Terms and Conditions

TERMS AND CONDITIONS

1) Definitions

Planning Services: Professional event planning, design direction, vendor curation, logistics coordination, production schedules, and on‑site management as listed in the signed proposal/scope.

Travel Services: Group travel consulting and booking management for rooms and/or air/ground transfers via licensed suppliers, including room blocks, group contracts, and guest support.

Vendors/Suppliers: Independent third parties (venues, caterers, florists, entertainment, photographers, hotels, airlines, transfer companies, etc.).

Proposal/Scope: The written estimate and service description approved by Client; incorporated herein.

Non‑Recoverable Costs: Any fees, deposits, or expenses paid to third parties that are not refundable or are only available as credits.

2) Scope of Services

2.1 Inclusions. We will provide the Planning and/or Travel Services specifically listed in the approved proposal, delivered through our client portal and standard workflows.
2.2 Exclusions. Unless expressly included in your scope, our services do not include: legal advice; accounting/tax advice; venue contracting on Client’s behalf; manual labor setup/teardown beyond customary styling; childcare; security; valet; construction; translation; customs brokerage; or professional licensure services in your jurisdiction.
2.3 Wedding Planner vs. Wedding Coordinator. Venue coordinators represent the venue. We advocate for you and oversee the overall experience, vendor team, and timeline.
2.4 Travel Agent Role. When engaged for Travel Services, we act as an advisor/booking agent for third‑party suppliers. Supplier terms govern all reservations.

3) Fees, Retainer, Payments, and Taxes

3.1 Retainer. A non‑refundable retainer of 20% is due upon approval to secure your date unless your proposal states the service is due in full. This amount is required to commence work. No scheduling or work begins until the retainer clears.
3.2 Payment Schedule. The remaining balance is due in monthly installment(s) on the 5th with final payment no later than 45 days before the first event date.
3.3 Methods & Fees. ACH/bank transfer preferred. Card payments may incur a processing fee of up to 3%. International wire fees and currency conversion charges are Client’s responsibility.
3.4 Late Payments. Balances not received by the due date accrue the greater of 1.5% per month or the maximum lawful amount. We may pause work and/or withhold documents/timelines if any invoice is overdue.
3.5 Chargebacks. Initiating a chargeback constitutes material breach. Client remains liable for all amounts due plus recovery costs, including attorney’s fees where permitted.
3.6 Taxes. Sales/use or occupancy taxes (where applicable) are added to invoices.
3.7 Estimates. Budget figures are good‑faith estimates only and may vary due to market pricing, availability, and currency changes.

4) Changes, Upgrades, and Overtime

4.1 Change Requests. All changes must be requested in writing via email/portal. Changes may impact timeline and cost.
4.2 Additional Staffing. We will recommend staffing based on guest count, venue layout, and complexity. Additional staff billed per the approved proposal or rate card.
4.3 Overtime. On‑site hours beyond the contracted coverage are billed at $75/hour per Lead Planner and $50/hour per Assistant, with a one‑hour minimum, invoiced post‑event.
4.4 After‑Hours Requests. Meetings outside business hours (Mon–Thurs 9:00–6:00 ET) or on holidays may incur premium rates.

5) Cancellations, Postponements, and Credits

5.1 Client Cancellation. If Client cancels for any reason, the retainer and all Non‑Recoverable Costs are forfeited. In addition, a cancellation fee applies to the Planning Fee:

>180 days before Event: forfeiture of retainer + Non‑Recoverable Costs.

179–120 days: 50% of the remaining Planning Fee.

119–60 days: 75% of the remaining Planning Fee.

<60 days: 100% of the remaining Planning Fee.
Supplier penalties may be more restrictive and will control.
5.2 Postponement/Reschedule. Subject to availability, a one‑time date move within 12 months may be offered. A Reschedule Fee of the greater of $1,500 or 15% of the Planning Fee applies, plus any supplier change fees and price differences. Additional moves are treated as cancellations.
5.3 Supplier‑Initiated Changes. If a supplier cancels, changes dates, or ceases operations, we will assist with reasonable rebooking efforts. Remedies are limited to those available from the supplier(s).
5.4 Credits vs. Refunds. Many suppliers issue future travel/event credits in lieu of cash refunds. Credits and their terms are solely governed by the supplier.

6) Force Majeure

Neither party is liable for failure to perform due to events beyond its reasonable control (e.g., acts of God, epidemics, government orders, labor disputes, extreme weather, war, civil unrest, utility outages). Client remains responsible for fees for work already performed, Non‑Recoverable Costs, and any supplier penalties. If performance becomes illegal or impossible, the parties will use good‑faith efforts to reschedule per Section 5.2.

7) Vendor & Venue Relationships

7.1 Independent Contractors. Vendors and venues are independent entities. We do not own, operate, or control them and are not responsible for their acts/omissions.
7.2 Selection & Payment. We curate options and negotiate in Client’s best interest; final selection is Client’s decision. Client enters contracts directly with vendors unless otherwise stated and is responsible for vendor payments and compliance with vendor terms.
7.3 Insurance & Compliance. Client is responsible for confirming that vendors maintain required licenses and insurance. Event insurance is strongly recommended (liability and cancellation).
7.4 Venue Rules. Client is responsible for compliance with venue rules, curfews, sound restrictions, fire codes, décor guidelines, and any fines/fees for violations or damages.

8) Travel Services: Room Blocks, Air, Transfers, and Insurance

8.1 Supplier Terms Govern. For all travel services, supplier terms (hotel/airline/transfer company) control rates, inclusions, change fees, and penalties.
8.2 Room Blocks & Attrition. Group contracts may include minimum pickup, attrition, and name/date change deadlines. Shortfalls or late changes may result in penalties billed to Client.
8.3 Rate Parity & Promotions. Group rates are negotiated with added benefits; public promotions may differ. Substituting non‑block bookings may jeopardize concessions and incur penalties.
8.4 Guest Payments. Unless otherwise stated, guests are responsible for their individual reservations and payments. We can provide a booking portal and guest support per scope.
8.5 Passports, Visas, and Health Requirements. Client and guests must hold passports valid 6 months beyond travel dates and obtain any required visas or vaccinations. We are not responsible for denied boarding/entry.
8.6 Air Travel. Airlines may change schedules/equipment; seat assignments and baggage allowances vary. We are not responsible for delays, cancellations, missed connections, or lost luggage.
8.7 Travel Insurance. We strongly recommend comprehensive travel protection (trip cancellation/interruption, medical, evacuation). If Client declines, Client assumes all risk.
8.8 Mobility/Accessibility. Accessibility standards vary by country. We will request reasonable accommodations from suppliers as available.

9) Client Responsibilities

9.1 Timely Decisions. Provide decisions/approvals within requested timelines. Delays may limit options or increase cost.
9.2 Accurate Information. Provide accurate guest counts, dietary needs, names, and travel details.
9.3 Conduct & Safety. Client is responsible for guest conduct, including alcohol service policies and local laws. Hazardous activities (e.g., fireworks, watercraft, cliff areas) require prior approval and may be prohibited or require licensed operators.
9.4 Staff Meals & Breaks. Provide hot vendor meals and non‑alcoholic beverages for our on‑site team and key vendors for events exceeding 6 hours.
9.5 Lodging & Transfers for Team. For destination events, Client provides on‑site lodging and ground transfers for our team for nights listed per the scope identified in the proposal, including travel days as needed.
9.6 Shipping & Customs. Client is responsible for shipping timelines, customs declarations, duties, taxes, and replacement of delayed/lost items.

10) Creative, Deliverables, and Approvals

10.1 Design Direction. We translate your vision into a cohesive plan. Specific items may be subject to availability and regional regulations.
10.2 Proofs & Sign‑Off. Client must review proofs (stationery, signage, layouts) carefully. Written approval is binding; post‑approval changes incur additional fees and may not be possible.
10.3 Photography/Video Usage. Unless you opt out in writing, you grant us a non‑exclusive, worldwide, perpetual license to use event images and video featuring our work for portfolio, web, social, submissions, and awards. We will credit photographers when possible. You represent that you have authority to grant this release for imagery you provide.
10.4 Intellectual Property. Our concepts, templates, and documents remain our intellectual property. Client receives a limited license to use deliverables for personal, non‑commercial purposes.

11) Communication Standards

11.1 Business Hours. Mon–Thurs, 9:00–18:00 ET. Wedding week and event‑day coverage per timeline.
11.2 Channels. Email and client portal are the official channels for decisions and approvals. Text/DMs are for time‑sensitive day‑of coordination only.
11.3 Response Times. We aim to reply within 1–2 business days; complex requests may require additional time.
11.4 Decision Authority. Identify one decision‑maker for final approvals.

12) Liability, Indemnity, and Insurance

12.1 Limitation of Liability. To the maximum extent permitted by law, our total liability for any claim is limited to the amount of Planning Fees actually paid to us under your agreement, excluding third‑party costs. We are not liable for indirect, incidental, or consequential damages.
12.2 Indemnity. Client agrees to indemnify and hold us harmless from claims, damages, or expenses arising from Client’s or guests’ actions, misrepresentations, rule violations, or use of vendors not recommended or managed by us.
12.3 Event Insurance. We strongly recommend purchasing event liability and cancellation insurance. Proof may be required by certain venues/vendors.
12.4 No Warranty. We do not guarantee outcomes dependent on third parties, weather, or governmental actions.

13) Privacy and Data Protection

We collect only necessary personal data to perform Services (names, contact details, travel info). We use reputable platforms for secure processing. We do not sell personal data. We may share data with vendors/suppliers solely to fulfill Services. Upon written request, we will delete reasonable personal data after legal retention periods.

14) Subcontracting and Staff Substitution

We may assign qualified subcontractors or substitute team members of comparable skill if illness, emergency, or logistics require. We remain responsible for overall service quality.

15) Dispute Resolution and Governing Law

15.1 Good‑Faith Resolution. Parties will first attempt to resolve disputes through good‑faith discussions.
15.2 Mediation/Arbitration. If unresolved, the dispute will proceed to non‑binding mediation, then binding arbitration in Mecklenburg County, North Carolina, under the rules of the American Arbitration Association. Each party bears its own costs and shares mediator/arbitrator fees equally unless otherwise ordered.
15.3 Governing Law. This Agreement is governed by the laws of the State of North Carolina, without regard to conflict‑of‑law principles.