The short answer
A destination wedding vendor contract should state the currency you pay in, who bears exchange and transfer costs, how and where deposits are paid and refunded, who pays for vendor travel, lodging and meals, and which law and language govern it. Local rules on permits, work authorization and taxes vary by place, so raise them as questions with the vendor and a qualified local professional.
What should a destination wedding vendor contract spell out?
Start with what any wedding contract needs: the date, the services, the hours, the price and the payment schedule. Then look for the terms that distance adds. The currency of each amount, the payment method, and who pays bank and card fees. For a vendor traveling to you, the travel days, flights, baggage for equipment, lodging, ground transport and meals. For a local vendor, whether the price includes local taxes.
Note the address and time zone for each date in the contract. A payment due "on the 1st" may fall on a different day where the vendor is, and a cancellation deadline measured in the vendor's time zone can pass before you expect it.
- Currency of each amount
- Payment method and who pays fees
- Deposit and balance dates, with time zone
- Whether local taxes are included
- Travel, lodging and meals for traveling vendors
- Governing law and language of the contract
- Cancellation and travel-disruption terms
How does the exchange rate affect a destination wedding contract?
If a contract is priced in a currency other than the one you earn in, the dollar cost can move between signing and the final payment. For example, a hypothetical contract costs 20,000 units of a local currency. At signing, one unit costs $0.60, so the total is $12,000 and a 30% deposit of 6,000 units is $3,600. If the rate moves to $0.65 before the balance is due, the remaining 14,000 units cost $9,100 rather than $8,400, which is $700 more.
Fees add to that. If each international transfer costs a hypothetical $35 and you make three payments, that is $105. Ask the vendor whether they will quote a fixed price in dollars, and ask your bank or card issuer what they charge to send or convert money. How you manage exchange risk is your decision; the contract should at least say which currency you owe.
How do deposits and refunds work across borders?
Ask how each payment is made and what record you receive. A receipt should show the amount, the currency, the date and what the payment is for. Keep it with the contract, because a bank statement may show only a converted figure and a transfer reference.
Then read the cancellation and refund terms with distance in mind. Ask in writing in which currency a refund would be paid, by what method, who bears the fees and the exchange difference, and how long it would take. Check what the contract says if travel is disrupted or restricted. Whether any refund is required beyond the contract depends on the law that governs it, which varies by country and state; a qualified professional licensed in the relevant jurisdiction can answer that.
Who pays for vendor travel, lodging and meals?
For vendors you bring with you, the contract should list each travel cost and whether it is included, billed at cost or billed at a flat rate. For example, a hypothetical photographer quote adds two round-trip flights at $650 each ($1,300), one room for three nights at $220 ($660), meals at $60 a day for two people for three days ($360) and $150 in equipment baggage fees. That is $1,300 + $660 + $360 + $150 = $2,470 on top of the package.
Ask who books flights and lodging, what class of travel and room type is expected, how many travel days are billed, and what happens if a flight is delayed or cancelled. The vendor travel fees guide covers mileage and travel fees for local weddings.
Which local rules should you ask a local professional about?
Rules at a destination vary by country and locality, and a guide cannot state them for your place and date. Treat each as a question to ask in writing: of the venue or a local planner first, and of a qualified professional licensed in that jurisdiction where the answer affects what is legal or what you owe.
Keep the answers with your contracts and note who gave each one. If two sources disagree, ask each to state its basis in writing.
- What makes a marriage legally valid there, and what documents are needed
- Whether a permit is needed for a beach, park or public space
- Whether vendors from abroad may work there, and what they need
- Whether flowers, food or decor can be brought in
- Which taxes appear on local invoices
- Local rules on noise, curfews and alcohol service
Which law and language govern a destination wedding contract?
Look for a governing-law clause, which names the country or state whose law applies, and a clause naming where disputes are heard. If the contract exists in two languages, look for a sentence saying which version controls. If you cannot read the controlling version, ask for a translation and keep it with the original.
What those clauses mean for you in a dispute is a legal question, and the answer depends on the jurisdiction. For that, consult a qualified attorney licensed in the relevant country or state before you sign.
Destination vendor terms
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Vendor | Currency and amount | Payment method and fees | Travel and lodging | Refund terms |
|---|---|---|---|---|
| Venue | — | — | — | — |
| Planner or coordinator | — | — | — | — |
| Caterer | — | — | — | — |
| Photographer | — | — | — | — |
| Videographer | — | — | — | — |
| Florist | — | — | — | — |
| Officiant | — | — | — | — |
| Music | — | — | — | — |
A message you can make your own
Change the wording to suit you, fill in anything in brackets and keep the questions that apply. You decide what to send and send it yourself.
Thank you for the proposal for our wedding on [date] in [location]. Before we sign, could you confirm in writing the currency each amount is due in, the payment methods you accept, and who pays any transfer or card fees? Please list any travel, lodging, meal or baggage costs and whether they are included or billed separately. If we cancel or travel is disrupted, in which currency and by what method would any refund be paid? Finally, which law governs the contract, and which language version controls if there are two?
Common questions
What should a destination wedding planner contract include?
A destination wedding planner contract should include the scope of work before and during the trip, which vendors the planner books or only recommends, the planner fee and currency, travel and lodging costs for the planner, and the hours on site. Ask whether the planner collects payments for other vendors, and if so, what receipts you receive for each.
Can you negotiate with destination wedding vendors?
You can ask a destination wedding vendor to change terms before you sign, such as a fixed dollar price, a different payment schedule or which travel costs are billed. The vendor decides whether to agree. Any change that is agreed should appear in the contract itself or a signed addendum, not only in an email or a call.
Should I pay a destination wedding vendor in dollars or local currency?
Paying a destination wedding vendor in dollars or local currency starts with what the contract requires. If you have a choice, compare the total cost of each option including exchange and fees, and ask your bank or card issuer what they charge. Record the rate on each payment date. The choice is yours.
Do I have to pay for my photographer's flight to a destination wedding?
Paying for a photographer's flight to a destination wedding depends on what the contract says. Look for a travel clause listing flights, lodging, meals and baggage, and whether each is included in the package, billed at cost or billed at a flat rate. If the contract is silent, ask the photographer to add the travel terms before you sign.
Can you bring your own vendors to a destination wedding?
Bringing your own vendors to a destination wedding depends on two answers. Ask the venue whether outside vendors are allowed and on what terms, and ask a local professional whether vendors from abroad need permission to work there. Get both answers in writing and keep them with the vendor contract.
Is there a destination wedding vendor contract template?
A destination wedding vendor contract template can show which clauses to look for, but the contract you sign is the one the vendor gives you. Use a checklist like the one on this page to read that contract, and ask the vendor to add any term that distance makes important, such as currency or travel costs.
Is a destination wedding contract valid under US law?
Whether a destination wedding contract is valid under US law depends on the contract's governing-law clause and the jurisdictions involved. Rules vary by country and state, so this is not a question a checklist can settle. Ask a qualified attorney licensed in the relevant jurisdiction before you sign.
How do I keep track of deposits paid in different currencies?
Deposits paid in different currencies are easiest to track in one log. Record each payment's amount in the contract currency, the dollar amount charged, the date, the rate and any fee. Keep the vendor's receipt alongside your bank record, so both figures are available if a refund or dispute comes up later.