1.1 Coordination Services (Included)

Coordinator will provide the following services:

a. Serve as primary point of contact for all vendors beginning 90 days before the Event, unless otherwise agreed.
b. Create and manage detailed wedding day timeline and vendor schedule.
c. Conduct venue and vendor confirmations 30–45 days prior.
d. Coordinate ceremony rehearsal, ceremony, and reception on the Event date.
e. Direct vendor load-in and load-out, guest flow, and Event execution.
f. Review layouts, seating plans, and décor placement provided by Client.
g. Setup of small personal décor items (signage, place cards, favors, table numbers, etc.).

h. Curated list of all decor and rental items.
h. Assist with day-of problem solving and on-site coordination of up to 12 hours.

i. Provide day-of emergency kit.

2. MEETINGS & COMMUNICATION

Because this is a destination wedding with an extended planning timeline, Coordinator will provide structured meeting support as follows:

a. Up to eight (8) scheduled planning meetings via Zoom, held between booking and one month prior to the wedding.
b. One (1) final logistics meeting 15–30 days prior.
c. One (1) rehearsal on-site the day before the wedding.
d. Additional meetings may be requested at a rate of $150/meeting.

Meeting Structure & Boundaries

• Meetings must be scheduled at least 7 days in advance, subject to Coordinator availability.

• Unlimited email communication is permitted with a 2-3 business day response time.

• Urgent day-of-event matters will be handled on-site.

3. TRAVEL, LODGING & TRANSPORTATION

Because this is a destination wedding, Clients agree to provide and/or reimburse the following:

3.1 Airfare

Clients shall pay for Coordinator’s roundtrip airfare to Hawaii.
Coordinator shall select her own travel dates and flight schedule to ensure reasonable arrival time for rehearsals, meetings, and Event setup.

3.2 Lodging

Clients shall provide lodging accommodations for Coordinator for:

a. One (1) night before the rehearsal through the day after the wedding.

Nights can be adjusted depending on the wedding weekend timeline, but typically this is 3 nights.

3.3 Ground Transportation

Clients shall provide or reimburse:

• a. Transportation to and from airports

• b. Transportation to/from the wedding venue and rehearsal venue (if off-site)

If rental car is needed, Clients agree to cover the full rental period.

4. VENDOR & VENUE ACCESS REQUIREMENTS

Clients shall ensure all vendors and the venue(s):

a. Allow Coordinator reasonable access for setup, coordination, and breakdown.
b. Receive Coordinator’s contact information at least 90 days prior.
c. Are contractually responsible for their own performance. Coordinator is not liable for third-party vendor failures, delays, misconduct, or cancellation.

5. DECOR & SETUP LIMITATIONS

Coordinator provides setup for small, personal décor items only, including:

• Signage

• Guestbook

• Table numbers

• Escort cards

• Small centerpieces (non-professional installs)

• Memory table items

• Minor décor not requiring tools, ladders, or installation staff

Coordinator does not provide:

• Floral installations

• Heavy décor

• Ladder work or suspended installations

• Professional lighting or sound setup

• Vendor-grade décor setup requiring a licensed installer

  6. ADDITIONAL EVENTS

  If Clients request coordination for welcome parties, rehearsal dinners, post-wedding brunches, or additional days, these may be added at an additional rate of $400 per event.

• 7. PAYMENTS & RETAINER

  • 7. PAYMENTS, RETAINER & TRAVEL COSTS

    7.1 Coordination Fee

    The Coordinator’s coordination fee is $0.00, provided all required travel expenses are fully paid by the Client.

    7.2 Travel Deposit

    Clients shall pay a $500 Travel Deposit at the time of booking to secure the Coordinator’s services and confirm the Event date.

    • a. Refundable once Coordinator’s airfare and lodging are booked by the Client (refund issued within 7 business days).

    • b. If Clients cancel, the $500 deposit becomes non-refundable as liquidated damages.

    7.3 Travel Expenses

    All airfare, lodging, and transportation costs are to be:

    • a. Paid directly by Client,

    7.4 Event Date Not Secured Without Deposit

    Event date is not reserved or guaranteed until:

    1. a. $500 Travel Deposit is paid, and

    2. b. Coordinator receives acknowledgment of Agreement

    8. CANCELLATION & POSTPONEMENT

    • a. If Client cancels, the Travel Deposit is forfeited.

    • b. Coordinator will refund deposit if she cancels due to emergency and offer a replacement coordinator.

    • c. For postponed Events, Coordinator will make reasonable efforts to accommodate the new date, subject to availability. Additional fees may apply.

      9. LIMITATION OF LIABILITY

      Coordinator is not liable for:

      • a. Acts of nature, weather, travel delays or cancellations

      • b. Loss or damage to personal property

      • c. Vendor errors or non-performance

      • d. Venue restrictions

      • e. Illness or injury of guests

      Clients agree to indemnify Coordinator from claims arising from these matters.

      10. Media Release

      You grant permission for photos or videos taken by your coordinator to be used for marketing, unless you opt out by emailing within 24 hours of booking.

      11. MISCELLANEOUS

      • a. Entire Agreement represents the full understanding between Parties.

      • b. Amendments must be in writing and signed by both Parties.

      • c. Governed by the laws of Washington State.

      • d. Coordinator is an independent contractor.

      • e. Coordinator may bring an assistant if necessary and agreed upon; additional travel/lodging fees may apply.

        11. Acceptance of Terms

        By submitting your payment, you confirm that you have fully read, understood, and agree to the terms of this service agreement.