Terms of Service

1. RELATIONSHIP WEDDING
PLANNER - CLIENTS 

1.1. The Clients – as wedding hosts – contract the event agency Dream Wedding and Events to render the agreed event planning service package, for the agreed fees. The Wedding Planner starts fulfilling herewith listed contractual obligations after the contract is signed and after receiving the booking fee to their account, and ends on the wedding day, or on the day of the last wedding event the Wedding Planner was contracted to coordinate, as soon as the event is finished. 

1.2. The Clients are considered one unit in the communication process, meaning it is assumed that any request or information provided by one of them is internally agreed upon by both. The Wedding Planner is not liable for any inconveniences that arise from actions that have not been previously discussed and/or agreed upon by the Clients. 

1.3. Upon written request, the Wedding Planner can also act as an intermediary and make payments for and in the name of the Clients for the suppliers/service providers. The Wedding Planner shall not be a contractual party to the supply/services. Contracts shall be closed between the supplier of the products/services and the Clients. The Wedding Planner shall not be liable to the Clients for obligations of the supplier/service providers and shall not be liable to the supplier/service providers for the obligations assumed by the Clients. The Wedding Planner shall only act as an intermediary and, within 3 (three) working days since after the Wedding Planner has received such a request, as well as the money from the Clients for this purpose, and all the necessary information to make the payment, shall transfer the amounts into the accounts of the vendors’ services/products.

1.4. Any errands that are to be run on behalf and on account of the Clients have to be explicitly documented in written form. This concerns especially public-law (e.g. registration of the event at the appropriate authorities) or private-law acts, room rental, closing and paying catering contracts, or any contracts with artists, vendors or subcontractors.

1.5 Non-Disparagement. You understand and agree that as a condition for payment to you of the consideration herein described, you shall not make any false, disparaging or derogatory statements to any social media channels, media outlet, industry group, financial institution or current or former employee, consultant, client or customer of the Company regarding the Company or any of its directors, officers, employees, agents or representatives or about the Company’s business affairs and financial condition.

2. PERFORMANCE OF SERVICES

2.1. The Wedding Planner is bound to provide the agreed services according to the principles of „obligation for executive care”, considering the Clients' best interest. The Wedding Planner agrees to exercise reasonable care and skills in providing all services agreed under the terms of this Agreement. The Wedding Planner is especially bound to the meticulous consulting of the Clients, careful selection and supervision of vendors and subcontractors.  

2.2. Nothing in the agreement between Wedding Planner and Clients shall be construed to create an employee-employer relationship between the Wedding Planner and the Clients, and this will be a collaborative, professional relationship of equals, where mutual professional respect, courtesy and consideration are expected. The Wedding Planner is an independent contractor and not an employee of the Clients.

2.3. Should the event require it, the Wedding Planner will provide assistants in order to fulfill the Agreement. These assistants will abide by all terms of the Agreement between Wedding Planner and Clients. The decision to use assistants is at the sole discretion of the Wedding Planner.

2.4. The Parties agree that the Wedding Planner may assign some or all of the obligations arising out of an Agreement to trustworthy and equally experienced industry partners, subject to the prior written consent of the Clients. The Clients are not entitled to raise claims directly to the third party.

2.5. Basic office support receives 48-72 hour attention. Each new or special project requires a minimum of 5 (five) days lead-time. The Clients will provide sufficient notice and allow for reasonable timeframes for project completions. Rush projects of 24 hours or less, as well as new requests made within the last three weeks before the wedding due date, and projects requiring weekend or holiday work may be subject to a 25% surcharge and/or other rush fees. The Wedding Planner reserves the right to refuse any project or service request.

2.6. The Wedding Planner requires 48 hours notice to cancel scheduled face-to-face appointments, and 1 hour to cancel scheduled calls. When possible, the Wedding Planner will attempt to accommodate a moved appointment with less notice. However, if the appointment cannot be moved to a different slot in the same week, this will count as a cancelled appointment, if the requested notice was not provided. No shows and last minute cancellations will be billed at the full hourly rate for the allotted time that was scheduled, with a one-hour minimum.

2.7. New work requested by the Clients and performed by the Wedding Planner after a proposal/estimate has been approved is considered a Change Request, and will be billed according to the additional hours. If the job changes to an extent that it substantially alters the specifications described in the original proposal/estimate, a revision memo will be submitted to the Clients, and a revised additional fee must be agreed to by both parties before any further work proceeds. Alterations and other changes requested after project completion are billed at standard hourly or package rates.

2.8. The Wedding Planner is entitled to deviate from the agreed services and will use her judgement when taking action in regard to changes, weather, tardiness, non performance etc. based on the situation, time limitations and/or the Clients' wishes. Any changes are to be documented in written form without delay and communicated on to the Clients in writing forthwith. The Clients reserve the right to disagree with any deviations including in an event where the deviation leads to additional charges being payable by the Clients or where the quality of the service is reduced.

3. VENDOR MANAGEMENT

3.1. Based on preliminary discussions, the Wedding Planner will gather offers from appropriate vendors, according to the wishes of the Clients, within the wedding budget (which is subject to change depending on the final venue choice, wedding day scenario, the Clients' vendor and service choices and number of guests), for the defined fees. 

3.2. The selection of the vendors proposed by the Wedding Planner is made by the Clients, unless otherwise agreed. Should the Clients explicitly request, the selection is to be made by the Wedding Planner. Either way, the contracts are to be closed directly between the Clients and the chosen vendors.

3.3. The Wedding Planner will exercise reasonable care and skills in locating and recommending any vendors for the Clients. However the Wedding Planner is not responsible for the conduct and/or performance of any vendor. The vendors will prepare proposals and they will invoice the Clients. It is the Clients' sole responsibility to hire, contract and pay all vendors and/or venues in a timely manner.

3.4. The Wedding Planner does not recommend hiring vendors outside the list of Dream Wedding and Events Approved Vendors.

3.5. Should the Clients choose to book other vendors, despite the recommendation at chapter 3.4, or without involving the Wedding Planner, or should they book certain vendors before signing the Wedding Planning Agreement, it is the Clients' responsibility to provide the Wedding Planner with copies of vendor contracts for all vendors they contracted on their own. Any fee or cost for the payment will be borne by the Client. Also, it is the Clients' responsibility to provide the Wedding Planner with contact names, telephone numbers, and scheduled timetables for all vendors involved in the wedding within 3 (three) days after they are hired, no later than 90 days prior to the wedding. Any dispute with these vendors will be handled directly between the Clients and the vendors.

3.6. In the event of any supplier/service provider’s cancellation, the Wedding Planner may substitute a new supplier/service provider with advance notice to the Wedding Couple at its discretion, and any additional costs are to be paid by the Clients.

4. PAYMENT AND EXPENSES

4.1. The Wedding Planner’s remuneration and expenses will be listed in detail in each Agreement, along with the agreed service packages, and does not include (as may be applicable) costs of bank fees, translation, legalization or notarial charges, travel, accommodation, meal costs, or any fees incurred by other vendors.

4.2. Accepted forms of payment are cash, bank wire, and credit card payments in euro. Upon quote acceptance, the Clients will have the opportunity to choose their preferred payment method and the desired number of installments for the event planning and coordination fees (2, 3 or 4).

4.3. The bank wire or credit card fees will be borne by the Clients. For credit card payments, a fee of 2.5% of the invoice amount applies to payments. For bank wire fees, the Clients are to consult with their bank regarding incurred wire fees, and make sure the Wedding Planner receives the full invoice amount to their account.

4.4. Upon receipt of the Booking Fee and signature of the Agreement, the Wedding Planner will reserve the date agreed upon and will not make reservations with another client for the same date. For this reason, the Booking Fee paid is non-refundable, even if the date is changed or the wedding cancelled for any reason, including but not limited to, acts of God, fire, strike and/or extreme weather. Should the wedding date be changed, in agreement with the Wedding Planner's availability, the Booking Fee and all payments made will be considered towards the final Service Fee.

4.5. Should an Agreement be signed before the event date is set, the Clients are to consider the Wedding Planner’s availability when choosing the final event date.

4.6. In case that the payments are not made within due date, an overdue notice will be issued on the next working day. Payments not received by due date will result in work cessation. The Wedding Planner reserves the right to refuse completion or delivery of work.

4.7. The custom quotes are based on workload estimations and apply to the specified number of hours. Any additional hours will be charged as follows. However, they will not be incurred without the prior agreement of the Client in writing.

  • Planning hours during the planning and/or post-event debriefing phase - $60/hour/Wedding Planner

  • Coordination hours during the main event day - $85/hour/Head Wedding Planner, $60/hour/Secondary Wedding Planner, $30/hour/Assistant

  • Coordination hours during pre- and/or post-event activities, if on consecutive days - $48/hour/Head Wedding Planner, $36/hour/Secondary Wedding Planner, $24/hour/Assistant

  • Travel hours - $25/hour/Wedding Planner or Assistant

4.8. Transportation, meals and accommodation costs for meetings before and the coordination on the wedding day will be borne by the Clients for the Wedding Planner and her team, as follows:

  • For all events deemed as destination (taking place beyond 125 miles from the Portland Metropolitan area), additional fees are applicable, such as round-trip airfare, hotel stay for 4-5 days & 3-4 nights pending complexity, and car rentals from airport and back during the stay. All travel can be arranged by clients per specifications of consultant or arranged by consultant with agreement of payment invoiced, and/or if the Wedding Day(s) itinerary requires the Wedding Planner's on-site presence earlier than 9:00 am and/or later than 23:00

  • Meals for all event days for the entire team


4.9. Expenses incurred on behalf of the Clients are not included in any fees and will be billed to the Clients. Reimbursable expenses may include, but are not limited to, office supplies (e.g., stationary, file folders, envelopes, CDs, etc.), mileage, long-distance telephone charges, and shipping and handling costs. Additional on-site visits will be billed for meeting time, round-trip travel time and mileage. An advance expense deposit may be requested. Payment is due upon receipt. The Wedding Planner agrees to provide notice of these charges, where possible, in advance of these fees being incurred. 

4.10. The Service Fee does not cover any costs incurred by the booking of other vendors. These will be borne by the Clients and will be paid directly by them or through the Wedding Planner. Any costs incurred on behalf and on account of the Clients and paid in advance by the Wedding Planner to third parties (vendors) will be invoiced 1:1 to the Clients at the latest with the last payment of the Wedding Planner’s fee. The Clients will reimburse the Wedding Planner the corresponding amounts not later than 5 working days after the issue of the corresponding invoice, which will list 1:1 all payments made by the Wedding Planner on behalf of the Clients.

4.11. Additional agreements or changes that affect the agreed services or prices need to be explicitly agreed by the parties and documented in written form without delay.

 

5. CLIENTS’ OBLIGATIONS

5.1. The Clients are bound to provide the Wedding Planner a thorough status-quo description of their plans and ideas and inform the Wedding Planner in a timely manner of any changes that may arise in this regard.

5.2. Due to the virtual nature of the relationship, the Clients understand the importance of communication, especially via e-mail, and agree to respond to questions, requests and communications from the Wedding Planner in a timely manner. The Clients understand that the Wedding Planner is a business with other clients to serve, and require fair, realistic notice in order to attend to requests and projects. Poor planning or miscommunication on the part of the Clients will not constitute an emergency for the Wedding Planner. The Clients understand that the Wedding Planner may require detailed clarification of events/projects in order to meet expectations and provide the best support and highest quality work. 

5.3. The Clients will provide all content, outlines, photos, etc., necessary for any special projects. Source material must be clear and legible. The Clients are responsible for providing all pertinent information, and accurate, truthful and complete information, necessary for the Wedding Planner to perform or complete the contracted services or projects.

5.4. The Clients are obliged to provide the Wedding Planner the following documentation at the latest 10 days before the wedding day (where applicable): guest lists, seating charts, name cards, wedding favors, welcome bags, schedules, e-mail addresses of relevant guests, etc.

5.5. Should an Agreement be signed before the event date is set, the Clients are to consider the Wedding Planner’s availability when choosing the final event date.

5.6. The Clients shall not change the date, time or location of the wedding without first contacting and advising the Wedding Planner of said changes, so as to determine if the Wedding Planner is still available to provide services. If the Clients change the date, time or location of the scheduled wedding, and the Wedding Planner is unavailable to provide services, then the Wedding Planner is released from all contract obligations, and shall in no way be held responsible or liable in any manner whatsoever for non-performance. The Clients also forfeit the Wedding Planner’s Booking Fee along with a percentage of the Service Fee, corresponding to the hours invested by the Wedding Planner up to the cancellation, for non-compliance with this Agreement.

5.7. In the event the Wedding Couple is forced to change the date of the wedding, and the Wedding Planner is available to provide services, every effort will be made by the Wedding Planner to transfer location reservations, sub-contractors and the wedding coordination support to the new date. The Clients agree that in the event of a date change any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the Clients. There may also be additional charges above and beyond those set in the original Agreement. The Clients further understand that last minute changes can impact the quality of the event and that the Wedding Planner is not responsible for these compromises in quality.

5.8. The Clients agree to the following deadlines during the planning process:

  • All wedding concept decisions are to be finalized and vendors chosen at the earliest convenience and no changes are to be requested in this regard during the last two months before the wedding.

  • All detailed orders are to be finalized at the latest one month before the wedding.

  • No new service requests are to be made during the last month before the wedding.

5.9. Should such changes be impossible to avoid, the Wedding Planner will handle them at a surcharge of 100% of the normal hourly rate ($120/hour instead of the usual rate of $60/hour) - subject to availability.

 

6. LIABILITY

6.1. The Wedding Planner does not act as general contractor, but only as intermediary between the Clients and wedding vendors. Therefore, the Wedding Planner is not liable and cannot be held responsible for any supplier/service provider’s performance or product, nor for any obligation that is delayed/not fulfilled and arising from the contracts between the Clients and third parties, including payment delays to the vendors.

6.2. The Wedding Planner is not liable for any delays or irregularities in document processing by the authorities, as well as any delays or the cancellation of the ceremony caused by the delayed delivery or lack of information and/or incorrect or incomplete documents provided by the Clients or authorities.