At High Emotion Weddings, we believe in complete transparency and trust as the cornerstone of our relationship with you.
Whether you're a new visitor or a loyal client, understanding our terms and conditions is vital to ensuring a smooth and satisfying experience. Your trust is paramount to us, and we're committed to maintaining it through openness, fairness, and integrity in all that we do.
Our terms and conditions are more than just fine print; they're a clear and comprehensive guide to how we conduct business, interact with our clients, and deliver our services. Each contract, will be crafted based on these terms and the custom quotes created after our discovery call with you.
WEDDING PLANNER - CLIENTS
1.1. The Clients – as wedding hosts – contract the event agency Events by Irene e.U. to render the agreed event planning service package, for the agreed fees. The Wedding Planner starts fulfilling herewith listed contractual obligations after the contract is signed and after receiving the booking fee to their account, and ends on the wedding day, or on the day of the last wedding event the Wedding Planner was contracted to coordinate, as soon as the event is finished.
1.2. The Clients are considered one unit in the communication process, meaning it is assumed that any request or information provided by one of them is internally agreed upon by both. The Wedding Planner is not liable for any inconveniences that arise from actions that have not been previously discussed and/or agreed upon by the Clients.
1.3. Upon written request, the Wedding Planner can also act as an intermediary and make payments for and in the name of the Clients for the suppliers/service providers. The Wedding Planner shall not be a contractual party to the supply/services. Contracts shall be closed between the supplier of the products/services and the Clients. The Wedding Planner shall not be liable to the Clients for obligations of the supplier/service providers and shall not be liable to the supplier/service providers for the obligations assumed by the Clients. The Wedding Planner shall only act as an intermediary and, within 3 (three) working days since after the Wedding Planner has received such a request, as well as the money from the Clients for this purpose, and all the necessary information to make the payment, shall transfer the amounts into the accounts of the vendors’ services/products.
1.4. Any errands that are to be run on behalf and on account of the Clients have to be explicitly documented in written form. This concerns especially public-law (e.g. registration of the event at the appropriate authorities or the AKM – Austrian Performing Rights Society) or private-law acts, room rental, closing and paying catering contracts, or any contracts with artists, vendors or subcontractors.
2. PERFORMANCE OF SERVICES
2.1. The Wedding Planner is bound to provide the agreed services according to the principles of „obligation for executive care”, considering the Clients' best interest. The Wedding Planner agrees to exercise reasonable care and skills in providing all services agreed under the terms of this Agreement. The Wedding Planner is especially bound to the meticulous consulting of the Clients, careful selection and supervision of vendors and subcontractors.
2.2. Nothing in the agreement between Wedding Planner and Clients shall be construed to create an employee-employer relationship between the Wedding Planner and the Clients, and this will be a collaborative, professional relationship of equals, where mutual professional respect, courtesy and consideration are expected. The Wedding Planner is an independent contractor and not an employee of the Clients.
2.3. Should the event require it, the Wedding Planner will provide assistants in order to fulfill the Agreement. These assistants will abide by all terms of the Agreement between Wedding Planner and Clients. The decision to use assistants is at the sole discretion of the Wedding Planner.
2.4. The Parties agree that the Wedding Planner may assign some or all of the obligations arising out of an Agreement to trustworthy and equally experienced industry partners, subject to the prior written consent of the Clients. The Clients are not entitled to raise claims directly to the third party.
2.5. Basic office support receives 48-72 hour attention. Each new or special project requires a minimum of 5 (five) days lead-time. The Clients will provide sufficient notice and allow for reasonable timeframes for project completions. Rush projects of 24 hours or less, as well as new requests made within the last three weeks before the wedding due date, and projects requiring weekend or holiday work may be subject to a 25% surcharge and/or other rush fees. The Wedding Planner reserves the right to refuse any project or service request.
2.6. The Wedding Planner requires 48 hours notice to cancel scheduled face-to-face appointments, and 1 hour to cancel scheduled calls. When possible, the Wedding Planner will attempt to accommodate a moved appointment with less notice. However, if the appointment cannot be moved to a different slot in the same week, this will count as a cancelled appointment, if the requested notice was not provided. No shows and last minute cancellations will be billed at the full hourly rate for the allotted time that was scheduled, with a one-hour minimum, unless an event outside of the Clients' control prevent the Clients from attending a scheduled call and giving the Wedding Planner the required notice.
2.7. Changes and additions to the scope of work, requested by the Clients and performed by the Wedding Planner after a proposal/estimate has been approved, are considered Change Requests, and will be billed according to the additional hours.
2.8. The Wedding Planner is entitled to deviate from the agreed services and will use her judgement when taking action in regard to changes, weather, tardiness, non performance etc. based on the situation, time limitations and/or the Clients' wishes. Any changes are to be documented in written form without delay and communicated on to the Clients in writing forthwith. The Clients reserve the right to disagree with any deviations including in an event where the deviation leads to additional charges being payable by the Clients or where the quality of the service is reduced.
3. VENDOR MANAGEMENT
3.1. Based on preliminary discussions, the Wedding Planner will gather offers from appropriate vendors, according to the wishes of the Clients, within the estimated wedding budget, which is subject to change depending on the final venue choice, wedding day scenario, the Clients' vendor and service choices and number of guests, for the defined fees.
3.2. The selection of the vendors proposed by the Wedding Planner is made by the Clients, unless otherwise agreed. Should the Clients explicitly request, the selection is to be made by the Wedding Planner. Either way, the contracts are to be closed directly between the Clients and the chosen vendors.
3.3. The Wedding Planner will exercise reasonable care and skills in locating and recommending any vendors for the Clients. However the Wedding Planner is not responsible for the conduct and/or performance of any vendor. The vendors will prepare proposals and they will invoice the Clients. It is the Clients' sole responsibility to hire, contract and pay or arrange payment to all vendors and/or venues in a timely manner.
3.4. The Wedding Planner does not recommend hiring vendors outside the list of High Emotion Weddings Approved Vendors.
3.5. Should the Clients choose to book other vendors, despite the recommendation at chapter 3.4, or without consulting the Wedding Planner in the decision process, or should they book certain vendors before signing the Wedding Planning Agreement, it is the Clients' responsibility to provide the Wedding Planner with copies of vendor contracts for all vendors they contracted on their own. Any fee or cost for the payment will be borne by the Client. Also, it is the Clients' responsibility to provide the Wedding Planner with contact names, telephone numbers, and scheduled timetables for all vendors involved in the wedding within 3 (three) days after they are hired, no later than 90 days prior to the wedding. Any dispute with these vendors will be handled directly between the Clients and the vendors.
3.6. In the event of any supplier/service provider’s cancellation, the Wedding Planner may substitute a new supplier/service provider with advance notice to the Wedding Couple at its discretion, and any additional costs are to be paid by the Clients.
4. PAYMENT and EXPENSES
4.1. The Wedding Planner’s estimated remuneration and expenses will be listed in detail in each Agreement, along with the agreed service suites, and does not include (as may be applicable) costs of bank fees, translation, legalization or notarial charges, travel, accommodation, meal costs, or any fees incurred by other vendors.
4.2. Accepted forms of payment are cash, bank wire, and credit card payments in euro. Upon quote acceptance, the Clients will have the opportunity to choose their preferred payment method and the desired number of installments for the event planning and coordination fees (2 or 3).
4.3. The bank wire or credit card fees will be borne by the Clients. For credit card payments, a fee of 1,4% of the invoice amount applies to payments with European cards, or 2,9% with non-European cards. For bank wire fees, the Clients are to consult with their bank regarding incurred wire fees, and make sure the Wedding Planner receives the full invoice amount to their account.
4.4. Upon receipt of the Booking Fee and signature of the Agreement, the Wedding Planner will reserve a slot on her calendar and will not make reservations with another client for the same slot. For this reason, the Booking Fee paid is non-refundable, even if the date is changed or the wedding cancelled for any reason, including but not limited to, acts of God, fire, strike and/or extreme weather. Should the wedding date be changed, in agreement with the Wedding Planner's availability, the Booking Fee and all payments made will be considered towards the final Service Fee.
4.5. Should an Agreement be signed before the event date is set, the Clients are to consider the Wedding Planner’s availability when choosing the final event date.
4.6. In case that the payments are not made within due date, an overdue notice will be issued on the next working day, and then at 10 days’ intervals. The fee for each overdue notice amounts to 10 €. Payments not received by due date will result in work cessation. The Wedding Planner reserves the right to refuse completion or delivery of work until past due balances are paid. Weekly late charges of 1%, will be applied on unpaid balances every new started week.
5. CLIENTS' OBLIGATIONS
6.1. The Wedding Planner does not act as general contractor, but only as intermediary between the Clients and wedding vendors. Therefore, the Wedding Planner is not liable and cannot be held responsible for any supplier/service provider’s performance or product, nor for any obligation that is delayed/not fulfilled and arising from the contracts between the Clients and third parties, including payment delays to the vendors.
6.2. The Wedding Planner is not liable for any delays or irregularities in document processing by the authorities, as well as any delays or the cancellation of the ceremony caused by the delayed delivery or lack of information and/or incorrect or incomplete documents provided by the Clients or authorities.
6.3. The Wedding Planner is neither liable for inconveniences caused by acts of nature or responsible for the private belongings of the Clients, wedding guests or vendors, present at the wedding locations on the wedding day.
6.4. Should the Wedding Planner be unable to perform any specific tasks in the planning of a wedding, due to the Wedding Planner's illness or hospitalization, the Wedding Planner will do her best to find a substitute Wedding Planner.
6.5. The Clients fully understand and agree that the Wedding Planner shall not be responsible or held liable in the event the Wedding Planner is prohibited from providing Wedding Day services due to illness, hospitalization, accident, transportation breakdown/disruption, traffic difficulties, acts of God such as inclement weather or other unforeseen impediments, or other cause of non-arrival on the day of the wedding.
6.6. The Clients agree that the accuracy of information supplied to the Wedding Planner is the sole responsibility of the Clients, and that the Wedding Planner is not responsible and shall not be held liable for the results of services performed on the basis of inaccurate, incomplete or untruthful information furnished by the Clients. The Clients assume full responsibility for acceptance of work or services performed and agreed upon, as well as final proofing and accuracy. The Wedding Planner is not responsible for errors or omissions. Corrections will be made at no charge if they are brought to the Wedding Planner’s attention within 30 (thirty) days after project completion and acceptance, if applicable. Corrections are not to be construed with changes.
6.7. The Clients agree to exercise due diligence in their direction to Wedding Planner regarding preparation of materials, and must be able to substantiate all claims and representations. The Clients are responsible for all trademark, service mark, copyright and patent infringement clearances of material provided by the Clients. The Clients are also responsible for arranging, prior to service, any necessary legal clearance of materials provided by the Clients.
6.8. The Wedding Planner is not responsible for any events preventing the wedding to happen, such as fire, flood, earthquake or any other natural or human acts.
6.9. The Clients shall indemnify, defend and save the Wedding Planner harmless from any and all suits, costs, damages or proceedings, including, but not limited to, the Wedding Planner’s services, pertaining to any and all litigation in which the Clients are a party. The Clients shall pay all expenses incurred by the Wedding Planner, including, but not limited to, all attorneys’ fees, costs and expenses incurred, should the Wedding Planner be named a party in any litigation to which the Clients are a party. The Clients shall further indemnify and hold harmless the Wedding Planner and its agents, officers and directors from liability for any and all claims, costs, suits and damages, including attorneys’ fees arising directly or indirectly out of or in connection with the operation of Clients, and from liability for injuries suffered by any person relating to the Clients. All reasonable precautions will be taken to safeguard the property entrusted to the Wedding Planner. The Wedding Planner will not be held liable for loss, destruction or damage of any kind resulting from items which are lost or delayed in transit, whether such transit is electronic, fax, mail or otherwise, nor for unauthorized use by others of such property. the Wedding Planner will not be held liable for any incidental, consequential or indirect damages, including without limitation damages for loss of profits, business interruption, loss of information, plagiarism, etc. The Wedding Planner will not be held liable for typographical omissions or errors. Any liability on the part of the Wedding Planner as determined by a court of law will be limited to the Service Fee paid by the Clients.
8. INTELLECTUAL PROPERTY
8.1. The parties agree to confidentiality on information acquired through the business relationship arising from this contract, also after contract termination.
8.2. The wedding concepts created by the Wedding Planner are and remain the Wedding Planner's intellectual property. The Clients are not allowed to forward or sell these to third parties.
8.3. The Clients are not allowed to implement the wedding concepts created and provided by the Wedding Planner without paying the agreed service fee, or without the Wedding Planner's written consent.
8.4. The Clients are informed that data derived from this contractual relationship is stored on a confidential basis.
7. CANCELLATION TERMS
9. MODEL RELEASE
9.1. The Clients agree that the photographer and cinematographer provide the Wedding Planner the full galleries of wedding photos and videos.
9.2. Should the Clients decide not to hire a photographer and/or cinematographer, or to hire a photographer and/or cinematographer outside the list of High Emotion Weddings Approved Vendors, the Wedding Planner reserves the right to hire their own photographer and/or cinematographer at their own cost, to document the wedding for their own portfolio.
9.3. By entering an Agreement with the Wedding Planner, the Clients agree to the publishing of any of their photos and videos on the Wedding Planner’s and involved vendors' websites, social media channels and blogs, on third-party blogs, in newspapers, magazines and television channels, for advertising purposes, as well as to answer wedding-related questions and provide feedback on their wedding and Wedding Planner's performance, when approached by wedding publications or other potential clients of the Wedding Planner.
9.4. Should the Clients not agree to a full model release, they can choose from the following options:
a) The Clients agree to the publishing of their photos and videos on the Wedding Planner’s and involved vendors' websites, social media channels and blogs, on third-party blogs, in newspapers, magazines and television channels, for advertising purposes, only after approval of the photo-video selection by the Clients. The final selection must include shots of the couple and guests.
b) The Clients do not agree to the publishing of any photos and videos where their identities and the identities of their wedding guests are recognizable, but only venue, decor, attire, details and shots with the couple from behind / without faces / blurry can be used - at a surcharge of 10% of the planning and coordination fee (excluding travel and meal costs).
c) The Clients do not agree to the publishing of any photos and videos of their wedding - at a surcharge of 15% of the planning and coordination fee (excluding travel and meal costs).
10. WORKING HOURS and COMMUNICATION RULES
11. FORCE MAJEURE
12. ADDITIONAL STIPULATIONS
LAST UPDATE 1 JANUARY 2023
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