Hiring a childcare provider for your wedding, event, or hotel stay puts your children's safety in someone else's hands during a day you've planned meticulously—or a trip you're investing thousands in. A poorly written or one-sided contract won't protect you or your kids if something goes wrong. Here's what to watch for before you sign.
Vague Payment Terms & Hidden Fees
The contract should specify the hourly rate, minimum booking length, and cancellation policy upfront. For wedding day childcare, providers often quote $18–$35/hour depending on location and experience, but some slip in last-minute fees for overtime, travel to the venue, or setup time that weren't mentioned verbally.
Look for:
- Exact hourly rate and whether it covers all children or charges per child
- Whether the rate increases after a certain time (midnight surcharges are common)
- Travel fees to off-site venues, with a mileage range or flat fee
- Cancellation window (e.g., "72 hours notice required") and refund policy
- Whether gratuity is included or separate
If the contract says "rates upon request" or leaves payment details blank, ask for a written amendment before signing. Hotels sometimes bundle childcare into resort packages but don't itemize costs—request a breakdown to know what you're actually paying.
Inadequate Background Check & Insurance Language
A red flag is any contract that doesn't mention background checks, certifications, or insurance. Legitimate event and hotel childcare providers carry liability insurance ($1M+ coverage is standard) and should provide proof before your child's first day.
Ask whether the provider holds:
- Current CPR and first aid certification
- Completed background check (FBI, state, and sex offender registry)
- Liability insurance with your event or hotel listed as additional insured
- Any nanny-specific bonding (covers theft or damage)
If the contract is silent on these or says "insurance available upon request," that's a sign they haven't properly vetted themselves. For hotel childcare programs, the hotel should carry liability coverage for their staff; verify this separately with the hotel's risk management office.
Missing Emergency & Medical Authorization Details
During a wedding, you're celebrating and may have limited cell service. A weak contract won't specify what the provider can do if your child gets hurt, runs a fever, or needs medication.
The agreement must include:
- Your explicit authorization for the provider to seek emergency medical care (signed consent form)
- Which medications the provider can administer, and how they'll contact you first
- Whether the provider can take your child off-site (e.g., to the hotel pool or a nearby bathroom break)
- Who they'll call first in an emergency (you, then your emergency contact)
- Any allergies or behavioral notes in writing, signed by both parties
A one-liner like "Provider will handle emergencies as needed" isn't enough. You need specific signed authorization, especially if your child has allergies or needs medication.
Unclear Supervision & Discipline Policies
For event childcare, clarify whether the provider supervises one child or a group, and what activities are in scope. Some contracts allow a nanny to take children to unsupervised areas (event hallways, hotel lobbies) while you're dancing—others don't.
Explicitly state:
- Supervision location(s): Will the child stay in a dedicated childcare room, the hotel suite, or elsewhere?
- Screen time limits and approved activities
- The provider's discipline approach (you want consistency with your values)
- Whether the provider can photograph or record your child
If hiring through a hotel or event venue's childcare partner, ask how many children one provider supervises. A 1:3 or 1:4 ratio is standard; 1:6+ is a red flag for attentiveness.
Missing Confidentiality & Liability Limits
Verify the contract has a confidentiality clause so the provider doesn't discuss your child's behavior or your family details. Also check for liability caps—some contracts try to limit the provider's responsibility to a small amount if something goes wrong.
A legitimate provider will accept reasonable liability terms but won't agree to language that shields them from negligence. Conversely, they should clarify what isn't their responsibility (e.g., theft of your belongings left in the childcare area).
Finding Trusted Providers
When comparing childcare providers for events, hotels, or weddings, use platforms like Mercoly where you can review multiple vetted caregivers, check their certifications, and compare contract terms side-by-side before committing.
Frequently Asked Questions
Q: What should I do if a childcare provider refuses to provide proof of background check or insurance? Don't hire them. Legitimate providers have these documents ready; asking for them is standard practice in the industry.
Q: Is a verbal agreement or text message enough for event childcare hiring? No—insist on a written contract, even a one-page agreement you draft together, so both parties have clarity and legal recourse if a dispute arises.
Q: Can I negotiate contract terms with an individual nanny vs. a hotel's childcare program? Yes, individual nannies often customize contracts; hotel programs rarely do, but you can request amendments or ask about their parent handbook to understand their policies.
Get every agreement in writing, ask questions, and trust your gut—if a provider seems evasive about terms or safety details, they're not the right fit for your child.