WEDDING COORDINATION & FINAL DETAILS MANAGEMENT AGREEMENT
Timeless Rentals
Final Details Management Package • 4 Weeks Out
1. PARTIES & WEDDING DETAILS
2. PACKAGE & FEE
Package: Final Details Management – 4 Weeks Out
Package Fee: $2,500 CAD + applicable HST
Wedding Day Coverage: 10 hours
Service Provider: Timeless Rentals (“Coordinator”)
3. SERVICES INCLUDED – FINAL DETAILS MANAGEMENT
• One planning meeting during the final month leading up to the wedding.
• Review of wedding-related contracts, vendors, schedules, logistics and outstanding details provided by the Client.
• Creation of a detailed wedding day timeline.
• Vendor confirmations and final details management, including confirming arrival times, locations, responsibilities and key logistics.
• Rehearsal coordination, including communication and coordination of the rehearsal details provided by the Client and/or venue.
4. SERVICES INCLUDED – WEDDING DAY
• Full wedding day management for up to 10 hours.
• Coordination of ceremony and reception flow according to the approved wedding day timeline.
• Coordination and oversight of setup and vendor arrivals/deliveries.
• Decor setup and styling for tables, candles, place cards, signage and personal décor items, excluding large installations.
• Setup of the welcome sign and seating chart.
• Oversight of vendor setup, deliveries and general wedding-day logistics.
• Removal and collection of Timeless Rentals décor only. Removal of décor, rentals or equipment belonging to other vendors or third parties is not included unless separately agreed in writing.
• 10% discount on eligible Timeless Rentals items booked for the Client’s wedding. The discount applies to Timeless Rentals rental charges only and does not apply to taxes, delivery fees, setup fees, labour, damage fees or third-party services unless otherwise agreed in writing.
5. SERVICES NOT INCLUDED
• Large-scale floral installations, ceiling installations, structural installations, heavy lifting or specialty installations requiring additional labour or specialized equipment.
• Floral design, catering, bartending, DJ/MC services, photography, videography, transportation, venue staffing or other third-party vendor services.
• Full event planning from the initial planning stages. This package is a final-details and coordination service beginning approximately four weeks before the wedding.
• Packing, removal or return of décor/rentals belonging to third-party vendors, unless separately agreed in writing.
• Purchasing items, handling personal shopping or reimbursable expenses on behalf of the Client unless approved in advance.
6. CLIENT RESPONSIBILITIES
• The Client agrees to provide accurate and complete vendor contracts, contact information, schedules, floor plans, décor details and other information reasonably required to coordinate the wedding.
• The Client is responsible for making all final decisions and communicating those decisions to the Coordinator in a timely manner.
• The Client is responsible for ensuring that all vendors are properly booked, contracted and paid unless otherwise agreed in writing.
• The Client agrees to provide final guest counts, seating arrangements, décor instructions and other relevant details by the deadlines requested by the Coordinator.
• The Client authorizes the Coordinator to communicate with wedding vendors for coordination purposes during the service period.
7. PAYMENT TERMS
Booking/Retainer. A non-refundable retainer of $750 is due upon signing this Agreement to reserve the wedding date. The remaining balance of $1750, plus applicable HST, is due no later than 30 days before the wedding date, unless otherwise agreed in writing.
Late Payment. Any unpaid balance may result in suspension of services or cancellation of the booking at the Coordinator’s discretion. The Coordinator is not obligated to provide wedding-day services if the account is not paid in full by the required deadline.
Additional Hours. The package includes up to 10 hours of wedding-day management. Additional coverage, if requested and available, will be billed at $150 per hour plus HST and must be approved by the Client.
8. CANCELLATION & RESCHEDULING
Cancellation by Client. Because the Coordinator reserves the wedding date and turns away other potential bookings, the retainer is non-refundable. If the Client cancels after the Agreement is signed, any additional amounts already paid may be non-refundable to the extent permitted by applicable law and based on work already performed or expenses incurred.
Rescheduling. A change of wedding date is subject to the Coordinator’s availability. If the new date is unavailable, the change may be treated as a cancellation. Any rescheduling request should be made in writing as soon as reasonably possible.
Coordinator Cancellation. If the Coordinator must cancel due to circumstances within the Coordinator’s control, amounts paid for services not yet performed will be refunded. The Coordinator will make reasonable efforts to provide referrals or assist the Client in finding replacement coordination services, but does not guarantee replacement availability.
9. VENDOR & VENUE COORDINATION
The Coordinator acts as the Client’s wedding-day coordination representative but does not assume responsibility for the performance, conduct, quality, delays, cancellations, damages or failures of independent vendors, venues or other third parties. The Coordinator will make reasonable efforts to communicate with vendors and resolve logistical issues within the Coordinator’s role.
Third-Party Vendor Disclaimer. Timeless Rentals does not guarantee the performance, punctuality, quality, availability, or actions of any third-party vendor or venue. Timeless Rentals will make reasonable efforts to coordinate with vendors and address logistical issues, but is not responsible for losses, delays, damages, cancellations, or other issues caused by third parties.
10. DECOR, PROPERTY & DAMAGE
The Client is responsible for personal décor and items supplied by the Client until they are handed to the Coordinator for setup, and after the Coordinator returns them to the Client or designated person. Timeless Rentals items remain the property of Timeless Rentals. Any loss, theft or damage beyond normal wear may be charged to the Client in accordance with Timeless Rentals’ applicable rental terms.
11. LIMITATION OF LIABILITY
The Coordinator will perform the services with reasonable care and professionalism. To the extent permitted by applicable law, the Coordinator is not liable for indirect, incidental, consequential or third-party losses arising from circumstances outside the Coordinator’s reasonable control, including vendor failure, venue restrictions, weather, transportation delays, emergencies, guest conduct or other unforeseen circumstances. Nothing in this Agreement limits liability where such limitation is prohibited by law.
11. WEDDING-DAY DECISION-MAKING AUTHORITY
In the event that the Client or designated decision-maker is unavailable during the wedding day, the Client authorizes Timeless Rentals to make reasonable, time-sensitive logistical decisions within the agreed scope of services in order to maintain the wedding-day timeline and flow. This may include communicating with vendors, adjusting the sequence of events, directing setup, addressing minor timeline changes, and resolving reasonable logistical issues. Timeless Rentals will not make material financial, contractual, medical, legal, or personal decisions on the Client’s behalf without the Client’s prior authorization.
12. FORCE MAJEURE
Neither party will be considered in breach of this Agreement for failure or delay caused by circumstances beyond reasonable control, including severe weather, natural disasters, government restrictions, public emergencies, venue closure, transportation disruption or other unforeseeable events. The parties will work together in good faith to determine a reasonable alternative where possible.
13. PHOTOGRAPHY & MARKETING
The Client may choose whether Timeless Rentals may use professional photographs or videos from the wedding for portfolio, website and social media purposes. If you do not consent please explicitly state your boundaries, Timeless Rentals will respect the request of the client.
14. COMMUNICATION
Primary communication may occur by email, phone or another mutually agreed method. The Coordinator will establish communication expectations and deadlines during the final-details planning period. The Client understands that timely responses are important to successful coordination.
15. ENTIRE AGREEMENT & CHANGES
This Agreement, together with any written addenda or documents expressly incorporated into it, constitutes the agreement between the parties regarding the services described above. Any changes to the package, pricing or scope of services must be agreed to in writing by both parties.
16. GOVERNING LAW
This Agreement shall be governed by the laws of the Province of Ontario and the applicable laws of Canada.
17. ACKNOWLEDGEMENT
By signing below, the Client acknowledges that they have read and understood this Agreement, have had the opportunity to ask questions, and agree to the package scope, payment terms and policies described above.