Copies will be sent via email for signatures, after inquiry form is submitted.
Wedded in Bloom – Wedding Planning & Special Events Coordination
Last updated: November 2025
1. BOOKING, RETAINER & PAYMENT TERMS
1.Retainer
A 30% non-refundable retainer is required to reserve the event date. No services begin and no date is held until the retainer AND signed Agreement are received.
1.2 Remaining Balance
The remaining balance is due no later than 14 days before the event date. Failure to pay may result in service suspension or cancellation, with no refund of retainer.
1.3 Payment Methods
Accepted payment methods include: credit/debit card, Zelle, bank transfer, or any method mutually agreed upon.
1.4 Late Payments
Payments not made by the due date incur a $50 late fee per week.
2. SERVICE PACKAGES & SCOPE OF WORK
2.1 Package Variations
Wedded in Bloom offers multiple service tiers:
Full Planning
Partial Planning
Month-Of Coordination
Day-Of Coordination
Reception-Only Coordination
Budget Package
Each tier includes its own detailed scope of work, provided to Client at booking. Only services written in the Client’s selected package are included.
2.2 Out-of-Scope Services
The following are not included unless explicitly added in writing:
Vendor payments made on behalf of Client
Décor rentals or purchases
Delivery or transportation of items (unless arranged)
Cleaning or waste removal beyond general coordination
Guest management services (RSVP handling, escorting, transportation oversight)
Setup of heavy-duty décor requiring labor teams
Floral design or production
Additional staff beyond the included team members
Coordination outside package hours
Any additional services must be requested in writing and may incur additional fees.
3. EVENT TIMELINE & CLIENT RESPONSIBILITIES
3.1 Required Information
Client agrees to provide the following no later than 4 weeks before the wedding:
Vendor list with contact information
Final timeline preferences
Floor plan, seating chart, and décor details
Venue access instructions
Any special requests or ceremony traditions
3.2 Timely Communication
Client agrees to respond to Planner within a reasonable timeframe (48–72 hours) to ensure proper planning. Delayed responses may impact service delivery.
3.3 Vendor Notification
Client must notify all vendors that Wedded in Bloom is the point of contact on the wedding/special events day only.
3.4 Client Cooperation
Client must ensure:
Venue access for Planner per package timeline
Vendor compliance with setup/teardown windows
All payments to vendors are made on time
All required permits, venue rules, and regulations are followed
4. CHANGES, POSTPONEMENTS & CANCELLATIONS
4.1 Date or Venue Change
Changes are subject to availability. If Planner is unavailable for the new date or location, the change is considered a client cancellation (see section 4.3).
4.2 Package or Guest Count Changes
Adjustments may impact pricing. Changes must be submitted in writing at least 30 days before the event.
4.3 Client Cancellation
If Client cancels:
Retainer is non-refundable.
Cancellation 60+ days before event: Client responsible for 50% of total fee.
Cancellation within 60 days of event: Client responsible for 100% of total fee.
4.4 Planner Cancellation
If Planner must cancel due to emergency or illness, Planner will:
Refund all payments except the retainer
Assist in finding a qualified replacement planner
This is the full extent of Planner’s responsibility.
5. FORCE MAJEURE (Unforeseen Events)
Planner is not liable for delays, cancellations, or service limitations caused by events beyond reasonable control, including:
Natural disasters
Accidents or illness
Government shutdowns or restrictions
Severe weather
Venue closures
Vendor no-shows
Transportation issues
Epidemics or pandemics
In such cases, Planner will work with Client to reschedule when possible, subject to availability.
6. LIABILITY & LIMITATIONS
6.1 Vendor Performance
Planner is not responsible for:
Vendor reliability, quality, or performance
Vendor errors, accidents, or delays
Vendor actions that cause disruptions
6.2 Personal Property
Planner is not liable for loss or damage to personal items, décor, gifts, or equipment at the event.
6.3 Guest Behavior
Planner is not responsible for guest actions, safety, injuries, or damages during the event.
6.4 Professional Judgment
Planner may use professional discretion for time-sensitive decisions to ensure event flow, including adjusting timelines or décor placement.
7. OVERTIME POLICY
All packages include a fixed number of coordination hours.
Additional hours (before, during, or after event) are billed at:
$100 per hour, rounded to the nearest hour.
Overtime must be paid within 24 hours after the event.
8. PHOTO, VIDEO & MEDIA PERMISSION
Client grants Planner permission to use professional photos or videos of the event for marketing, website, social media, and advertising purposes.
Client may opt out by notifying Planner in writing before the event date.
9. SUBCONTRACTORS & STAFF
Planner may bring assistants or subcontractors at no additional charge to ensure event execution. All staff will operate under Planner’s supervision.
10. SAFETY & VENUE LIMITATIONS
Planner has the right to refuse tasks that:
Violate venue policies
Create safety hazards
Require heavy lifting or professional labor
Involve electrical, rigging, or structural setup
11. CONFIDENTIALITY & DATA PRIVACY
Planner agrees to keep Client information confidential and will not share personal contact details, payment information, or private event details without permission.
12. DISPUTE RESOLUTION & GOVERNING LAW
Any unresolved disputes shall first be handled through good-faith mediation.
If further action is required, both parties agree that the Agreement is governed by the laws of the State of California.
13. AGREEMENT
By signing the Agreement and submitting the retainer payment, Client acknowledges and agrees to all policies stated above.