Day-of-Coordination Contract

Crystal Coast Officiant and Wedding Planners

📍 www.crystalcoastofficiant.com | 📞 910-215-7516

This Agreement is entered into on this date Below, by and between Crystal Coast Officiant and Wedding Planner ("Planner") and the following individuals ("Couple"):

Event Details

SCOPE OF SERVICES

The Planner agrees to provide Day-of Coordination Services on the date of the event listed above. Services include, but are not limited to, the following:

General Planning Support:

• Unlimited phone and email communication regarding wedding details

• Initial consultation (by appointment only) to discuss event details and expectations

• Pre-consultation before rehearsal for final details

• Visit to both ceremony and reception sites prior to the event, upon request*

• Event outline detailing timeline and logistics; a diagram will be provided upon request

• Distribution of event outline to vendors

• Follow-up calls to all contracted vendors 1–2 weeks prior to the wedding

• Rehearsal coordination with the bridal party to ensure a smooth ceremony

• On-site coordination on wedding day for up to 12 consecutive hours

Wedding Day Responsibilities

• Coordination and supervision of all vendors

• Setup of décor items (must be pre-assembled and free of tags or packaging)

• Placement and distribution of personal floral items (bouquets, boutonnieres, corsages, etc.)

Note on Décor Setup:

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• Décor must be fully assembled, labeled if needed, and free of tags, stickers, or price labels

• Planner will not assemble signage, keepsakes, plastic champagne flutes, or floral arrangements (real or artificial) for arbors or other installations

• Assembly of any multi-piece items, signs, or décor is not included in this service

If such items are part of the décor vision, Client must disclose them to the Planner in advance. If the Planner agrees to take on the task, an additional assembly or decoration fee will be added to the final invoice in writing

SETUP & BREAKDOWN

Planner will make reasonable effort to return décor items to their original packaging or containers post-event. However, the primary goal of breakdown is safe and efficient removal of décor from the venue for client pickup and transport.

The Planner is not responsible for the condition or location of items once they leave the venue. Client is solely responsible for identifying, coordinating, and executing a removal plan for all personal items, floral arrangements, and décor post-event.

End of the Night Agreement

Client must discuss and confirm an End-of-Night Plan with the Planner prior to the event. This includes:

• Who will be responsible for removal of florals and décor

• What items are to be kept, discarded, or donated

• Timeframe and access for cleanup and removal

Failure to have this conversation may result in items being disposed of or left behind. The Planner is not liable for loss or damage to any décor, florals, or personal property due to lack of client planning.

EVENT NOTES & SPECIAL CONSIDERATIONS

To ensure a smooth and personalized coordination experience, please disclose any of the following:

• Surprise elements (e.g., vow readings, performances, flash mobs)

• Cultural, religious, or blended traditions

• Language or accessibility preferences

• Emotional sensitivities, family dynamics, or other unique logistics

. CLIENT RESPONSIBILITIES

Client agrees to:

• Provide accurate and timely information necessary for planning

• Retain and pay all vendors directly unless otherwise specified

• Notify Planner of any changes to plans, vendors, or event logistics

Payment

Cancellation & Refunds

• If the Couple cancels this Agreement, written notice (email or letter) must be provided at least 7 days prior to the scheduled ceremony to avoid liability for the full fee.

• Failure to notify within this time frame will result in the Couple being held responsible for the full agreed fee.

• If the Planner is unable to perform the ceremony due to an emergency (e.g., illness, injury, or other unforeseeable event), all paid funds will be refunded, and the Plannerwill make every reasonable effort to secure a qualified replacement.

Limitation of Liability

ThePlanner shall not be liable for:

Vendor errors or no-shows

• Damaged or lost décor not directly handled by the Planner

• Circumstances beyond the Planner’s control (weather, venue restrictions, guest behavior, etc.)

Photography Release

Client agrees that the Planner may use professional photos of the event for marketing purposes, including online and print media. Client may opt out in writing

TERMINATION

his Agreement may be terminated by either party in writing. If the Client cancels the services:

• The deposit is non-refundable

• If canceled within 30 days of the event, 50% of the remaining balance is still due

If the Planner must cancel due to emergency or circumstances beyond control, all monies paid will be refunded, and the Planner will make reasonable efforts to refer a qualified replacement.

Entire Agreement

This document constitutes the full agreement between the Couple and the Planner Any modifications must be made in writing and signed by both parties. The ceremony plan or script, once agreed upon in writing, will be considered an extension of this Agreement.