Hiring childcare for your wedding or hotel event requires more than a handshake and good intentions—a solid written agreement protects both you and the caregiver while keeping kids safe. Without clear expectations on duties, payment, hours, and emergency protocols, you risk miscommunication that can derail your big day. Here's what every wedding childcare agreement should cover and where you have room to negotiate.
Why a Written Agreement Matters
A childcare agreement isn't just paperwork—it's your safety net. It documents exactly what the caregiver will do, when they'll do it, and what happens if plans change. For event childcare specifically, details matter because the situation is temporary, often involves unfamiliar venues (hotel ballrooms, off-site estates), and requires coordination with multiple parties. A written agreement also protects the caregiver by clarifying their scope of work and reducing liability concerns.
Scope of Care & Responsibilities
This is where specifics win. Don't just write "supervise children." Instead, outline:
- Number of children and their ages
- Specific location (hotel room, on-site childcare room, dedicated suite)
- Hours of care (ceremony start/end, reception timeline, any pre-event or wind-down periods)
- Whether the caregiver handles meals, snacks, diaper changes, medication administration, or bedtime routines
- Use of screens, activities, and entertainment you've pre-approved
- Whether the caregiver stays in one location or moves between venues
For multi-day hotel events, clarify whether childcare covers breakfast, naptime supervision, or evening downtime. Event-specific language prevents the caregiver from assuming they're responsible for things outside your expectations.
Payment & Cancellation Terms
Wedding childcare typically costs $18–$30 per hour for standard babysitting, though event-based care often runs $20–$35/hour depending on location, number of kids, and complexity. Your agreement should specify:
- Hourly rate or flat fee
- Payment method and timing (before the event, day-of, within 48 hours)
- Overtime pay if the event runs longer than scheduled
- Cancellation fees (many caregivers charge 50–100% if you cancel within 2 weeks)
- Whether you pay travel expenses or mileage if the event is off-site
- Deposit amount and refund conditions
Negotiate here: If you're booking 8+ hours or multiple days, ask about discounted rates. Some caregivers offer package pricing for multi-day hotel events.
Emergency Protocols & Medical Information
Your agreement must include:
- Parent/guardian contact information and backup contacts
- Insurance details and whether the caregiver carries their own liability coverage
- Location of first-aid kits and emergency supplies
- Procedures for illness, injury, or behavioral issues
- Names and allergies of all children
- Medication instructions (if applicable) and storage
- Permission for photographs or video
- Consent for leaving the agreed-upon location
This section isn't negotiable—it's legally and morally essential. If a child has a severe allergy or medical condition, provide written instructions and ensure the caregiver confirms understanding.
Conduct & House Rules
Wedding events are high-stress. Set clear boundaries:
- No phone use during active supervision (emergency calls excepted)
- Appropriate dress code or appearance standards
- Conduct expectations around alcohol or other guests
- Discipline approach (timeouts, talking, etc.)
- Whether the caregiver can bring a friend or another adult
- Smoking, vaping, or other substance use policies
For hotel childcare, also specify whether the caregiver can leave the room, access the minibar, or order room service. Event caregivers are sometimes tempted to mingle with adult guests—your agreement should clarify they're working, not attending the party.
Liability & Insurance
Ask whether the caregiver carries childcare liability insurance (many don't, but it's worth asking). Your homeowner's or event insurance may or may not cover hired childcare. Clarify:
- Who's responsible if a child is injured during care
- Whether the caregiver releases you from liability for normal, supervised play injuries
- What happens if the caregiver cancels last-minute
Don't ask them to assume unreasonable liability, but both parties should understand where responsibility lies.
Frequently Asked Questions
Q: Should I require background checks for wedding childcare? Yes. Ask caregivers for proof of background checks, references from previous events, and CPR certification. Never skip this for children you don't know the caregiver through personally.
Q: What if the wedding runs 2 hours longer than planned? Your agreement should state the hourly rate for extensions and whether overtime pay applies. Discuss this possibility upfront so the caregiver knows it's a realistic scenario.
Q: Can I hire the same childcare provider for my hotel guest children during a multi-day event? Yes, but your agreement needs to cover all duties, locations, and time commitments across those days. Hotel childcare is often more complex than home care—detail every scenario.
Use Mercoly to compare trusted event and wedding childcare providers in your area, read verified reviews, and find someone who matches your needs—then put the agreement in writing before your event date.