This agreement for Destination Wedding Planning Services outlines Smith Luxury Escapes' role in planning your wedding. It is hereby effective and binding upon signature of the contracting party(ies).
Smith Luxury Escapes agrees to provide services and/or professional recommendations as follows:
- Meet with bride and groom to determine budget, location, wedding date and additional details.
- Secure wedding date, specific location within the resort, and explain legal destination marriage requirements.
- Negotiate and secure supplier group contract or group code to include discounts and/or amenities for all guests.
- Create a dedicated micro-site for the couple’s destination wedding, four page maximum, two rounds of edits included. Additional fees for pages and edits will be negotiated at time of services rendered. All copy content is to be provided by couple. Wedding Website will be delivered to Bride and Groom 30 days after wedding date is booked with resort. A customized URL is available at couple's expense.
- Communicate directly with the resort wedding planner to arrange the details as agreed between Agent and wedding couple.
- Collect the resort wedding deposit and apply that payment on your behalf if required.
- Coordinate special events for the wedding party; welcome cocktail, excursion, rehearsal dinner, ceremony, and reception, etc.
- Assist with wedding theme selection if needed.
- Arrange all travel plans for guests attending including round-trip air, hotel accommodations, transfer to and from airport/hotel, Travel Insurance, excursions, and payment plans.
- Manage all travel portfolio details such as payment, invoicing and room allocation details.
- Coordinate honeymoon plans. *If located at different property than wedding day resort.
- Handle all files in the event of any supplier changes.
Smith Luxury Escapes is a travel agency and not the on-site wedding coordinator. Our responsibilities are related strictly to the facilitation of travel, acquisition of accommodations and securement of an event venue for the bride and groom and any guests of the wedding event. We will facilitate the initial communication between the bride and the wedding coordinator who will assist with ceremony details such as colors, cake flavors, etc at the appropriate time. Additional assitance with wedding planning is also available for an additional fee.
As an additional service, Smith Luxury Escapes staff are available for onsite coordination of wedding/travel services. Our staff will be onsite when your guests arrive to greet them and be sure that all details relating to the travel, their room needs, and the coordination with the resort for the travelers and the wedding is handled. The fee for this service is $1,999 for up to three days of onsite services, plus the cost of air and resort stay, which may be able to be paid using free nights earned through the group. Smith Luxury Escapes attendance on site is strongly encouraged for any groups that have 15 rooms or more. This option may be added no later than 6 months to wedding couple's arrival on the property.
Smith Luxury Escapes will make every reasonable effort to communicate with the bride and groom provided phone numbers, mailing addresses and electronic communication means are kept current. It is the responsibility of the bride/groom to inform Smith Luxury Escapes of any changes as soon as possible.
RETAINER AND PAYMENT REQUIREMENTS:
To request our professional travel services we require a retainer of $300.00 which is non-refundable in the event you do not book your destination wedding. This fee is due in full before any wedding planning begins.
Smith Luxury Escapes will not hold any date or begin securing wedding venues with resorts without receipt of both said retainer and signed contract.
RIGHTS AND RESPONSIBILITIES:
Smith Luxury Escapes' role and responsibilities will be that of advisor and travel coordinator. Client will make the actual selections of wedding components.
If litigation occurs, it will occur in Virginia Beach, VA state and the winning party will be reimbursed for attorney, legal fees and court costs.
It is client's responsibility to notify Smith Luxury Escapes of any changes in a timely manner. Smith Luxury Escapes shall not be held liable for any changes made by the client.
Smith Luxury Escapes staff will use their professional judgment when taking action in regard to changes, weather, tardiness, nonperformance, etc. based on the situation, time limitations and/or client's wishes.
Smith Luxury Escapes will work with client and the resort wedding coordinator as needed.
Client will inform their guests the importance of booking through Smith Luxury Escapes as the sole source of travel for thier wedding. This is important because it also affects the client's group benefits which will only accrue for those who book through Smith Luxury Escapes. The resort charges an additional fee per private event for anyone not booked through the group to attend the event.
The agent holds the responsibility to source travel packages, present quotes in a professional manner and advise on suitable wedding packages being offered by either the resort or supplier.
TERM/TERMINATION:
This agreement will terminate automatically upon completion of the services required by this agreement.
CHANGES/CANCELLATIONS:
The client has the right to choose not to proceed with any written group quotes, wedding packages provided by the resort and any travel arrangements quoted. Should the client so decide, the retainer fee would be non-refundable and retained for services rendered.
Any changes made to this agreement must be made in writing and signed by all parties.
This service agreement only applies to destination wedding planning provided by Smith Luxury Escapes. This agreement does not represent Resort, Airlines and other wedding vendor’s services.
DISCLAIMER:
Smith Luxury Escapes warrants and declares that every effort will be made to provide the best prices available for the resorts that you request. In the unlikely event that a catastrophic situation should occur to redirect or reschedule your travel plans and the supplier is unable to provide CLIENT with the agreed upon travel services and/or products, Smith Luxury Escapes nor its agents are not responsible for any damages, emotional or otherwise.
CLIENT(S) agrees that adequate travel insurance protection will be considered for their wedding to include but not be limited to: cancellation and trip interruption, medical and loss of baggage. If this protection is declined a signed liability release waiver form will be required.
Your signature on this form indicates that you have read and agree to the above and have reviewed our Terms and Conditions.