We are your planning team for your wedding, and you are hiring us for full planning as described in the proposal you accepted and any written updates you and we agree later. We will keep the plan moving, keep decisions tracked in writing, and keep vendors aligned as the details tighten. These terms explain how we work together so you are not the clearinghouse in the final stretch.
What you get
For full planning, we plan and manage the wedding you’re hosting, from early logistics through rehearsal and wedding day coverage, working from your venue rules, vendor contracts, and your priorities. We handle the coordination pieces that keep a mountain weekend running on time, including access, load-in, and a workable rain plan.
Your proposal lists the deliverables included, including: Wedding day coordination lead; On-site planning coordinator; Vendor check-in and load-in control; Timeline cueing and ceremony run; Rain plan or pivot execution; Point of contact for family and wedding party.
* Wedding day coordination lead * On-site planning coordinator * Vendor check-in and load-in control * Timeline cueing and ceremony run * Rain plan or pivot execution * Point of contact for family and wedding party
Holding your date
We only hold your date once two things happen: you sign this agreement and we receive the 30% retainer. Until then, we may talk through options and look at calendars, but we cannot turn down other inquiries for the same date.
We treat the retainer as earned as we do the work. If you cancel, the retainer is the amount we keep. If you’re unsure about moving forward, tell us before you sign so we can talk through timing and next steps without locking you into a date you are not ready to hold.
Payment
You pay in two parts. When you sign, you pay a 30% retainer to start work and reserve the date. The remaining 70% is due before the event, based on your final numbers, by the date we set.
Invoices are payable within 14 days of the invoice date. Planning often runs alongside vendor due dates. If we see a vendor deadline that comes up sooner than 14 days, we will flag it so you can pay that vendor on time. We cannot guarantee a vendor’s availability, pricing, or delivery unless they are booked and paid on their terms.
Final numbers means the guest count we will plan from, plus the details that change staffing and setup, like meal counts, dietary notes, seating plan needs, access limitations, and any special load-in requirements. You agree to give us your final guest count by the deadline we set for your wedding, and we will put that deadline in writing once your planning calendar is in place.
We use final numbers to lock rentals, staffing, and the run of show. Your balance is charged on those final numbers even if fewer guests attend, because we are booking the team, time, and orders around the count you confirm.
Changes
Plans change as you book vendors, walk the venue, and tighten the layout. If you want to add events, add locations, change timing in a way that affects access or load-in, or change guest count in a way that adds hours or staffing, email us with what you want to change so we can price it.
We will confirm any fee change in writing before we do the added work. Some changes also have a practical cut-off because vendors need time to order, staff, and schedule. We will tell you, in writing, when a requested change is no longer workable without risk to timing, rentals, or service.
Working with vendors
You choose and hire your vendors, and your contracts are directly with them unless we both agree in writing that we are booking a specific item on your behalf. You are responsible for vendor payments and for meeting their deadlines. We will help you shortlist, reach out, compare terms, and negotiate, but the vendor’s final confirmation comes from their signed contract and paid deposit.
Once planning is underway, we will ask vendors to copy us on planning emails and send schedule questions to us. If a venue or vendor will only take direction from you, we will draft the message for you and you will send it from your address so the vendor hears it from the right contact.
Extra time and travel
Full planning is built around a planning workload plus the wedding weekend coverage described in your proposal and timeline. If the schedule expands, access changes create more on-site hours, or you add events that require additional staffing, that can push us into extra time.
If extra hours or additional travel are needed, we will tell you as soon as we see it and quote our rate before we commit the team. When overruns happen on the day due to delays, weather pivots, or venue restrictions, we will do our best to confirm the added time with you in the moment, then we will follow up in writing after the event with what happened and what is owed.
Moving the date
If you need to move your wedding date, tell us as soon as you can. We will look at our calendar and, if we are available for the new date, we will move your booking and apply what you have already paid to the new date. If we are not available, we will treat it as a cancellation because we cannot hold two dates for the same project.
Sometimes something outside anyone’s control forces a pause or a full stop. When that happens, we will work with you on a practical path: documenting what is already booked, releasing what we can cleanly, and helping you reset the plan if the event can be rescheduled. Any new date, scope change, or added work will be confirmed in writing.
What we’re responsible for
We are responsible for the planning and coordination work we control: keeping the timeline workable, tracking decisions in writing, confirming vendor plans, and showing up with the agreed team to run the day. We cannot promise the performance of vendors you hire, the venue’s staffing and rules, or conditions on the property like weather, road closures, or power issues.
If a vendor, venue, or guest creates a safety issue or prevents us from doing our job, we may pause coordination until it is safe and workable to continue. If something goes wrong, you agree to tell us as soon as you can so we can document it, communicate with the right people, and help you make the next best call.
If you cancel, tell us as soon as you can so we can release dates cleanly, stop work that would run up costs, and help you notify vendors in an orderly way. The 30% retainer is the amount we keep, and any additional amount kept depends on how close the cancellation is to the wedding date.
Because planning work ramps up in the last stretch, we use cancellation windows that step up as the date gets closer. We will list those windows and amounts in writing for your project so you can see, at a glance, what applies if you cancel at different points. Any unpaid balance that is due under those windows remains payable within 14 days of the invoice date.
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