How To Upload Contracts
Planning
How To Upload Contracts
Throughout the planning process, you’ll be booking various vendors (caterer, DJ, florist, etc.). It’s crucial that we get copies of all those vendor contracts so we know exactly what each vendor is providing and expecting. We use HoneyBook as our contract and file management system.
Upload to HoneyBook: As you receive vendor contracts, please upload them to your HoneyBook project (there’s a section for documents). By one month before your wedding, all final vendor contracts should be in there, up-to-date, and any outdated drafts removed. This allows us to double-check details like load-in times, requirements (e.g., does the band need a green room?), and what services you’ve contracted for. It’s part of our coordination – if something isn’t uploaded, we can’t be responsible for coordinating that aspect.
What to Upload: Any signed agreements or important communications with vendors. This includes catering agreements, rental orders, your photography agreement (especially if it lists shoot times or deliverables), DJ or band contracts (often have setup needs), officiant details if any, transportation schedules, etc. If it’s a vendor you’re hiring and paying – we want that info on file.
Why It Helps: Having all contracts in one place means on the wedding day our team can quickly reference them if needed (“How many hours did the photographer include? When is the sparkler send-off scheduled per the photography package?” etc.). It also protects you – we ensure vendors adhere to what’s promised. For example, if a vendor tries to leave earlier than contracted, we’ll know and can address it. Or if a vendor requires something like a meal or a certain table set up, it will be in their contract and we’ll make sure it’s covered.
How To Do It: In HoneyBook, go to the Files/Documents section of your project. You can drag-and-drop PDFs or images of contracts there. Alternatively, email them to us and we can upload. We’ll check at final walkthrough that we have everything.
In short: Upload those contracts! It keeps everyone honest and organized. If you have any trouble with HoneyBook, just let us know and we’ll help make sure all documents are accounted for.