The Day of Coordination Add-On Provision
The Day of Coordination Add-On Provision
Event coordinators, we know your name alone is misleading - you’re truly an event manager. Your services often go beyond the name. For example:
how many of your services are actually limited to just one day?
What happens if a design crashes down and the vendor has already departed?
What happens if a family member or guest gets into a fight?
What happens if the client’s DIY gets out of control and they now expect you to be the manager, florist, cake cutter and personal assistant for the day?
What if the clients insist on an outdoor wedding and rain occurs right before their event?
What is out of your control of responsibility? Who is responsible to clean up at the end of the night? What if a contracted vendor doesn’t show up? What if you’re not fed a meal?
This template helps to clarify the agreement between you and your client, so that you can manage expectations at the outset, and avoid those uncomfortable conversations later on.
From the scope of your work to the cancellation policy, we’ve got you covered.
This Day of Coordination “add-on provision” is intended to be added to an existing Agreement. (For example, your current client Wedding Planning Agreement, or Wedding Photography Agreement.)
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Who is entering into the agreement and when the event will take place
Thorough description of the services to be provided on the day of the event and the prior consultation
Payment terms, including service fee amount, accepted methods of payment, deposit, payment schedule and what happens in the case of a late payment
How cancellations, terminations, and rescheduling would be handled
Policies around travel and overnight stays and the fees associated
The planner retains creative license rights to perform the services with their specialized skill and talent
What happens in the situation that the venue or officiant has rules or guidelines that impact your ability to perform your coordination services
If the guest list exceeds a certain number, how many assistants will you require and at what cost to the client
Duties of the client, including requirement for the client to provide event information (eg. location, time, etc.) prior to the event
Requirement for the client to provide a meal to the Day-Of Coordinator (and any assistants)
What happens if you recommend a vendor and they do not perform their duties appropriately
Who is responsible to pay third-party vendors
Requirements when you initiate contract services or purchases on behalf of your client
Statement on necessary cooperation of the parties and work space to ensure you can provide your services
Who owns intellectual property and copyright rights
Request for clients to credit coordinator in any website or social media posts
Permission for you to use photos/videos/media of the event for promotional purposes
Agreement on exclusivity, that the client will not hire any other service provider to provide the same service
Requirement for a safe working environment and what happens in the situation of a threat of injury, harm or damage to you, your team members or your equipment
What happens if the client must cancel, reschedule or terminate the agreement
How reimbursement to you would be handled in the case of a cancellation by the client
What happens if you are incapacitated and unable to perform the services
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This is an essential contract for any event coordinator to have between them and their client.
If your primary service is something other than “day of coordination” (eg. event planning, wedding photography, venue owner, etc.) but you do offer “day of coordination” occasionally, this add-on provision should be added to your existing client agreement any time you offer “day of coordination” services.
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All “add-on provisions” are intended to be added to an existing Agreement.
This “half-contract add-on" was created to be added to your existing Creative Law Shop® Contract.
No “add-on provision” is intended to take the place of a full Agreement; instead, we have created our “half-contract add-on” provisions to allow those who have multiple practice areas of your business to be able to create a more “flexible” agreement.
For example, if you have a photography business, odds are that you shoot more than just weddings - you probably dabble in portrait sessions and possibly even branding sessions. We don’t want you to have to pay for three separate agreements; instead, simply purchasing the applicable “add-on” provision will allow you to mold your contract to fit your business’ needs.
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