It covers event planning for your event, along with any planning, coordination, and on-site management we describe in the proposal you accept (email acceptance counts) and any later written changes we both approve.
We will keep the work organized around one working plan, one master timeline, and one point of contact from our team, so you are not chasing details across long email threads. The terms below explain how we hold your date, how payment and final numbers work, and what happens when plans change.
What you get
We provide event planning for your event as a project, from early planning and vendor coordination through rehearsal (if needed) and on-site management on the event day. We will use the venue walk-through, your priorities, and the proposal you accepted to build the plan we all follow.
Your proposal lists the specific deliverables for your event, including: The problem, What we did, and What changed.
* The problem * What we did * What changed
Holding your date
We only hold an event date once two things happen: you sign, and the 40% retainer is paid. Until then, we may keep talking and even pencil you in, but we cannot turn away other enquiries for the same date.
The retainer is what reserves our team and time, and it is non-refundable if you cancel. If you need to cancel, tell us as soon as you can. That lets us release any soft holds, stop work that would be wasted, and give you a clean summary of where things stand.
Payment
Event planning is booked with a 40% retainer when you sign. The remaining 60% is due before the event, after final numbers are confirmed, by a date we set and share with you in writing. We use that last payment to cover final vendor confirmations, staffing, and the on-site run of show.
We send invoices as the project moves forward. Each invoice is payable within 14 days of the invoice date. If a payment is running late, we will flag it quickly because late payments can affect booking windows, delivery schedules, and what we can confirm on your behalf.
Final numbers
Before the event, we will ask you to confirm your final guest count, plus any dietary needs, accessibility needs, and key timed moments we should build into the run of show. We will give you a final-numbers deadline for your event. That deadline is set by us based on vendor lead times, venue rules, and the amount of coordination still outstanding.
Final numbers are the numbers we plan and order around. Even if fewer guests attend on the day, vendor quantities, staffing, and our remaining 60% balance are based on the final numbers you confirmed.
Changes
Plans change. If you want to add something, remove something, or change direction after you sign, send the request in writing so we can track it against the current plan. We will tell you what it changes (timeline, staffing, vendor quantities, design, or load-in), what it costs if anything, and what it does to deadlines.
We do not start changed work until we both agree the update in writing. Changes close to the event may not be possible, even if you are comfortable with the cost, because vendors lock orders, venues lock access, and there is only so much that can safely shift once the run of show is set.
Working with vendors
Most events involve other suppliers such as the venue, caterer, bar service, rentals, florist, entertainment, photographer, and transport. Unless we agree otherwise in writing for a specific vendor, you book and pay vendors directly and you are their customer. If you want us to handle vendor contracts, we can coordinate the paperwork, deadlines, and signing flow, while you stay the contracting party.
On the planning side, we will manage outreach, confirmations, and arrival windows through one master timeline. On the day, we coordinate load-in, cues, and adjustments so vendors are working from one set of instructions, not conflicting texts from different people.
Extra time and travel
Your proposal will state the planning coverage and on-site coverage included for your event. If the schedule expands, extra events are added, or the day runs longer than planned, extra time is billed at our current rate, with your approval.
We try to spot overtime before it happens. If we can, we will flag it during planning or earlier in the event day, so you can decide whether to extend coverage or adjust the run of show. If something unexpected causes the overage in real time (for example, a late vendor pushing everything back), we will keep the event moving and confirm the added time with you as soon as it is practical.
Moving the date
If you need to move the event date, tell us as soon as you know. We will check availability for the new date and tell you what can transfer, what needs rebooking, and what deadlines change. If we can move the work to the new date, the retainer can move with it. If we cannot, the retainer still stays non-refundable because it held the original date.
If something outside anyone’s control makes the event unsafe or impossible to hold, we will work with you in good faith on a new plan: reschedule where possible, scale the scope to what can still happen, and document decisions so vendors are not acting on mixed signals.
What we are responsible for
We are responsible for the event planning services we provide, and for showing up ready to run the plan we built with you. We will communicate clearly, confirm details in writing, and manage the run of show so the day stays on track.
We cannot promise that other vendors will perform perfectly or that a venue will never have an outage or restriction. When a vendor is late or the timeline slips, we will make a live call on what gets moved, shortened, or cut, based on priorities you approved in advance, and we will coordinate updated load-in and cues so key moments still land.
If you cancel the event planning project, tell us as soon as you can. The 40% retainer is non-refundable because it reserved the date and our team. After that, the amount we keep depends on how close the cancellation is to the event date, using a schedule we set and share with you in writing.
We base any additional amount on the work already completed and the commitments we have made around your date, such as planning time, staffing holds, and vendor coordination already in motion. If there are any costs we paid on your behalf (only where we agreed that in writing), you are responsible for reimbursing those costs.
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