Coordinator Service Agreement

AFFINITY EVENT RENTALS COORDINATION AND CLIENT AGREEMENT

This Agreement is made between ______________________ , _______________________

and  ______________________ on behalf of Affinity Event Rentals LLC.

By signing this Agreement, both parties acknowledge and agree to the policies and services outlined below.

Date of Service:________________________________________________________

Time of Services: _______________________________________________________

Location of Ceremony: _________________________________________________

Location of Reception: __________________________________________________

SERVICE AGREEMENT

1. Scope of Services

The coordinator agrees to provide wedding coordination services as follows:

·        Vendor Communication

o   Coordinator will assist with vendor communication beginning 60 days prior to the wedding day, ensuring timeline is finalized (around 30 days prior to event) and logistics are confirmed for the day of the event.

·        Set-Up Assistance

o   Coordinator will assist with minimal set-up needs including:

§  Turning on lights

§  Lighting candles

§  Placing signage

§  Setting up ceremony items

§  Steaming linens

§  Hanging drapes or other misc. hanging items (ladders must be provided)

§  Arranging draping, florals, and other minimal décor

o   Clients are responsible for full venue set-up unless they have booked separate decorating services through Affinity Event Rentals LLC.

·        Communication with Clients

o   Unlimited communication is available from 90 days prior to the wedding day until the conclusion of the event. Including 1after event service if needed.

·        Tear-Down Assistance

o   Coordinator will assist with tear-down including:

§  Re-packaging décor to be ready for the end of the night

§  Minimal venue cleaning

§  Minimal bussing duties

§  Other standard tear-down needs as reasonably required

·        Event Coverage

o   Coordinator will provide up to 1 hour of rehearsal time and up to 13 hours of day-of coverage (9:00am–10:00pm).

o   Any time worked after 10:00pm will result in an after-hours fee of $50.00 per hour, due immediately at the conclusion of the event.

·        Additional Assistance

o   Coordinator will provide recommendations for Plan A and Plan B logistics.

o   Coordinator will assist with guest communication and guest assistance as needed.

o   Coordinators will also provide a full emergency kit with the bride along with bridal party and guest to use if absolutely needed.

o   Assist also with general day of duties including but not limited to ensuring the timeline is being followed, assisting with preparations for events, assisting other team members with location assistance, assisting with other follow-through details.

·        Location Changes

o   Should a client have a venue separate from Ceremony to Reception an additional fee may accrue if the Coordinator has to travel more than 15 minutes from 1 Venue to the next. This will be laid out and communicated thoroughly before booking and placing a deposit with our company.

·        ALL COORDINATORS ARE FULL INSURED UNDER AFFINITY EVENT RENTALS LLC

2. Limitations of Services

The following services are not included in this Agreement:

·        Coordinator will not set up the Clients’ entire venue. Coordinators will only assist with the minimal day of setting up as outlined above.

·        Coordinator will not fulfill or sign contracts on behalf of the Clients. This includes any Venue requirements such as trash and product removal from the venue as the venue contract may state.

·        Coordinators will not cause confrontation with other team members hired on Client’s behalf; Coordinators will ensure that any needed information is provided to the client for them to address if issues or breach of contract should arise.

·        Coordinators will not pick up food, deliver food, or put décor in vehicles UNLESS an agreement is reached otherwise and additional non-liable waivers are signed by the Client.

·        Any services beyond those outlined above may require a separate agreement or additional fee.

3. Client Responsibilities

The following services are required to be fulfilled on behalf of the Client signed above

·        Clients remain responsible for providing all décor, personal items, and materials for set-up unless otherwise contracted.

·        Clients are responsible for designating family, friends, or hired staff to assist with major set-up or tear-down not covered by this Agreement.

·        Clients agree to respect the policies and boundaries outlined in this Agreement.

·        Clients agree to provide the coordinator (and or coordinator’s assistance if needed to be hired) with a meal during dinner time and water for the day. (Please include your Coordinator and their assistant in your guest count for meals with your catering company.) Coordinators do not need to be included in Bar counts as they will NOT be drinking alcohol.

·         It is your responsibility to make the selections of vendors and make all payments directly to them

·        It is your responsibility to provide us with contact names, telephone numbers and contracts for Vendors at least 10 days after booking. This will assist us in creating a timeline faster and we will be able to reach out to all vendors in a timely manner.

·        It is your responsibility to notify us of any changes in a timely manner.

·        Please be sure to fill out the Vendor and Client information sheet provided at least 10 days after booking.

4. Payments, deposits & Fees

·       The agreed-upon fee for the Wedding Day Coordinator Service is $950 plus taxes and fees.

·       A non-refundable deposit of $475.00 is due upon booking – no services will be rendered until the deposit has been received.

·       Remaining amount for services will be due NO LATER than 30 days prior to the event.

·       A $50 per hour after hours fee will be charged automatically to the card on file if Coordinators are asked or would be required to work after the contracted time of 10pm.

·       A Credit Card is required to remain on file when booking.

·       Travel Fees may be accrued if Event space is not located within 35 miles of the coordinators home address. This will be outlined in a quote before collecting a deposit.

·       Travel Fees are charged at a rate of $1.00 per mile outside of 35 miles

·       Coordinators will not travel more than 60 miles from the coordinators’ home address.

·       If the Client has 2 spaces for Ceremony & reception an additional fee may accrue if both locations are farther than 15 minutes apart from one another. This fee will differ depending on location and travel requirements

5. Rescheduling Policy:

·       If a client needs to reschedule an event, Affinity Event Rentals LLC will make reasonable efforts to accommodate the new date. However, a rescheduled date for services is not guaranteed. If your Coordinator is unavailable for the new date, Affinity will offer comparable alternatives if possible.

6. ACTS OF GOD

·       Neither party shall be liable for failure to perform due to circumstances beyond their control, including but not limited to:

·       Natural disasters

·       Government restrictions or regulations

·       War or civil unrest

·       Pandemics or public health emergencies

·       If an event is canceled or delayed due to a force majeure event, the parties agree to follow the existing payment and refund policy outlined above.

7. PHOTO LIABILITY RELEASE

·       The renter grants Affinity Event Rentals LLC the right to use any photographs taken of the rented items or event setup for:

·       Portfolio purposes

·       Advertising or marketing

·       Website or blog use

·       Magazine or media submissions

·       The renter waives any right to compensation, royalties, or prior approval of how the images are used in promotional materials.

8. Termination of Contract

·       Written Confirmation:

o   Any termination of this agreement—whether by the renter or Affinity Event Rentals LLC—must be documented in writing and signed by both parties.

·       Termination by Client:

o   The renter agrees to adhere to all payment and cancellation policies outlined above in the event of termination.

·       Termination by Affinity Event Rentals LLC:

o   Should Affinity need to cancel the agreement for reasons not related to non-payment, the company will:

1.       Provide a refund as agreed

2.       Make every reasonable effort to offer alternative solutions or referrals

3.       Communicate the situation professionally and in advance

4.       Apologize for any inconvenience caused

5. Agreement

·       By signing below, both parties acknowledge that they have read, understood, and agreed to the terms of this Agreement.

·       Client(s): ____________________________________________ Date: ____________

·       Coordinator: _________________________________________ Date: ____________

We look forward to working with you on your special day!

Communication is KEY!

We love to go above and beyond for all our clients, please don’t hesitate to reach out for any questions or concerns that you may have!

Affinity Event Rentals LLC

Contacts:

OWNER OF AFFINITY EVENT RENTALS

Brandy K. affinityrentals01@gmail.com

WEDDING PLANNER & COORDINATION MANAGER

Sarina H. sh.affinityevents@gmail.com

WEDDING COORDINATORS:

Carlee M.

Brittany W.

Jackie W.

Shelley H.

Julie N.