Helpful advice when choosing vendors for your wedding day
Commissions or Kickbacks
The SWP Code of Ethics strictly prohibits the practice of commissions or kickbacks. Referrals should be based solely on quality, professionalism, ability, and ethics and not for financial gain. Some vendors, especially wedding locations, planners and caterers will refer couples to other vendors for services like photography, cakes, videography, etc. This is often called the “preferred vendor list” or “short list”. This is supposed to be a list of vendors that they have worked with before and trust to provide excellent service to their customers. This practice is suppose to assure the bride of a trusted source for her wedding services, but beware, some vendors use this practice to gain additional revenue in the form of commissions, kickbacks, gratuities or other fees from other vendors. Usually the vendor who is willing to pay the referring vendor the highest commission gets the referral.
Some planners collect a booking fee or other fees for securing services for the bride. For example, the planner may hire their preferred caterer for the bride and add a 15% fee to cover their labor for making the arrangements. In this case the bride would pay the 15% fee, not the caterer. This is a legitimate practice and ethical practice as long as the bride is advised up front that they will be paying that fee.
Don’t be afraid to ask the vendors if they are receiving or paying such a fee. You may find that you are paying a higher fee using the referral than you would have if you had contacted the vendor directly. Being limited to the “short list” or having to pay an additional fee to use a vendor not on it may be a sign that they are incorporating this type of unethical practice. As a result, you may not be getting the best service you can.
Vendor Contracts, agreements, retainers and deposits
Vendor contracts should contain at least the following elements: where the service is provided, when the service is to be provided, how it will be provided, how much it will cost, who will provide the service, what is the cancellation policy, what happens if the vendor does not deliver, payment terms, and what is included in the service.
All legitimate wedding vendors use written contracts. Many require up to a 50% retainer or deposit to secure their services, but you should be aware of some common mistakes that could result in loss of a service or location.
Some vendors incorporate such practices as “first call lists” or hold lists. This is a legitimate practice used to give a couple a certain amount of time to discuss their choice without loosing an opportunity to get a certain location or vendor.
What many couples fail to understand is that verbal promises or “hold lists” are not contracts, nor do they guarantee a vendor service or location. Do not assume that if you are on this type of list, you have secured the vendor. Memories can fade, employees can make mistakes, management can change, and couples can forget to call back. Under the law, there is no contract for services or for a location without a written contract and deposit, retainer or other compensation. Some vendors incorporate the unethical practice of promising to hold a date to more than one bride, and then contracting with the one that is willing to pay the most. Those with smaller events could get easily bumped.
Likewise, avoid vendors or anyone who does not use written agreements. A verbal agreement could leave you without the wedding services at the last minute.
Also do not make the mistake of sending a payment to a vendor without a signed contract or agreement. Sending a deposit only does not constitute an agreement. Who is to say what the terms are. Either party could change their minds at any time. You could also find out later you are not happy with the terms with no recourse to get a refund.
For the same reason, do not send a contract without a deposit. The deposit or retainer is part of the agreement. If no deposit is received, if a check bounces, if the payment is lost in the mail, or a credit card is not approved, there is no agreement.
No agreement is final until both parties sign it. Make sure that you have received a copy of the agreement with both vendor representatives’ signature and your signature on it. This confirms that both parties are in agreement to the terms and details.
Do not make changes to an agreement without approval from the vendor. Ask the vendor to make the changes for you. Making changes to a contract is not acceptable unless both parties agree to it. Some couples will change a contract before returning it to the vendor and assume they have secured the vendor, but if the vendor does not agree to these changes – there is no contract.
If you feel you have been a victim of or discover any unethical practice by a vendor, please report and provide documentation to SWP. We record all reported incidents and take appropriate actions whether a member or non-member.
