Destination Wedding Service Agreement
We are so excited to work with you on your destination wedding! This agreement is a follow up to our complimentary consultation. In that meeting, I explained my professional role in managing your upcoming destination event.
The agreement below is between you, the wedding couple and Alpaca Your Bags Travel, LLC.
Via this agreement, you will retain Ashley Morris and her team as your Destination Wedding Travel Managers for your upcoming event. A detailed description of our services follows:
Destination Wedding Description of Services
- Assist the wedding couple in choosing the international country or island, reviewing options for up to 3 destinations or 5 all-inclusive resort options along with their wedding package inclusions.
Considerations will include: travel complexity for couple and guests, location amenities, wedding package inclusions and budget
- Explain the differences in room block contract types and negotiate a group contract with a tour operator/wholesaler and/or the resort property directly to offer the best available pricing, any relevant complimentary amenities and flexible payment plans for you and your guests' accommodations
- As discussed in our consultation, group contract rates and amenities are dependent on the number of room nights booked within the group contract. To receive group amenities and discounted rates, the required minimum number of room nights must be met as determined by property policies.
- By way of example, group amenities may include:
- Free nights credits
- Free events credits
- Discounts on wedding packages or credits toward wedding ceremony packages
- Guest room upgrades
- Any additional honeymoon amenities for the wedding couple
- Assist with securing the chosen wedding date, general location within the resort, and provide legal destination marriage requirements, such as residency requirements, blood test requirements and advance arrival requirements. If the wedding couple opts for a symbolic ceremony, we will also supply those requirements.
- Serve as a single point of contact for guests to arrange group travel plans. This includes flexible payment plans, periodic invoicing, deposit deadline reminders, final payment reminders and all-around personalization of your guests' travel needs for this trip. These guest travel services include:
- Round-trip air (if requested by the guest)
- Hotel accommodations
- Transfer to and from airport/hotel
- Travel insurance
- Pre-planned destination tours (if requested)
- Coordinating honeymoon plans for the wedding couple
- Provide a complimentary mobile-friendly wedding website from the vendor of our choosing. While Alpaca Your Bags Travel will complete the travel sections of this site, it is the responsibility of the couple to update the non-travel sections such as photos, videos, the couple's story and other personalized details
- OPTIONAL: If requested, I will moderate a private Facebook group for wedding events, enabling guests to stay in constant contact and up to date on deadlines and offerings
- Provide printed travel documents for each guest booking, mailed approximately one month prior to group departure. Note: It is the guests’ responsibility to provide updated mailing address information to receive these documents.
- Provide access to a complimentary trip itinerary app for each guest booking, a digital copy of the printed packet referenced above
- Provide a weekly report of guest bookings during the RSVP process
- Included in this agreement is up to 300 minutes of international calling to the resort property and/or wedding coordinator
Alpaca Your Bags Travel LLC is a travel agency and not the wedding ceremony or reception coordinator.
Our responsibilities are related strictly to the facilitation of travel, acquisition of accommodations and securing an event venue for the wedding couple and guests of the event.
- After a group contract is signed, Alpaca Your Bags Travel will facilitate the introduction between the wedding couple and the property wedding coordinator who will assist with ceremony details such as colors, cake flavors, etc.
- Our services do not include ceremony or reception related errands such as the facilitation of attire, supplies, equipment, decorations, floral arrangements, etc.
- Our Destination Wedding services do not include domestic locations with the exception of Hawaii
As the client, you may rely on our team to work as many hours as may be reasonably necessary (up to 100 hours total) to fulfill my obligations under this agreement for the duration of the planning stage until you return home after your event.
Time beyond the allotment of 100 hours will be billed at a rate of $25 per hour unless the couple and agent agree to eliminate the work associated with the additional billable hours.
Alpaca Your Bags Travel LLC will make every reasonable effort to communicate with the wedding couple, provided phone numbers, mailing addresses and electronic communication means are kept current. It is the responsibility of the wedding couple to inform Alpaca Your Bags Travel LLC of any changes as soon as possible.
Note: It is the responsibility of the wedding couple to complete all necessary paperwork and provide payment means in a timely manner.
Your Commitment
Unfortunately, my crystal ball is on the fritz. The Psychic Friends Network is no longer in service. The wedding couple understands that the recommendation and resort selection process is dependent on quality feedback and communication. Effective communication and specific feedback are vital to a productive, collaborative relationship. As part of this agreement, the wedding couple commits to providing timely and detailed feedback on the resort and/or destination recommendations. Thanks for your cooperation until my psychic abilities are restored.
The wedding couple understands that my role is that of advisor and coordinator. The wedding couple will make the actual selections of wedding components. Alpaca Your Bags Travel will make the selection of secondary service vendors in regards to website design, hosting, transportation and insurance suppliers.
It is the couple's responsibility to notify Alpaca Your Bags Travel of any changes in writing in a timely manner. Alpaca Your Bags Travel is not responsible for any increased costs due to changes made by the couple.
No travel agent nor wedding coordinator can guarantee weather conditions on the day of your ceremony, reception and other events.
Destination Wedding Planning Retainer Fee & Payment Schedule
Travel planning involves time and expertise. Our recommendations are based on personal experience and professional resources. The preferred supplier partners that we select have been chosen based on their ability to meet your specific event needs and that of your guests. Your final itinerary will provide an event that should meet or exceed your expectations.
In order to perform the professional services required to plan and arrange your destination wedding, a planning and research fee is required
This payment is due at the time of agreement and is not refundable for any reason.
Term/Termination
This agreement will terminate automatically upon completion of services required by this letter of agreement. The couple understands that this agreement ins in place to protect both the couple and Alpaca Your Bags Travel, LLC.
Payment of planning & research fees does not guarantee additional planning or travel services. Completion of additional travel services is dependent on agency availability and is at the sole discretion of Alpaca Your Bags Travel LLC.
Changes and/or Cancellations
Any changes made to this agreement must be made in writing and signed by all parties. You may cancel this agreement (in writing) for any reason. If the wedding is canceled, the Destination Wedding Planning fee is non-refundable and non-transferable for any reason.
As the agent, Alpaca Your Bags Travel reserves the right to terminate this agreement if terms are not being met. This may include lack of fee payment, lack of communication from the wedding couple or lack of professionalism from the wedding couple.
Hostility/"Zilla" Clause
Alpaca Your Bags Travel reserves the right to terminate this agreement if the wedding couple or guests are hostile to the point where we are unable to complete the duties included in this agreement. We will not tolerate offensive language or abusive behavior at any time during the planning process. Kindness is appreciated. If this clause is invoked, any monies paid will be forfeited by the client.
International Travel Requirements
- A valid US Passport is required for international travel. The US Department of State recommends that passports are be valid for at least 6 months beyond the scheduled departure date
- Alpaca Your Bags Travel LLC is not responsible for the issuance of travel identification such as passports and/or visas. Travelers should ensure they have or have been approved for the appropriate documents before purchasing travel
- Passengers with prior criminal convictions are responsible for ensuring that they are not restricted by the laws of the country to which they are traveling. For example: Passengers with DUI/DWI convictions may be prohibited from traveling to Canada. Passengers traveling without proper documentation or meeting destination requirements may be denied boarding or entry to an international destination and will not be entitled to a refund
- Important: For international travel, booking name must match your passport exactly (first, middle, last), no exceptions. For information regarding passport applications or renewals, please visit the U.S. Department of State website.
- Alpaca Your Bags Travel is not responsible for disruptions in your travel plans due to travelers providing incorrect information
Destination Wedding Planning Retainer Agreement
By submitting this form, I agree to the terms of this agreement and give authorization for Alpaca Your Bags Travel LLC to charge my card for the planning fee outlined above. I understand that this payment is completely non-refundable and non-transferable.