This agreement made on 1/16/17 by and between Pure Elegance Events LLC and Alyssa Smith & Jose Obando.
I. Conditions:
The role of the wedding coordinator is initially that of an advisor. The client will make actual selections of service providers, and the coordinator will implement those selections. The client makes payments directly to the service providers and not to the coordinator. The coordinator must be notified of any necessary changes made between the client and the selected service providers. The client is responsible for communicating information that may affect and is pertinent to the wedding day to the coordinator in a timely manner. Under no circumstances will the client’s lack of communication be the responsibility of the wedding coordinator. The client agrees that the coordinator will not be responsible in any way for injury, accidents, or medical costs that may occur throughout the wedding planning process including the wedding day and thereafter.
II. Terms & Agreement:
In this Agreement, the party who is contracting to provide services shall be referred to as Pure Elegance Events and the party who will be receiving the services shall be referred to as “Client(s)”.
Service providers accepted by the client shall be liable for their own business practices. Pure Elegance Events does not assume responsibility for the negligent acts nor omission of such professionals. The client agrees to hold harmless Pure Elegance Events or any of its entities of any error, nonperformance, or charge made by any vendor. This contract shall be construed according to the laws of the State of Virginia. The parties agree that exclusive jurisdiction and venue for all claims of breach of this agreement shall be in the State of Virginia. Liability is limited to the fee paid. The client understands that Pure Elegance Events will not enter into this agreement without this clause.
1. Description of Services Purchased
Wedding Day Management Package
(begins 4-5 weeks before wedding date)
1-hour consultation to discuss/review all plans including:
• Budget, Theme & Vision Overview
• Vendor Contracts/Responsibilities
Creation of Comprehensive Wedding Day Timeline to include:
• Wedding rehearsal
• Pre-ceremony (vendor arrival, bridal party activities, etc.)
• Ceremony (processional, recessional)
• Reception (grand entrance, special dances, cake cutting, etc.)
• Post-wedding (gift loading, final wrap-up)
Rehearsal Day Coordination
Attended by a Pure Elegance coordinator at wedding ceremony site
Wedding Day
• Full day coverage
• Implement all prior logistical arrangements for wedding day
• Arrive 2 hours early at wedding site to ensure proper set-up of Tables/Chairs, Centerpieces, Cake Set, Card Box, Toasting Glasses, Table Numbers, Seating/Place Cards, Favors, Candles, Additional Decor, etc.
• Direct wedding vendors to assigned set-up areas
• Direct and supervise ceremony procession
• Direct and supervise reception activities
• Provide vendors with itinerary within 1-2 weeks of wedding date
• Make sure activities are on schedule
• Hand out final payments to vendors
• Wedding Day Emergency Kit
- Transportation of Wedding Day Items
The client agrees that it is their responsibility to make arrangements to have all wedding day items transported to the appropriate venues on the wedding day including, but not limited to, favors, centerpieces, florals, decorations, etc. If arrangements are made for Pure Elegance Events, at the discretion of the client, to pick up such items, the client agrees that Pure Elegance Events will not be held responsible for any accidents or damage that may happen to these items during transport or delivery. It is the responsibility of the client to make sure the wedding day items are placed in the vehicle or other method of transportation and agree that Pure Elegance Events will not be held responsible in any way.
- Methods of Payment:
The client understands that the only methods of payment accepted by Pure Elegance Events are cash, checks, money orders, and PayPal (this method allows debit/credit card payments).
- Fees & Payment Schedule:
All of our client payments are due on the 1st of the month. A non-refundable retainer in the amount of $500 is due with the signed contract to hold the wedding day. This retainer amount will be credited towards the total cost of services purchased. Final payment will be due 20 days before the wedding date. Pure Elegance Events reserves the right to not proceed with wedding coordination if final payment has not been received. Wedding services will not commence until final payment is received. If services are purchased after Pure Elegance Events have received the final payment by due date, the client understands that the following methods of payment will only be accepted: cash, debit/credit card, certified checks, and U.S. postal money orders. All subsequent expenses incurred will be billed within 5 days of the conclusion of the event. Billable coordination time includes additional time spent both on behalf of the Client(s) and time spent in communication with the Client(s) or their agents, vendors or guests.
The agreed upon fee for this wedding is $1250. The customer has agreed to pay in full, so a 10% discount will be honored bringing the balance to $1,125.
- Payments
Pure Elegance Events accept payments via Paypal, checks, cash, and U.S. postal money orders. There will be a $65 processing fee for checks that are returned. This fee will be due immediately. Payments should be made on time according to the arrangement made with the coordinator. Pure Elegance Events holds the right to deny any form of payment due to negligence.
Payments that are not received 3 days after the due date will be assessed a $4.00 daily late charge. If the coordinator is unable to collect the required payments for any reason 3 days after the due date, all planning services will cease until received. All payments that are made are non-refundable after it is turned in. This is due to ongoing work being performed throughout the planning process.
It is the responsibility for the client to make vendor payments on time. It is not the responsibility of Pure Elegance Events to make payments on behalf of the client unless agreed to in writing. The client will not hold Pure Elegance Events responsible for actions taken by vendors for missed or late payments.
- Reserving/Booking Event Dates
Bookings of our services are only secured through the clients’ signed contract and non-refundable retainer by the end of our in-person consultation. Should we, Pure Elegance Events, not receive a signed contract accompanied with the required non-refundable retainer during our in-person consultation, your date will not be reserved.
7. Cancellations
Cancellation Terms & Fees – In the event that the wedding is cancelled, notice to Pure Elegance Events must be sent via U.S. certified mail. In the event of a cancellation the client agrees to pay a $100.00 cancellation fee due immediately. All payments made to date are non-refundable and non-transferrable and all remaining balances are due immediately. If the remaining balance is not received 30 days after the due date, collection efforts for any remaining debt to Pure Elegance Events will be made legally anytime thereafter. Pure Elegance Events retain the right to attempt collection through Fairfax County courts. The client will be responsible for all court fees, legal fees, and collection costs incurred by Pure Elegance Events. Pure Elegance Events will not be held responsible for charges or fees of any kind incurred by the client.
Force Majeure clause: The client agrees to hold harmless Pure Elegance Events or any Pure Elegance coordinator or entity including but not limited to an Act of God, weather conditions that may affect the event, acts of war, protests, electrical outages, fires, etc. We reserve the right to stop services should any of these conditions put Pure Elegance Events and its coordinators in danger.
Date Changes/Rebooking - The client agrees that in the event he/she has to change the event date, it must be written in writing. The date change will be contingent upon the availability of Pure Elegance Events. Should the date not be available with Pure Elegance Events, it is the responsibility of the client to find alternate arrangements. All payments made to date will not be refundable. The Client(s) further understand that last minute changes can impact the quality of the event and that Pure Elegance Events is not responsible for these compromises in quality.
No-Show Policy - In the event of a No-Show in which either the bride, groom or both parties fail to show up for the wedding on the wedding date, the client holds Pure Elegance Events faultless and agrees to pay a $100.00 No-Show fee in addition to any remaining balance. All payments to date will not be refundable.
- Damaged, Lost, or Stolen Items
The client agrees to not hold Pure Elegance Events, or any entity thereof, liable for damaged, lost, or stolen items during pre-wedding, wedding day, or post wedding planning services.
- Photography Release & Agreement
The client agrees to allow Pure Elegance Events to use photographs from the event day for business use including but not limited to marketing, social media/blog posts, printed and online materials, advertising, and submissions.
- Confidentiality
The client agrees that they will not divulge any private, proprietary, or confidential information concerning Pure Elegance Events or its staff that they learn or have access to. This includes but is not limited to: business practices, documentation, legal information, and financial agreements.
- Designs
All designs are the property of Pure Elegance Events. This includes but is not limited to design drawings, design conceptions, vision boards, sketches, floor layouts, etc. We reserve the right to use photographs thereof for our own business use such as marketing, promotional events, printed materials, social media, and internet. Should the client (s) use any photographs displaying our design work, the client(s) agree to credit Pure Elegance Events near the photographs being displayed as the wedding coordinator and/or event designer.
- Interference
The client agrees no other person or professional will interfere with the provision of Pure Elegance Events wedding coordination services. It is agreed by the client that Pure Elegance Events will be the exclusive wedding coordinator and designer (if design services were purchased) for the wedding and day of the wedding. There shall not be additional persons, whether voluntary or hired, assuming the role of wedding coordinator or designer other than Pure Elegance Events pre-wedding, wedding day, and post wedding. Pure Elegance Events reserves the right to be labeled as such exclusively.
- Replacement Coordinator
In the unforeseen event that a replacement coordinator is needed, the client understands that a replacement coordinator will be provided. This will be due to: major sickness, accidents, death, or any other life threatening incident or occurrence.
- Indemnification
You shall indemnify, defend and hold harmless Pure Elegance Events, its owner, its management company, its respective affiliates and all of its respective officers, directors, partners, members, volunteers, and employees from and against all demands, suits, judgments, settlements, claims, damages to persons and/ or property, fines, liens, losses and other liabilities, including reasonable attorneys’ fees arising out of or in any way related to your event, including claims for loss or damage to any property, or for death or injury to any individual.
- Vendor Meals
The Client agrees to provide a hot vendor meal for 3 Pure Elegance Events coordinators and assistants servicing the wedding.
- Travel & Parking Fees Agreement
Wedding/design coordination services requiring more than 1 hour of travel time will incur additional $200 fee for travel expenses accrued by Pure Elegance Events. In addition, client agrees to pay any parking expenses incurred by coordinator and assistants.
- Venue Policy Clause
Pure Elegance Events coordinators and assistants are obligated to adhere to the policies, guidelines, and prohibitions set forth by the venue where the event takes place.
- Non-Disparagement Clause
The client agrees that he/she will not take any action that negatively impacts Pure Elegance Events LLC, its reputation, products, services, management or employees. This includes but is not limited to online reviews, word of mouth, or written.
- Cooperation
The client shall hold harmless Pure Elegance Events LLC and its coordinators/assistants from walking off from wedding event in the event of verbal abuse, physical abuse or harassment of any kind occurs from the client, their family, their guests, or other vendors they have hired for the wedding. They also agree that all payments paid to date will be non-refundable. The client shall agree to cooperate with Pure Elegance Events for the contracted services.
- The Name, Media & Likeness Clause
Pure Elegance Events LLC reserves the right to use the client and their guests’ likeness, image, and voice in all media in existence now, and any media devised in the future.
- Severability
The terms of this contract are independent of each another. Should any term of this agreement in whole or in part be or become invalid, impracticable or unenforceable, the validity of the other terms shall not be affected thereby. In such a case, the invalid, impracticable or unenforceable term shall be deemed to be replaced by a term which, to the extent admissible according to the applicable laws, comes closest to the purpose of the invalid, impracticable or unenforceable term.
- Amendments
This Agreement may be modified or amended if the amendment is made in writing signed by both parties.