It covers our wedding day coordination for your wedding events, along with any add-ons listed in your accepted proposal. If something is in the proposal and not repeated here, it is still included, and these terms explain how we will work together when we are making decisions, confirming vendors, and running the day.
Scope of work
We will provide wedding day coordination for the wedding date and the events we agreed to cover (such as the rehearsal). Our job is to take point, run the timeline, and manage vendor flow so you are not fielding calls and texts while you are getting married. The specific deliverables included in your package are listed in your proposal, including the items below.
* Lead coordinator onsite * Rehearsal run-through * Vendor arrivals and access * Ceremony lineup and cues * Reception timeline management * Room flip supervision
Holding your date
We only hold your wedding date when two things happen: you sign this agreement and you pay the retainer. Until then, we may still take another booking for the same date.
The retainer is 25% of the total price. It is the payment that reserves the date and blocks our team time for timeline work, vendor confirmation, and rehearsal planning. If you cancel, the retainer is not refundable. What happens with any other amounts you have paid is covered under Cancellation below.
Payment
You are booking wedding day coordination as a project. Payment is split into two parts. A 25% retainer is due when you sign this agreement, and it reserves your date on our calendar.
The remaining 75% is due before the event, based on your final numbers, by a date we set and confirm with you in writing. We will invoice for the retainer and the balance. Each invoice is payable within 14 days of its date. If an invoice is coming due close to the wedding, you still need to pay it by the due date so we can keep staffing, vendor calls, and rehearsal time locked in.
Final numbers
By a deadline we set before the wedding, you will send us your final guest count, your confirmed vendor list, and any key notes we need to run the day (dietary flags for plated meals, accessibility needs, room restrictions, and any venue rules that affect timing or access). We use this to lock the timeline, staffing plan, and vendor arrival sheet.
Your final guest count is the number we plan and bill from, even if fewer guests attend. If you change the count or vendor list after the deadline, we will do our best to adjust, but it may require added coverage, added time onsite, or added fees that we confirm with you in writing before we commit to them.
Changes
If you want to change the plan after you sign, email us the change. Common examples are moving the ceremony time, adding a first look, changing the room flip plan, swapping a vendor, or changing who is giving toasts. We will update the timeline and vendor notes, and we will flag anything that affects access, setup time, staffing, or rehearsal flow.
If a change affects our time or what we need to manage on the day, we will price it and get your written approval before we do the added work. Changes are also time-sensitive. Close to the wedding there is a point where we may not be able to rebuild the timeline, rework vendor arrivals, or add new tasks without adjusting coverage. We will tell you what is still workable when you ask.
Working with vendors
You book and pay your other vendors unless we have agreed in writing to do something different. Your agreements with the venue, caterer, photographer, florist, DJ or band, transportation, and any rentals are directly between you and them. We do not control their pricing, staffing, or performance.
Once we start vendor confirmation, you will direct day-of questions to us, and we will do the same with vendors. We will confirm arrival times, load-in instructions, and the best phone numbers for the week of the wedding. If a vendor needs a decision only you can make, we will bring you clear options, get your answer, and then carry the call out so you are not stuck managing a group chat on your wedding day.
Extra time and travel
Wedding day coordination includes up to 10 hours onsite, starting at the agreed arrival time. We will confirm the arrival time with you as the timeline is finalized, based on setup needs, vendor load-in, and the ceremony start.
If the day runs longer than planned, we can often stay, but it depends on team availability and venue rules. When we can, we will talk with you (or your designated decision-maker) before we run over, confirm the additional hours, and confirm the rate in writing before the wedding. Travel or logistics outside our usual area, or venue requirements that add significant dock or street-access time, may also add cost. We will flag that as soon as we can, once we have the venue’s load-in instructions.
Moving the date
If you need to move your wedding date, tell us in writing as soon as you can. If we are available on the new date, we will move your booking and apply what you have already paid to the rescheduled event. If we are not available, or if the new date requires a different level of coverage, we will explain your options and what we can and cannot transfer.
Sometimes a wedding cannot happen for reasons nobody can control, like venue closure, severe weather, widespread travel disruption, or an emergency that makes it unsafe or impossible to hold the event. In those situations we will work with you in good faith to reschedule if we can. If we have already done work and held the date, you still cover the work completed and any non-recoverable time reserved for your event. We will put the revised plan and any updated due dates in writing.
What we are responsible for
We will run the day using the timeline and information you and your vendors provide, and we will take point on communication so the right people get answers quickly. We are not responsible for a vendor’s late arrival, no-show, or performance issues, and we are not responsible for venue restrictions, security policies, or staffing decisions that are outside our control.
We also cannot promise an exact timeline outcome when guests, weather, traffic, speeches, photos, or venue constraints push things off schedule. When timing shifts, we will make a call in the moment, or bring you options if it is your decision, and then we will communicate the adjustment to the vendor team so the day keeps moving.
Cancellation
If you need to cancel, tell us in writing. Your retainer is not refundable because it is what holds your date and reserves our team capacity.
Beyond the retainer, the amount you owe or the amount we keep depends on how close the cancellation is to the wedding date. We set the time windows and amounts for those steps, and they increase as the date gets closer because more planning time is completed and we turn away other work. If you cancel after the balance has been invoiced, you are still responsible for the portion that applies at the time you cancel, even if the invoice due date has not arrived yet. We will confirm the cancellation effective date and the final amount in writing.
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