Month of Coordinating Agreement

Month of Wedding Coordination Agreement

 

This agreement follows our meeting on _____________________, during which we discussed your wedding and our professional role in helping you plan and coordinate the wedding of _______________ and __________________________.

 

It is our understanding that you will retain us as your Professional Month of Wedding Coordinators for your wedding scheduled on ______­________________________.

 

DESCRIPTION OF SERVICES:

The Wedding Shop’s responsibilities include:

  • An initial consultation to learn who you are and what you expect on your wedding day
  • Meeting 1 month prior to wedding to go over final details and plans, as well as remaining balances due to vendors
  • Develop and distribute a detailed timeline and help with any final planning the couple needs (seating chart, etc)
  • Act as main contact for all questions/concerns from vendors and service providers during final week prior and on day of wedding
  • Review all plans with couple and vendors to avoid/anticipate any obstacles
  • Contact all vendors 3-5 days before the wedding day
  • Wedding Rehearsal Coordination and Supervision (up to 2 hours)
  • On-site coordination and supervision at the ceremony site and during the reception for up to 12 hours on the day of your wedding
  • On-site coordinating assistant for up to 6 hours on the day of your wedding

 

Please note that the services listed above do not include running any wedding related errands such as picking up or delivering attire, supplies or equipment, documents, etc.

 

CONDITIONS:

As your planners, we understand our roll will be that of your advisors and coordinators. You, the bridal couple, will make all the selections of supplier/service providers. All suppliers or service contracts will be between the bridal couple and the vendor. You will make all payments directly to the service providers/vendors and NOT to The Wedding Shop. Though we strive to create relationships with the best vendors, we cannot guarantee any service provider’s performance or product.

 

It is your responsibility to provide us with contact names, telephone numbers and any scheduled timetables for all service providers involved in the wedding ceremony/reception no later than 21 days prior to the wedding or upon signing of this agreement.

It is also your responsibility to notify us of any changes in a timely manner. We shall not be held liable for any changes made by you or your selected service providers.

 

We shall arrive at the wedding location at an agreed upon time to meet the vendors prior to the start of the wedding ceremony. The couple fully understands and agrees that The Wedding Shop shall not be responsible or held liable in the event we are prohibited from providing wedding day services due to illness, hospitalization, auto accident, transportation disruption, traffic difficulties, acts of God such as hurricanes or inclement weather or other unforeseen incapacitation or other cause of non-arrival on the day of the wedding. The Wedding Shop will make every attempt to notify the bridal couple and to provide for a substitute planner/coordinator who can provide services if time and resources permit. In any event, The Wedding Shop, our agents and assigns shall NOT be held liable for any compensation or any damages (including punitive) due to non-performance of any wedding services resulting from such incapacitations, non-arrival, errors and/or omissions of any type.

 

The bridal couple gives permission and shall allow The Wedding Shop by Uniting Happiness, or any of its affiliates, to use any photography, style board, or planning theme and ideas, related to this event, for viewing or for sale on our websites, social media sites, or in print for promotional or retail purposes.

 

The Wedding Shop by Uniting Happiness gives permission and shall allow the couple to use any photographs/videos in which the wedding planner/coordinator or designed space appears.

 

This agreement can only be modified in writing and all changes must be agreed and signed by all parties, or by the acknowledgment of email received by both parties.

 

We will use our judgement when taking action in regard to changes, weather, tardiness, non-performance, etc. based on the situation, time limitations, and/or your wishes.

 

In the event of any supplier/service provider’s cancellation, The Wedding Shop may substitute a new supplier/service provider with or without advance notice to the couple at its discretion and any additional costs to be paid by the couple.

 

The Wedding Shop may provide certain outdoor wedding locations subject to a special permit from the federal, state, or local government agencies. The bridal couple agrees that they and their invited guests will abide by such permit requirements while on state or federal land. The Wedding Shop operates in accordance with the USDA policy which prohibits discrimination on the basis of race, color, sex, age, handicap, familial partners, religions, and/or national origin.

 

 

CHANGES/CANCELLATION:

In the event the bridal couple is forced to change the date of the wedding, every effort will be made by The Wedding Shop to transfer location reservations, sub-contractors, and The Wedding Shop support to the new date. The bridal couple agrees that in the event of a date change, any expenses, including but not limited to, deposits and fees that are non-refundable and non-transferable are the sole responsibility of the bridal couple. There may also be additional charges above and beyond those set in the original contract. The bridal couple further understands that last minute changes can impact the quality of the event and that The Wedding Shop is not responsible for these compromises in quality.

 

If the bridal couple changes the date/location of the wedding and we are unavailable to provide services, then The Wedding Shop is released from all contract obligations and shall in no way be held responsible or liable for non-performance. The couple also forfeits all costs for non-compliance with this agreement.

 

You may cancel this agreement, in writing, for any reason. If the wedding is canceled, refunds are limited to unearned fees, funds in excess of unused or non-refundable fees and out-of-pocket expenses. If you cancel less than 30 days before the wedding, there will be no refund. If the wedding is not canceled, there will be no refund.

 

ACTS OF GOD:

If an act of God, such as fire, flood, hurricane, or other natural or human calamity shall cause you to cancel your wedding; we only require payment for the associated time actually spent planning your wedding.

 

SEVERABILITY:

If any provision of this agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforces as so limited.

 

This agreement and any disputes hereunder shall be governed by the laws of the State of Florida, and any disputes hereto shall be adjudged in Bay County, Florida, where the State District Court shall have sole jurisdiction.

 

FEES:

The bridal couple agrees to pay The Wedding Shop by Uniting Happiness a service fee of $_____________, for the use of the previously described wedding services. Any mutually agreed additional services, such as travel expenses the wedding planner may incur, is to be paid by the bridal couple.

 

A non-refundable retainer of 50% is to be sent with this signed contract to secure a booking.

 

The remaining balance is due 30 days before the wedding day.

 

Travel outside of Bay County, or more than 20 miles from The Wedding Shop, may result in an additional mileage fee.

The bridal couple is responsible to pay The Wedding Shop as per this agreement. In the event payment hasn’t been received within two weeks of being invoiced, then The Wedding Shop reserves the right to cancel the contract and your wedding date and time may be re-booked by other parties, without exception and without notice. Payment for expenses and time incurred will still be due to avoid legal action.

 

We accept cash, check, money order, PayPal, or credit/debit cards.

 

ACKNOWLEDGEMENT:

 

If you are in agreement with the foregoing terms, please accept by signing below.

 

Printed Name:________________________________________________________________________

Signature:____________________________________________________________________________

Date:________________________________    Contact Phone Number:___________________________

 

Company Representative:________________________________________________________________

Date:________________________________