Mandap Hire Agreement Checklist: What It Should Say

A good mandap hire agreement states exactly what you are getting, when it arrives, what you pay and when, and what happens if plans change. Use this checklist to read any agreement before you sign, and ask for anything missing to be added in writing. This is general guidance, not legal advice.

Why does a mandap hire agreement matter?

Wedding plans move over many months. People forget details, staff change, and what was said on a call can differ from what each side remembers. A clear agreement turns promises into something you can both check. It also makes your quote easier to compare, as our guide on how to compare mandap quotes explains.

An itemised list of what you are hiring

This is the most important part. The agreement should name each item rather than say only "mandap package".

• The mandap design, with the name or reference and a photo
• Drapes, pillars, canopy and any flowers, and whether they are fresh or artificial
• Furniture such as bride and groom chairs, side chairs, kanyadan chairs, patlas and bajots
• A havan kund, choris, pedestals and Ganesh murtis, if you expect them
• Stage, stage carpet, aisle carpet, aisle decor and entrance gate
• Any lighting

Package deals typically include ceremony furniture, while carpets and the entrance gate are quoted separately. See what is included in mandap hire to compare against your own quote. Additional flowers are always an optional upgrade.

Design and photos

Be specific about colour. A phrase such as "white and gold" can mean many shades, so ask for the colours to be named, and for any flowers to be described by type or colour family where possible. If you have chosen a style such as the gold pillar red rose mandap, ask how closely the final set-up will match the photo and which parts may differ.

Designs on our site and most suppliers' sites are shown as examples, and availability is confirmed at quote. The agreement should refer to your chosen design, ideally with the photo attached or linked, such as a favourite like the carved cream pavilion mandap. It should also say what happens if any element cannot be supplied.

Dates, times and venue access

If the venue has a hard finish time, ask for dismantle to be planned around it, and ask what happens if the ceremony runs late. A good agreement makes clear who contacts the venue, who handles any access passes, and who signs for the delivery.

1. Your wedding date and the venue name and address
2. The delivery and set-up time, and the time the mandap must be ready
3. The dismantle and collection time
4. Who the supplier's contact on the day will be
5. Any venue restrictions the supplier has agreed to work within

Check these against what the venue has told you. Our guide to mandap set-up and dismantle times explains why these windows matter.

Deposit, balance and payment dates

Keep a copy of every payment and message. If your agreement is a short email rather than a formal contract, reply to confirm it line by line, and save that reply. It is far easier to sort out a misunderstanding when both sides have the same record.

Look for the total price, the deposit amount, the balance and the exact due dates. Check what forms of payment are accepted and whether you receive receipts. Make sure any extras, travel, set-up time or late-night fees are shown, or stated as not applicable. Exact prices depend on location, requirements and time on site, and our guide prices start from £1,495 for Essential designs. Read booking a mandap: lead times, deposits and changes for the full picture.

Cancellation, date changes and substitutions

Weddings sometimes move. The agreement should say what happens if you cancel, postpone or change the date, and how much of your payment is returned at each stage. It should also say what happens if the supplier cannot deliver. Ask about both sides, not only yours. Our booking FAQs cover common questions.

If an item is unavailable

Ask what happens if an item is unavailable on the day. A fair agreement says a replacement must be of equal or better standard and agreed with you first where possible. It should also explain how and when you can add or remove items, and how the price changes if you do.

Damage, loss and liability

Hired items usually remain the supplier's property. Check who is responsible if something is damaged during the event, and what that might cost. Ask whether the supplier has insurance and whether the venue needs to see proof. Do not guess about insurance terms. Ask for the details in writing, and ask your venue what it requires from outside suppliers.

Weather and outdoor plans

Also check any terms about venue changes. If the venue changes after you sign, for example because of a fire, flood or closure, what happens to your booking and the payments? You may not be able to plan for everything, but knowing the answer before you sign is much better than finding out afterwards.

For outdoor weddings, the agreement should state the wet-weather plan: what moves where, who decides, and what happens to the cost. See mandap space, ceiling height and outdoor weddings for more.

How to read it properly

Read the whole thing slowly, away from the pressure of a call. Highlight anything vague, such as "or similar", "subject to availability" or "at our discretion", and ask what each means in practice. Compare the item list with your quote and with what you have discussed. If any term feels unclear, ask for it to be rewritten in plain English.

It is also worth reading what can go wrong with mandap hire so you know which problems an agreement should help prevent. For anything complicated, get qualified advice.

When you are ready, browse mandaps, line up your favourites in the compare tool and ask for a clear itemised price through our quote form.