

20. LIMITATION OF LIABILITY

The Service Provider’s liability is limited to the total amount paid under this Agreement.

21. GOVERNING LAW

This Agreement shall be governed and interpreted in accordance with the laws of [State].

22. INDEMNIFICATION

Both parties agree to indemnify and hold each other harmless from liabilities arising due to their own negligence or actions.

23. COVID-19 OR HEALTH-RELATED CLAUSES

If the event must be postponed due to health-related concerns, Clients may reschedule with available dates. Cancellation due to COVID-19 follows the standard cancellation policy.

24. NON-DISPARAGEMENT CLAUSE

Neither party shall make negative public statements about the other.

25. GUEST COUNT CLAUSE

Events exceeding [X] guests may require additional sound equipment at an extra charge.

26. ALCOHOL AND SUBSTANCE USE CLAUSE

The DJ has the right to stop services if guest behavior due to alcohol/substance use becomes disruptive or unsafe.

27. INSURANCE REQUIREMENTS

The DJ company carries liability insurance and can provide proof upon request.

28. CONFIDENTIALITY CLAUSE

Both parties agree not to disclose private financial or event details to third parties.

29. SEPARATE RIDER FOR ADDITIONAL EQUIPMENT OR SERVICES

Additional equipment or services beyond this Agreement must be detailed in a separate rider.

30. SPECIAL REQUESTS

Clients may specify unique song requests, attire requirements, or cultural traditions:
[List Any Special Requests]

31. BACKUP PLAN

In case the assigned DJ is unavailable due to emergencies, a backup DJ will be provided.

32. CHANGE CLAUSE

Changes to event details must be mutually agreed upon in writing.

33. SIGNATURES

By signing below, the Parties acknowledge and agree to the terms of this Agreement.

Clients:
Signature: ___________________ Date: _______
Printed Name: ________________

Signature: ___________________ Date: _______
Printed Name: ________________

Service Provider:
Signature: ___________________ Date: _______
Printed Name: _______________
Company Name: _____________

-End of Contract-

---

Final Thoughts

Feel free to add and remove clauses that meet your needs.

Regarding 3rd party equipment: Even though the contract says the Client is responsible for any failed equipment supplied to the Service Provider by the client, this is your reputation on the line. I would suggest having everything under your control if at all possible. Meaning, that if the venue is supplying the sound system and the music is muffled sounding, this is a reflection of you. Bring your own sound equipment anyway as a backup

Just as with the 3rd party equipment clause, the same could be said for bringing your cover for outdoor events and having power backup.

Having a force majeure clause and a backup plan could be contradictory. If you have a medical episode that requires you to go to the hospital the day of an event. That could be considered force majeure. However, if you have the backup plan clause as well, you will be responsible for a replacement DJ.

This could be just me, but in addition to liability insurance proof to show you are a professional business, you could add to it: a registered legal business under city, state, and county regulations.

The longer the contract, the bigger the risk of someone asking questions or backing out. The same can be said about a contact form on your website. Do you want such things as a non-disparagement clause, a statement about COVID-19, and performance standards in your contract? Up to you.

Do you want to put in your contract to comply with the noise level requirements of the venue? I would suggest knowing the city/county noise laws and adding that to the contract and not leaving it up to the venue. However, I would keep a running document of the venues that have lower-than-legal noise requirements. Hint Hint.

Lastly…

This contract/AI prompt is provided as a general guide to help you think through your own agreements. A contract is only as strong as your willingness to enforce it. Please consult a qualified attorney to ensure this document meets your legal and business needs.

Before you go: Here are 3 ways I can help

1. A guide for wedding pros to know popular and trending wedding songs - “Wedding DJ Songs Planner”.

2. A music guide for wedding couples “Wedding Music Planner”.

3. A podcast about music ideas, planning a wedding, and running a business. Listen to the Wedding Songs Podcast.

Thanks for reading!

Matthew Campbell, Wedding MusicLetter