Cynthia Leitich Smith, a children’s book author from Austin, Texas, was on cloud nine the afternoon of her wedding. That is, until she noticed the hardwood dance floor promised to her was missing from her reception site. “We only have one,” the catering manager explained about the portable surface, “and it’s being used in our other ballroom tonight. Anyway, we don’t have the crew to move it back to your room. But I’m sure you can work around that.”

Cynthia wasn’t certain, but arguing didn’t help her—the dance floor wasn’t mentioned in her contract. “Who’d have thought to mention the dance floor in the contract?” Cynthia says. “I thought it was a given.” So how do you know what to ask for in a contract? Use this checklist as you speak to each of your service providers, then get the details in writing.

Payments
First and foremost, your contract should state the exact cost for each service provided. The balance, deadline for payment, to whom payment must be made, and method of payment—cash, check, or credit card—should be included. (You want to avoid scenarios like your fiancé trying to pick up his tuxedo with a check the morning of your wedding if only cash or credit cards are accepted.) In addition, the contract should also mention any deposits you’ve already made. Attach receipts to your copy of the contract so you’ll have them handy if there’s ever a question as to what you’ve paid.

Delivery
Picture this: Your photographer shows up ready to shoot on Saturday, but your nuptials aren’t until Sunday. To avoid a mix-up, make sure your contract spells out every detail and lists the exact date, time, and location of your wedding, and specifies when and where vendors must arrive. So if the DJ needs to be at the reception an hour beforehand or if the limousine’s first pickup is at the church instead of your home, be sure to spell it out.

Cancellation
Writing a cancellation clause into your contract doesn’t mean your marriage is jinxed. Most of the time, ceremonies are postponed because of illness (that of the bride, groom, or a close relative), not because someone’s developed a case of cold feet. The clause should state how much you’ll owe the service provider for a last-minute cancellation. It should also define what constitutes “last-minute.” If you cancel far enough in advance, you might not be charged at all.

No Shows
What penalties will your vendors face if they fail to show up? They’ll probably assure you that it won’t happen, and that there’s no need to put any provision for that in writing. Insist on it. If they’re professionals, they should be willing to agree that if they’re late to your event, or miss it altogether, you shouldn’t have to pay (at least not full price) for their services. As with the cancellation clause, include how much notice the service provider must give in the event he/she cannot meet her end of the bargain. Be sure you give yourself enough time to hire another vendor.

“Allow yourself at least thirty days to replace a florist, limousine driver, or photographer,” suggests Susan Southerland, a wedding consultant from Winter Park, Florida. “But realize that during the peak season, when there are a lot of weddings, thirty days might not even be enough. You should also have the vendor agree to help you find a replacement. That way, you are doubly covered.”

Bad Weather
Address what happens if a blizzard, hurricane, or some other ‘act of God’ (a term used by insurance companies) occurs. Although no bride wants to think about her reception site being flooded or burning down, it’s better to put your options in writing ahead of time than deal with bad luck at the last minute.

Negotiating Notes The golden rule of wedding planning: If you discuss it with a service provider—get it in writing. And get specific. For instance, the cake contract should include the type of frosting, number of tiers, special adornments, and number of servings.

Finally, some vendors have a standard or ‘form’ contract. While these are fine, it’s always best to make a list of everything you’ve agreed on, have the vendor initial it, and then attach it to their standard contract. This ensures that any special promises—a particular limousine, certain flowers in your bouquet, or a dance floor—are officially part of the deal.

“Luckily, we had a few lawyers in our wedding party,” Cynthia explains. “They pressured the hotel into ‘finding’ us a dance floor. But now I tell my engaged friends to get everything in writing. Though it’s awkward to discuss, in the end, it offers great peace of mind.”