Vendor checklist and contract basics
Most vendor problems on the day start with something nobody wrote down. Agree these points before you pay a deposit.
In short: Before paying a vendor deposit, agree in writing the scope, quantities, timings, total price, deposit and balance dates, cancellation terms and an on-the-day contact. This guide is general information, not legal advice.
| Agree | Example |
|---|---|
| Scope and quantities | "Buffet for 400 guests, 3 proteins, 2 soups, small chops for 400" |
| Timings | Arrival 10am, set-up done by 1pm, service 2pm to 6pm, cleared by 8pm |
| Price and payment schedule | Total, deposit percentage and date, balance due date |
| What is not included | Transport, service staff, generator, cutlery |
| Cancellation and changes | Notice needed, what is refundable, how guest-count changes are charged |
| Substitutions | Whether named staff or items can be swapped, and who must approve |
| On-the-day contact | One name and phone number |
Keep a record for every booking
For each event, note each vendor's status (booked, pending or paid), what was agreed and what is still owed. Attend's vendor management keeps this per event and lets you reuse vendors across clients. Contract signing inside Attend is coming soon.
Frequently asked questions
What should be in an event vendor contract?
Scope and quantities, timings, total price, payment schedule, exclusions, cancellation terms, substitutions and an on-the-day contact.
How much deposit do vendors usually ask for?
It varies by vendor and market. Agree the deposit and balance dates in writing before paying.