This Destination Wedding Contract sets out how we will work together on your destination wedding planning. It applies once you accept our proposal (if we have sent one) and you and we confirm the booking in writing.
Our job is to plan and coordinate the wedding from the ground in Ireland while you are planning from abroad. The point of these terms is simple: you know what we are doing, what we need from you, how deposits and confirmations are tracked, and what happens if the plan changes.
What you get
We provide destination wedding planning for your wedding events on the date(s) and at the location(s) set out in the accepted proposal or booking summary. This includes planning support in advance, supplier coordination, guest travel coordination, and on-the-day coordination, so the timeline, people, access, and wet-weather plan line up in real life.
* On-site lead planner * Supplier arrivals managed * Ceremony setup check * Timeline and cues run * Guest logistics support * Point person for the venue
Holding your date
We hold your date when two things have happened: you have signed, and we have received the 50% retainer. Until both are in place, we can talk through options and pencil in venue viewings, but we may take another booking for the same date.
That retainer is what blocks time for your project across our team and lets us start work that cannot be “un-done” later, like venue outreach, supplier availability checks, and building your deposit tracker. If you cancel, the retainer is not refunded. If you move the date, the retainer may be able to move with you. That depends on timing and availability, and we confirm it in writing when you ask to postpone.
Payment
Your destination wedding planning project is paid in two stages. You pay 50% as a retainer when you sign, and we start work once that retainer is received. The remaining 50% is due before the event, based on final numbers, by a date we set and confirm with you in writing.
We invoice in USD. Each invoice is payable within 14 days of its date. We cannot confirm new bookings with venues or suppliers in your name, or release our final run sheet for the day, while an invoice is overdue. If an overseas transfer is involved, you are responsible for any bank charges at your end so the invoice amount arrives in full.
Final numbers
Before the wedding, we will ask you to confirm your final guest count, plus any key details suppliers need to staff and order correctly. That includes meal choices, dietary requirements, allergies, and access needs, and it includes the core timings we are working to (ceremony time, meal time, transport windows).
We set the final-numbers deadline for your wedding and confirm it in writing. From that deadline onward, we plan, order, and staff to the number you confirmed, even if fewer guests attend on the day. Your balance invoice is based on those final numbers. If you discover a mismatch in the count, tell us right away so we can check what can still be adjusted with the venue and suppliers.
Changes to the plan
If you want to change the plan after you have signed, email us with what you want to change and when you want it to take effect. We will check what the venue and suppliers can accommodate, then we will tell you any cost or timing impact before we act on the change. If the change affects deposits already paid, we update the deposit tracker so you can see what moved, what was lost, and what is newly due.
Some changes stop being possible close to the wedding because suppliers lock staffing, stock, and access. We will tell you the cut-off dates we are working to once your key suppliers are booked. Work already completed remains part of the agreed package price, even if you later change direction.
Suppliers and contracts
We coordinate venue and supplier holds, contracts, and deposits, and we keep a deposit tracker showing what has been paid, who holds it, what it secures, and what the next due dates are. This is one of the main ways we protect you from surprises when you are planning from overseas.
Unless we agree otherwise in writing, your contracts are directly between you and each venue or supplier (for example catering, band, photography, transport, celebrant, and accommodation). You are responsible for the supplier’s fees and for signing their terms. We manage the process and the details, but we cannot change a supplier’s terms for you. If you want us to sign on your behalf for a specific supplier, we must agree that in writing first.
Extra time and travel
Your booking covers the planning scope and the on-the-day coverage described in the proposal. If the day runs beyond what you booked, or if you add extra events, extra site visits, or extra meetings that are not in scope, we will tell you as soon as we can and we will price the extra work before we do it.
On the wedding day itself, we know timelines move. If we are asked to stay on longer because speeches run late, transport is delayed, or weather changes the flow of the day, we will agree the extra time with your on-the-day decision-maker before we commit, where it is practical to do so. Extra time and any additional travel are charged at our rate, which we will confirm with you in writing.
Moving the date
If you need to move the wedding date, tell us as soon as you are considering it. The earlier we know, the more we can do to protect deposits, release holds properly, and secure alternative availability. When you ask to postpone, we will map out what needs to change first: venue date move, key suppliers, guest travel and accommodation, then everything else.
If the new date is available with us, we will confirm in writing whether your retainer can move to the new date and what, if anything, is due to cover work already done and the extra work created by the move. If something outside anyone’s control means the event cannot go ahead as planned, we will still be paid for work already completed, and you remain responsible for any venue or supplier charges under your contracts with them.
What we are responsible for
We are responsible for providing destination wedding planning with reasonable care, and for running the day according to the final plan you have approved. If we make an administrative mistake that directly causes you a loss (for example, we confirm the wrong ceremony time in writing to a supplier after you have approved the correct one), tell us as soon as you spot it so we can fix it and limit the knock-on impact.
We are not responsible for the performance, safety, or actions of venues and suppliers you contract with directly, and we cannot guarantee weather, ferry or flight schedules, or the availability of public services. We will help you plan for these realities, including a wet-weather backup plan and clear decision points, but we cannot control them.
If you cancel
If you decide to cancel, email us as soon as you can. We will acknowledge the cancellation, stop any further bookings in progress, and let suppliers know where we are authorised to do so. We will also send you an updated deposit tracker showing what has already been paid, what is recoverable, and what is now at risk under your supplier contracts.
Your 50% retainer is not refundable. Beyond the retainer, the amount you owe (or we keep) depends on how close the cancellation is to the wedding date, because our work and your supplier commitments ramp up as the date approaches. We set the cancellation schedule for each booking and confirm it with you in writing. Any venue or supplier cancellation charges remain your responsibility under your contracts with them.
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