It covers our wedding planning services for your wedding events on the date(s) and at the location(s) listed in your accepted proposal, plus any details we both confirm in writing later. If anything in the proposal and this contract point in different directions, we will talk it through and agree, in writing, which version we are working to before we move ahead.
We will guide the planning, track the moving parts, and run the day so you are not troubleshooting vendors, timing, or access when you should be present with your people.
What you get
We provide wedding planning for your event, from planning and vendor coordination through rehearsal and wedding-day management, as described in your accepted proposal. Our job is to keep the schedule, vendor communication, and access notes lined up so the day runs to the plan you approved.
Your proposal lists the deliverables we will provide, including our on-site coverage and the parts of the day we actively run and cue.
* Lead planner on-site * Coordination team support * Vendor arrivals managed * Ceremony run and cues * Photo and travel timing * Reception flow managed
Reserving your date
We only hold your date once two things are in place: this agreement is signed and the 40% retainer has been paid. Until then, we may keep talking and planning at a high level, but we can still take another booking for the same date.
That retainer is what reserves our calendar and our team time. If you cancel after signing, the retainer is not refunded. If we cannot take your event for a reason on our side, we will return any money you have paid us and we will help with a handoff of planning notes to a new planner, if you want one.
Payment
Our fee for wedding planning is paid in two parts. You pay a 40% retainer when you sign this agreement. The remaining 60% is due before the event, based on final numbers, by a date we set once your vendor list is in place.
We send invoices as planning reaches the next step, and each invoice is due within 14 days of its date. If an invoice is heading toward the due date and you see a problem, tell us right away. We would rather fix it early than have planning tasks stall because a payment question sat unanswered.
Final numbers
Before the wedding we will ask you to confirm your final guest count, meal choices and dietary needs, and any access details we need to run the day, such as stairs, elevators, loading doors, and timing limits at the venue(s). We will set the deadline for this in writing, based on your vendor requirements and timelines.
Those final numbers are what we use to lock catering counts, staffing, rentals, and the run-of-show. Your final balance is charged on those confirmed numbers, even if fewer guests attend on the day, because the vendors and staffing are booked to the final count.
Changes
Plans shift. If you want to change the timeline, locations, vendor list, scope of events, or guest count after signing, email us with what you want to change. We will tell you what it affects next, including vendors that need updated counts, new load-in notes, or different cue timing.
If a change adds work, added hours, or extra site visits, we will price it first and confirm it with you in writing before we do it. Some changes are only possible up to a point before the wedding because vendors need lead time. If a deadline has passed, we will offer the best available options, but we cannot promise a late change will be accepted by every vendor.
Working with your vendors
Most vendors for your wedding are contracted directly by you, and you are responsible for their deposits and payments unless we both agree, in writing, that we are purchasing something on your behalf. We can absolutely work with vendors you already booked. We will collect their contracts, contacts, load-in notes, and payment schedules, then fold them into the master timeline and cue sheet.
On the wedding day we coordinate alongside your venue team and vendors. We manage arrivals, timing, and communication so everyone is working from the same run-of-show. Each vendor remains responsible for delivering their own services, equipment, staffing, and required permits or insurance.
Extra time and travel
Your proposal covers a set amount of planning time and on-site coverage. If the day runs longer than planned, or if we are asked to add time beyond what was booked, we will track the additional time and charge it at our hourly rate. When we can, we will flag overtime before it happens and get your okay while we are on-site.
If your plan includes travel beyond our usual service area, extra site visits, or multiple locations with long gaps or long drives, we will talk through the travel time and costs in advance and confirm what applies in writing. We do not want travel to be a surprise line item after the wedding.
Moving the date
If you need to postpone, tell us as soon as you can. We will ask for the new date and any alternate dates you are considering, then we will confirm, in writing, whether our team is available to move with you. If we are available, we will also confirm how your retainer and any payments already made will be applied to the new date.
Sometimes something outside anyone’s control makes the event impossible or unsafe to hold as planned, such as a venue closure, severe weather, or a major travel disruption. If that happens, we will work with you on a practical reschedule plan and a revised run-of-show. You are still responsible for vendor terms you have agreed to, and we will support communication and rebooking as part of our wedding planning work.
What we are responsible for
We are responsible for delivering our wedding planning services with care: building and updating the timeline, coordinating vendor information, documenting access notes, and running the day to the plan you approved. We cannot guarantee the performance of vendors we do not employ, or the condition of venues and facilities we do not control.
If a vendor is late, a delivery is wrong, or something breaks on-site, we will step in to troubleshoot, communicate, and keep the schedule moving. Our role is to manage the response and the ripple effects. Any refunds, remakes, or replacement costs related to a vendor’s work are handled between you and that vendor, under their contract.
If you cancel
If you decide to cancel wedding planning, email us as soon as you know. The 40% retainer is not refundable because it reserves your date and the planning time we set aside for you.
Beyond the retainer, what you owe depends on how close your cancellation is to the wedding date and how much work has already been completed. We use a simple step schedule that increases as the date gets closer. We will confirm the exact amount in writing based on when you cancel and what we have already delivered, such as venue walk-through notes, vendor sourcing and booking calls, timeline drafts, and your run-of-show and cue sheet. If you have already paid more than the amount owed at cancellation, we will refund the difference.
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