1.1 Coordination Services (Included)

Coordinator will provide the following services:

a. Up to 10 hours of wedding day coordination.

b. 1 lead coordinator plus 1 assistant coordinator.

c. Serve as primary point of contact for all vendors beginning 30 days before the Event, unless otherwise agreed.
d. Create and manage detailed wedding day timeline and vendor schedule.
e. Conduct venue and vendor confirmations 15-30 days prior.
f. Coordinate ceremony rehearsal, ceremony, and reception on the Event date.
g. Direct vendor load-in and load-out, guest flow, and Event execution.
h. Review layouts, seating plans, and décor placement provided by Client.
i. Setup of small personal décor items (candles, linens, signage, place cards, favors, table numbers, etc.).

j. Curated list of all decor and rental items.
k. Assist with day-of problem solving and on-site coordination of up to 10 hours.

l. Provide day-of emergency kit.

m. Collaborate through our planning portal (Dream Space)

n. Provide transition announcements throughout the night either with DJ or myself.

2. MEETINGS & COMMUNICATION

Coordinator will provide structured meeting support as follows:

a. Up to four (4) scheduled planning meetings via Zoom, held between booking and 1 week prior to the wedding.
b. One (1) rehearsal on-site 1-3 days before the wedding.
c. Additional meetings may be requested at a rate of $150/meeting.

Meeting Structure & Boundaries

• Meetings must be scheduled at least 2 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, MEALS, LODGING & TRANSPORTATION

a. There will not be an addtional fee for travel, lodging or transportation.

b. Client will provide coordinator and any assistants 1 catered vendor meal each during dinner service.

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 30 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 and reception tables, including:

• Signage

• Guestbook

• Table numbers

• Escort cards

• Small centerpieces (non-professional installs)

• Memory table items

• Reception Tables

• Welcome Table

• 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, post-wedding brunches, or additional days, these may be added at an additional rate of $400 per event.

• 7. PAYMENTS, RETAINER & TRAVEL COSTS

  7.1 Coordination Fee

  The Coordinator’s total coordination fee for services under this Agreement is $1,400

  7.2 Retainer

  Clients shall pay a non-refundable retainer of $350 at the time of booking to secure the Coordinator’s services for the Event date.

  The retainer shall be applied toward the total coordination fee.

  7.3 Payment Schedule

  After the $350 retainer is paid, the remaining balance of $1,050 may be paid in three additional installments of $350 each.

  The payment schedule shall be as follows:

  • First payment: $350 due on or before January 23rd , 2027

  • Second payment: $350 due on or before April 23rd, 2027

  • Final payment: $350 due on or before July 23rd, 2027, which is one week prior to the wedding date

  All payments must be made in full by the final payment deadline.

  7.4 Event Date Not Secured Without Retainer

  The Event date is not reserved or guaranteed until:

  a. The signed Agreement is received by the Coordinator; and
  b. The $350 non-refundable retainer is paid in full.

  8. CANCELLATION & POSTPONEMENT

  8.1 Cancellation by Client

  If Clients cancel this Agreement for any reason, the $350 retainer shall be forfeited and remain non-refundable.

  If cancellation occurs after additional payments have been made, any amounts paid beyond the retainer may be handled at the Coordinator’s discretion unless otherwise stated in this Agreement.

  8.2 Cancellation by Coordinator

  If the Coordinator must cancel due to illness, emergency, or circumstances beyond her control, the Coordinator shall refund all amounts paid by Clients and, if possible, make reasonable efforts to provide a replacement coordinator.

  8.3 Postponement

  If Clients postpone the Event, the Coordinator will make reasonable efforts to accommodate the new date, subject to availability. Rescheduling is not guaranteed. Additional fees may apply for a postponed Event.

  • 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.

        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.