Magical Moments
Event Planning & Coordinating
Nicole: 209.471.2898 Lynn: 209.471.1791
Description of Services
Please note the description of services listed is taken from our Magical Full Service Package:
Assistance beginning immediately upon hire
Assist ance with itinerary and timeline creation
Decor set up on event day(excluding ceiling, hanging décor and lighting)
Oversee vendor deliveries at venue
Ensure gifts, cake tier, guestbook, etc. are given to designated individual
Coordinate ceremony procession
Up to 7 hours of service on the event day
2 event coordinators (additional coordinators to be listed under Fees if applicable)
Up to 5 consultations to be used at your discretion to choose a venue, vendors, design plans, etc.
Conditions
-You will make payments directly to the service providers/vendors and not to us. We do not accept
commissions from recommended vendors and cannot guarantee any service provider’s performance or
product.
-It is your responsibility to provide us with contact names, telephone numbers, any scheduled timetables, invoices, final statements and itemized lists from all service providers involved in the event no later than 14 days prior to the function.
-It is also your responsibility to notify us of any changes in a timely manner. Any changes made less than 14 days prior to the event must be submitted to Magical Moments in detailed form. We shall not be held liable nor responsible should any changes or additions be made by you or your selected service providers within this timeframe.
-It is your responsibility to provide us with the recommended and acceptable amount of time for décor set up- 3 hours minimum and will vary based on event (along with tear down time, if applicable). If this does not occur, we will not be held responsible for any time delays or fees that may be charged by the venue.
-We will use our professional judgment when taking action with regard to changes, weather, tardiness,
non-performance of or vendor issues, etc., based on the situation, time limitations and/or your wishes.
-In the event that a venue coordinator is on site, we will work with you and the coordinator as needed.
-I understand that a travel fee may be added for services taking place over 30 miles away from MM office.
-Magical Moments is a licensed and insured event planning vendor; however, we are not licensed to serve alcohol. Should your event involve alcohol, we are not responsible to oversee, open, serve or distribute alcohol in any form.
-Magical Moments is also not a licensed food handler or caterer. Any and all food and drink service must be handled by a licensed caterer, or family/friends. This includes, but is not limited to, plating meals/serving plates/cutting wedding cake/working on food or drink displays or tables.
-If permits and/or noise ordinances are not adhered to, Magical Moments will not be held responsible for any complaints and/or legal action that may take place.
-Additional coordinators are required for events taking place in 2+ locations, events requiring chair covers/sashes or moving of chairs between events, or events with guest counts over 150. Additional coordinators are listed under the Fee portion of the contract, along with their separate fee. We reserve the right to require additional coordinators for any reason.
Fees & Payment Schedule
For our services you will pay a $298.50 retainer fee upon hire to hold your event date. This is 50% of your quoted package, and is to be paid via cash. Payments can be scheduled for drop off at:
Magical Moments Event Planning
1170 Champagne Lane
Manteca, CA 95337
The remaining balance, $298.50, is to be paid in cash no later than 2 weeks prior to your event.
These fees do not include optional gratuity.
Products/Decor
In the circumstance that rentals are purchased from a third-party vendor, deposits must be placed directly with the third-party. Final payments must also be made with the third-party vendor by their specified timeframe. Magical Moments Event Planning & Coordinating may set-up rentals within our means and as agreed upon; however, we are not responsible for lost or damaged items.
In the circumstance that décor is purchased and/or utilized from Magical Moments Event Planning & Coordinating stock (I.E., linen, vases, candy buffet, etc.), a fee will be collected accordingly, along with a refundable deposit in the form of a check. Should all décor be returned without damage, the check deposit will be returned within 7 business days. Should the stock décor incur damage, we reserve the right to charge a damage fee and as such, (some or all of) the deposit may not be returned. These determinations will be discussed with you beforehand.
Photo Release
Magical Moments reserves the right to take photos during the event, and use them on their social media and business websites. Reviews and professional photos are also requested, although not required. Reviews can be left at
Terms/Termination
This agreement will terminate automatically upon completion of the services required by this letter of agreement. In addition, we reserve the right to cancel our services should any or all pertinent information requested not be provided as stated in these conditions. Please note, should this occur, the retainer is non-refundable and any further refund will be negotiated pending any services that have been provided.
Changes/Cancellations
Any changes made to this letter of agreement must be made in writing and signed by all parties. If the event is canceled, refunds are limited to unearned fees. If you cancel less than 30 days before the event date (with the exception of an unfortunate passing of an immediate family member) there will be no refund. If the event is not canceled and/or rescheduled, there will be no refund. Retainer fees are non-refundable.
If, for any reason, both coordinators are unable to attend on the day-of your event (due to extreme illness, acts of God, etc.), we will make every attempt to send a suitable replacement. We will ensure that you are notified of the change should this occur. If a replacement is unable to attend, a full refund will be provided.
Acts of God
If an act of God, such as a fire, flood, earthquake or other natural calamity shall cause you to cancel your event; we will require payment only for the time actually spent working on your wedding. Retainer fees to hold event dates are non-refundable.
Arbitration
All claims and disputes arising under or relating to this Agreement are to be settled by binding arbitration in the state of California or another location mutually agreeable to the parties. An award of arbitration may be confirmed in a court of competent jurisdiction.
If your understanding parallels ours, please sign one copy of this letter and return it to us. It can be scanned and returned to us via email.
We wish you great happiness and look forward to working with you to help make your wedding the most enjoyable and magical moment of your life.
Sincerely,
Nicole Menezes & Lynn Allen
Magical Moments Event Planning & Coordinating
Accepted:
Signature ______Date:______
Address:______
Phone#______Email:______
(Optional) 2nd Signature ______Date: ______
Venue address______
Event Date______
Where did you hear about us? ______