1. Scope of Services

1.1 The Planner shall provide On The Day Coordination services as agreed in writing between the parties.

1.2 The Planner’s role is limited to the coordination and management of pre-arranged plans made by the Client and their chosen suppliers.

1.3 The Planner does not provide legal, financial, catering, entertainment, or venue services and does not guarantee the performance or quality of third-party suppliers.

1.4 Any additional services requested outside the agreed scope may be subject to additional charges, which must be agreed in writing.

1.5 The Client agrees to provide all necessary information, documentation, supplier contact details, and event requirements in a timely manner to allow the Planner to perform the Services.

2. Fees and Payment

2.1 The total fee for the Services is inclusive of agreed travel expenses.

2.2 A non-refundable booking fee is required within 7 days of invoice issue to secure the Event Date.

2.3 The booking is not confirmed until cleared funds have been received.

2.4 The remaining balance must be paid no later than 4 weeks prior to the wedding date.

2.5 Failure to make payment by the due date constitutes a material breach of this Agreement and may result in suspension or cancellation of services.

2.6 The Planner reserves the right to charge statutory interest and reasonable debt recovery costs on overdue payments in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

2.7 All payments are non-refundable except where required by law or explicitly stated in this Agreement.

3. Consumer Cooling-Off Period

3.1 In accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, the Client has 14 calendar days from the date of signing to cancel this Agreement without penalty.

3.2 If the Client cancels within the cooling-off period, all monies paid will be refunded.

3.3 If the Client requests that services begin during the cooling-off period and later cancels, the Planner may deduct reasonable costs for work already undertaken.

4. Rescheduling

4.1 Any request to reschedule the Event Date must be made in writing.

4.2 Rescheduling is subject to the Planner’s availability and discretion.

4.3 If the Planner is unavailable on the proposed new date, this shall be treated as cancellation by the Client.

4.4 Revised pricing may apply to rescheduled events due to inflation, travel adjustments, or scope changes.

5. Cancellation by the Client

5.1 All cancellations must be made in writing.

5.2 After the 14-day cooling-off period, the booking fee remains non-refundable.

5.3 If the Client cancels the Services, the following charges apply:

More than 365 days before Event Date – no further payment due
365–183 days before Event Date – 50% of remaining balance due
182–92 days before Event Date – 75% of remaining balance due
Less than 92 days before Event Date – 100% of remaining balance due

5.4 Failure to pay any instalment within 14 days of the due date may be treated as cancellation by the Client.

6. Cancellation by the Planner

6.1 The Planner reserves the right to cancel this Agreement where:

• The Client breaches the terms of this Agreement

• The Planner is unable to perform the Services due to circumstances beyond reasonable control

• The Planner experiences illness, injury, or emergency preventing performance

6.2 Where possible, the Planner will attempt to recommend a suitable replacement coordinator.

6.3 If cancellation occurs under this clause, liability shall be limited to refund of any fees paid for services not yet delivered.

7. Third-Party Suppliers

7.1 All supplier contracts are between the Client and the supplier directly.

7.2 The Planner shall not be responsible for the performance, reliability, quality, timing, cancellation, negligence, or solvency of any third-party supplier.

7.3 The Planner shall not be liable for supplier delays, errors, omissions, cancellations, or failure to attend.

7.4 The Client agrees to indemnify and hold harmless the Planner against any claims arising from supplier disputes.

8. Event Timeline and Delays

8.1 The Planner shall use reasonable efforts to manage the event timeline.

8.2 The Planner shall not be responsible for delays caused by:

• Suppliers

• Venue staff

• Registrar or celebrant

• Hair and makeup teams

• Wedding party or guests

• Transport delays

• Traffic conditions

• Weather

• Any circumstance outside the Planner’s control

8.3 The Client acknowledges that wedding timelines are flexible and may require adjustment.

9. Professional Discretion

9.1 The Planner may exercise reasonable professional judgement when implementing the agreed plans.

9.2 Minor adjustments may be made on the day where necessary due to unforeseen circumstances.

10. Client Responsibilities

10.1 The Client must provide accurate and timely information regarding:

• Suppliers

• Timelines

• Venue requirements

• Special arrangements

10.2 The Client agrees to cooperate reasonably with the Planner.

10.3 Failure to provide necessary information may affect the Planner’s ability to deliver services and shall not constitute breach by the Planner.

11. Guest Conduct and Safety

11.1 The Planner is not responsible for the conduct or behaviour of guests.

11.2 Responsibility for intoxicated or disruptive behaviour rests with the Client and/or Venue.

11.3 The Planner reserves the right to withdraw services without refund if subjected to abusive, threatening, unsafe, or unlawful conduct.

12. Weather and External Conditions

12.1 The Planner cannot control weather conditions or environmental factors.

12.2 Responsibility for contingency planning rests with the Client and Venue.

13. Purchases on the Client’s Behalf

13.1 The Planner will not purchase goods or services unless agreed in writing.

13.2 Where agreed, a 10% service fee will apply.

13.3 All funds must be provided in advance by the Client.

14. Planner Substitution

14.1 If the Planner is unable to attend due to illness, emergency, or unforeseen circumstances, the Planner may appoint a qualified substitute coordinator.

14.2 If no suitable substitute is available, liability shall be limited to refund of fees paid.

15. Force Majeure

15.1 Neither party shall be liable for failure to perform obligations due to events beyond reasonable control, including but not limited to:

• Extreme weather

• Flood, fire, or natural disaster

• Government restrictions

• Pandemic or public health emergency

• Venue closure

• Supplier insolvency

• Civil unrest

• Transport disruption

15.2 Payments remain non-refundable, but the Planner may offer transfer to a mutually agreed alternative date within 12 months, subject to availability.

16. Damage to Planner Property

The Client is responsible for any loss, theft, or damage to Planner-owned equipment, décor, or materials caused by guests, suppliers, or venue staff.

17. Media and Promotional Use

17.1 The Planner may use photographs or video of the Event for portfolio, promotional, marketing, and social media purposes.

17.2 Such use shall comply with copyright laws and supplier permissions.

17.3 The Client may opt out by providing written notice before the Event Date.

18. Intellectual Property

All planning documents, timelines, templates, checklists, and materials created by the Planner remain the intellectual property of the Planner.

They may not be reproduced, distributed, or used for commercial purposes without written consent.

19. Limitation of Liability

19.1 The Planner’s total liability shall not exceed the total fees paid by the Client.

19.2 The Planner shall not be liable for:

• Indirect or consequential loss

• Loss of enjoyment

• Emotional distress

• Supplier failures

• Guest behaviour

• Weather-related disruption

• Loss of profit or revenue

19.3 Nothing in this Agreement excludes liability for death or personal injury caused by negligence or any liability that cannot be excluded under UK law.

20. Insurance

20.1 The Planner maintains Public Liability Insurance appropriate to the services provided.

20.2 The Client is strongly advised to obtain wedding cancellation and event insurance.

21. Complaints Procedure

21.1 Any complaint must be made in writing within 14 days of the Event Date.

21.2 The Planner will investigate and respond within 28 days.

21.3 The parties agree to attempt good-faith resolution before pursuing legal action.

22. Data Protection

The Planner will process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Client information will only be used for purposes related to the delivery of services.

23. Reputation Protection

The Client agrees not to publish false, misleading, or defamatory statements regarding the Planner.

Any concerns must first be raised directly to allow reasonable opportunity for resolution.

24. Governing Law

This Agreement shall be governed by the laws of Scotland.

Any dispute shall be subject to the exclusive jurisdiction of the Scottish Courts.

25. Entire Agreement

This Agreement constitutes the entire agreement between the parties.

No variation shall be binding unless agreed in writing and signed by both parties.