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TELEPHONE / TEXT: 778-214-6258

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SERVICE AGREEMENT

contract for weddings & events 

By completing this Service Agreement, the signing client(s) accept all terms and policies outlined in each section below.

 

Client(s) signing this agreement will hereby authorize Mosaic Party & Event Design to execute and commence with services outlined in the invoice provided and understand all Service Agreement policies correlate to those services accordingly.

 

In the event of dispute, Mosaic Party & Event Design reserves full rights to refer to this agreement and the last invoice recorded as ‘sent’ to the client(s). Furthermore, the agreement terms below may refer to the service provider as ‘Mosaic Party’ - by signing this agreement, client(s) accept this with understanding that it refers to its full registered name Mosaic Party & Event Design.

LAST REVISED MAY 2020
(signatures on previous agreements

have been saved and recorded)

CLIENT UNDERSTANDING & RESPONSIBILITY

  • Client(s) are 100% responsible for investigating and/or acquiring event insurance.

  • It is the client(s) responsibility to provide accurate event information such as dates, times, names, contact information, and other pertinent details.

  • Client(s) may use and/or share social media posts from Mosaic Party & Event Design or participating vendors subcontracted by Mosaic Party, and are responsible for ensuring tags and/or mentions are clearly used when doing so. Client(s) may not share and/or use materials without mention.

  • Client(s) must adhere to all contract terms and are responsible for payments, site access, and any other policies outlined in this agreement.

PAYMENT TERMS

  • Unless specified in written consent by Mosaic Party & Event Design, a minimum 50% payment is required towards the balance reflected on any invoice or estimate to secure services.

  • An event date, and any subsequent services or package outlined on the invoice or estimate, are not considered scheduled or valid without the minimum of 50% payment.

  • The 50% payment towards the balance is considered non-refundable.

  • Additional payments can be made at any time.

  • Any payment(s) made to Mosaic Party & Event Design leading up to an event date, are non-refundable under all circumstances.

  • Any and all remaining balances are due at least 45 days prior to an event date.

  • A reminder will be sent for final payment, however it is the client(s) responsibility to follow payment deadlines without prompting.

  • Failure to adhere to the payment schedule may render scheduled services null & void.

  • All payments can be made by electronic (email) transfer

       to: mosaicpartyandevent@gmail.com

  • Credit Card options may be available upon request and are subject to a 2.9% +.30 cent fee

  • Under no circumstance will Mosaic Party & Event Design explain, break-down, or review costs, billings, or expenses in the budget of their production of services.

  • All payments are budgeted and utilized at the full discretion of Mosaic Party & Event Design. All payments allow Mosaic Party to begin necessary work towards and event production, as well as maintain general business operations, costs, or expenses as they see fit.

CANCELLATION & POSTPONEMENTS

  • Cancellations and/or postponements must be documented and/or confirmed by email submission. Client(s) are responsible for following up with Mosaic Party & Event Design by telephone and/or email if a response is not provided within 72 hours.

  • Cancellations and/or postponements must be made by at least one client signing this Agreement.

  • Third party cancellations and/or postponements are not accepted.

  • Any and all payments made towards an invoice are non-refundable.

  • A minimum noticed of 45 days prior to the scheduled event date is required for all cancellations.

  • Cancellations made within 45 days of an event will be subject to full and final payment of invoice due immediately.

  • Cancellations made prior to 45 days will absolve the client(s) from owing any further invoice balance, providing the minimum 50% is on record. Any and all payments made up to the date of cancellation is considered non-refundable.

  • Postponement of an event does not guarantee transfer of payment(s) to a future date, service, or package – however Mosaic Party & Event Design will remain flexible for postponement options to the best of their ability.

  • Any review of postponement is subject to date availability of Mosaic Party & Event Design and any packaged vendors outlined on the invoice, and must fall within 16 months of an originally scheduled event date, or by the end of the following calendar year, whichever is applicable.

  • Mosaic Party & Event Design reserves all rights to block-out availability for key / peak wedding dates in a following season and/or calendar year without question.

  • In the event of a postponed date which a packaged sub-contracted vendor may not be available, Mosaic Party & Event Design reserves all rights to book and/or hire another vendor or supplier of choice.

  • In the event of a postponed date, client(s) may be subject to additional costs in which case Mosaic Party & Event Design will remain as transparent as possible for the potential costs and may provide alternative solutions to avoid or reduce them.

      Reasons for these additional costs may include (but are not limited to):

          - Vendors that are no longer available for the postponed date and are withholding payments or deposits from the original booking date,                         

              therefore creating additional budgeting needs for a new supplier towards the revised date.

           - Other unforeseeable costs of production due to a postponed date or changes made to the event in light of the                 

             postponement.

          - Should this contract not be adhered to by client(s), Mosaic Party & Event Design reserves all rights to cancel the agreement and subsequent                   

            services outlined on the invoice without contest. In the event of cancellation under these measures, Mosaic Party & Event will notify the client (s)               

            by email with an outline of the resulting decision. All decisions will be considered final without contest and any payments made to date will be             

           considered non-refundable.

ACTS OF GOD

  • In all cases, Mosaic Party & Event Design considers an ‘Act of God’ to be an event outside of human control, activity, or involvement.  Under this contract and Service Agreement, the following are considered an Act of God: Natural disasters such as hurricanes, tornadoes, earthquakes, mass flooding, and in some cases wildfires. Epidemics, Pandemics, Endemics, and other Health Crisis’ are not considered Acts of God under this definition.

  • Mosaic Party & Event Design will not consider any dispute to the above definition, and reserves all rights to interpret it as required for business purposes, event production, and the subsequent execution of any contract or Service Agreement in place.

  • Mosaic Party & Event Design is not responsible for damage, incurred costs, or injury to property or person(s) at an event, resulting from an ‘Act of God’.

  • In the event of an Act of God occurring at least 45 days prior to an event date, which results in an event cancellation or postponement, Mosaic Party & Event Design reserves the right to offer a transfer of payment(s) made towards a future date within 16 months of the original event date. Furthermore, Mosaic Party & Event Design reserves the right to black-out future peak event dates in that 16 month duration to ensure business production flow within that seasons projected income.  In all cases, Mosaic Party will try to provide fair options and/or alternatives with consideration to all parties involved and the circumstances.

  • In the event of an Act of God occurring within 45 days of a scheduled event date which results in cancellation or postponement, Mosaic Party & Event Design will review (at their sole discretion) any budgets, expenses, time and/or involvement to date - in conjunction with costs of business operations and personal considerations – to determine course of action regarding payments made by client(s). Mosaic Party & Event Design will not guarantee payment transfer to a future date, and/or guarantee any refund amount. In all cases, Mosaic Party & Event Design reserves full right to retain payments made towards an invoice without justification or dispute. Furthermore, in all cases, Mosaic Party will try to provide fair options and/or alternatives with consideration to all parties involved and the circumstances.

PANDEMICS, EPIDEMICS, ENDEMICS, AND HEALTH CRISIS

  • In cases of pandemics, epidemics, endemics, and other health crisis’, Mosaic Party & Event Design reserve all rights to follow measures, recommendations, advice, or guidelines provided by local, municipal, and federal health ministries or community leaders even if implemented laws don’t yet restrict events, gatherings, or functions of specific sizes and/or locations.

  • Mosaic Party & Event Design reserves the right to make decisions based on personal comfort for health and safety for all parties involved, in compliance to the above noted measures and recommendations, even if it is not implemented law.

  • Under this section, payments made towards an event are still considered non-refundable.

      Please see policies outlined in the Payment Terms section.

  • Mosaic Party & Event Design reserves the right to cancel services, without refund, for any reason during an outbreak or health crisis. In all cases, Mosaic Party will try to provide fair options and/or alternatives with consideration to all parties involved in light of the circumstances.

  • Under this section, in the event that cancellation is made at least 45 days prior to an event date - whether by the client(s) or Mosaic Party & Event Design – all payment(s) made towards an invoice will be transferred to future date options up to the end of the following calendar year.  

  • Under this section, any cancellations made within 45 days of an event date may result in some payment portions not being transferable to a future date due to contracts in place with subcontracted vendors that cannot cancel wholesale orders already in effect. Examples of this would be for perishable materials such as floral supplies.

  • In all circumstances, Mosaic Party & Event Design will do their best to offer viable options, solutions, payment plans, or other considerations to alleviate undo stress for any unforeseen adjustment to an invoice.

  • All reviews for postponement under this section are subject to date availability of Mosaic Party & Event Design and its packaged vendors, and must be scheduled by the end of the following calendar year. Mosaic Party & Event Design reserves the right to block-out availability for key / peak wedding dates in a following season and/or calendar year.

  • Under this section and/or recommendations of health officials, Mosaic Party & Event Design will not guarantee date availability within the current calendar season – and retains all rights to make decisions regarding the execution of services based on personal comfort for health and safety of all parties involved.

WEATHER & SITE RESTRICTIONS

  • Client(s) are responsible for providing a safe and accessible work site, free from dangerous hazards, human interference, or animal distractions.

  • In cases of undisclosed and/or unforeseen access issues for unloading or hauling décor (such as long walks, unkempt pathways, staircases, hillsides, ect), Mosaic Party & Event Design reserves the right to adjust the final invoice for additional time or labour at a rate of $125/hour with a minimum 1 hour billing. Furthermore, Mosaic Party will not be held responsible for any delays in set-up or event scheduling due to undisclosed access issues.

  • Mosaic Party & Event Design - in conjunction with venue collaboration – have final say of any and all installations that may pose hazard or risk of damage to person(s) or property.

  • In cases of sudden weather – unforeseen or unplanned – Mosaic Party & Event Design will follow the venue’s final decision for outdoor installations and/or back-up weather plans over and above the client(s) request.

  • Event décor is installed and placed only when deemed safe to do so. Mosaic Party & Event Design will not be held responsible for any unforeseen weather, wind gusts, or other venue functions occurring after installation.

  • Mosaic Party & Event Design is not accountable for décor that disengages, dismantles, falls, or otherwise comes out of place during an event for any reasons. Client(s) signing this agreement hereby accept that any damage to person(s) or property is not the responsibility of Mosaic Party & Event Design.

DAMAGE & MISSING ITEMS

  • All product is assessed for damage and wear during installation, and following Wedding.

  • Client(s) are accountable for all damage or missing items deemed as occurred during the event production.

  • Any/all damaged or missing items will be invoiced following the event. Payment is due within 14 days of the sent date.

  • In cases of dispute, Mosaic Party & Event Design’s decision will be considered final, and client(s) will be referred back to the signature of this agreement and this section of the terms and policies.

PACKAGE, PRICING, AND SERVICE OUTLINES

  • Mosaic Party & Event Design does not supply rentals or offer specific and/or individual decor pieces. Any decor outlined in our services is offered in pre-planned packages, and by doing so we are able to keep our services PST exempt.

  • Clients may not require, or want, all items and décor outlined in the services and/or packages. Removing items and/or requesting revisions will not change pricing of the package.

  • Revisions and reductions of package or service inclusions – as requested by the client(s) - and any potential discounts or pricing adjustments are at the sole discretion of Mosaic Party & Event Design.

  • Pricing outlined in packages is determined by (but not limited to) guest count an size of event, scale and/or style of installation plans, involvement and expertise of Mosaic Party & Event Design, communications and preparation time & planning, and any purchases or sub-contracted services arranged to execute a design plan.

  • Mosaic Party & Event Design reserves the right to adjust package descriptions – while maintaining the same level of service outline offered and/or scheduled.

DESIGN RIGHTS & SUBCONTRACTED RENTAL

  • By hiring Mosaic Party & Event Design, client(s) provide full authorization for Mosaic Party to implement and install design plans created for the scheduled event.

  • Mosaic Party & Event Design will always take the client(s) vision and inspiration into consideration for each design plan, however client(s) must understand Mosaic Party may take liberties in final execution and will not directly replicate other designer or decorators work provided in inspiration photos during planning communications.

  • Mosaic Party & Event Design reserves all rights to update, adjust, implement, take action, or make leading decisions on all design plans to be installed and executed.

  • Mosaic Party reserves the right to replace product or designs previously outlined with the client with for alternate and/or similar solutions in cases of unforeseen product unavailability or shipment delays.

  • Mosaic Party reserves all rights to obtain and contract third-party rentals, decorators, or assistants to implement a design plan.

  • On site, Mosaic Party & Event Design reserves the right to withhold or adjust a design plan deemed to be a hazard due to unforeseen venue restrictions, access, and/or weather concerns. Refunds for last minute decisions due to such circumstances will be at the sole discretion of Mosaic Party.

  • Mosaic Party & Event Design reserves the right to excuse family members or guests from a site during installation and take-down providing the events start to finish time are not in effect. This is for the safety of guests, as well as production needs of vendors.

  • In cases of sub-rented deliveries that Mosaic Party & Event Design has assisted in coordination (such as chairs) – all conditions of contract between the client(s) and said company apply and are not the responsibility of Mosaic Party.

 

 

CONTENT RIGHTS

  • Mosaic Party & Event Design reserves the right to photograph events and use for social media and promotional, website or other media.

  • All inspiration/mood boards, collaborations, and design plans are owned by Mosaic Party & Event Design. In cases of vendor change after Mosaic Party’s services have been contracted, clients found to share communications and/or design material with new the newly hired vendor, or vendors they are requesting quotes from may be held accountable.

 

 

THIRD PARTY INVOLVEMENT

  • Cancellations or invoice and/or service adjustments are not accepted by third party communications.

  • Mosaic Party & Event Design will maintain control of all design and installation plans as outlined by the invoice, and/or authorized by the venue, and does not accept third party requests or suggestions.

  • Except in cases of third party financial assistance (payments made towards invoice by someone other than client), third party involvement or communications is not accepted by Mosaic Party & Design. Only the client(s) signing this agreement will be communicated with regarding hired services and/or design plans.

  • All disputes and/or requests made from third party financial supporters, must be communicated solely between the client(s) and said financial supporters.

  • In the event of dispute or complaint, Mosaic Party & Event Design will not communicate about the subject with a third party member unless legally appointed by the client(s).

 

 

DISPUTES & GRIEVANCES 

  • In the event of disagreement or complaint on the client(s) behalf, all issues must be addressed, in writing and/or email, within 72 hours following the event.

  • Disagreements and complaints will only be handled directly between the client(s) and Mosaic Party & Event Design. Third party complaints or involvement will not be accepted.

  • For Mosaic Party to review any complaint, it must be addressed without emotional prejudice and stated only with first-person facts of the occurrence resulting in disagreement or complaint.

  • Failure to provide a clear, unemotional outline in writing, and within 72 hours, will result in the client(s) forfeiting any right to a follow-up or review of the matter.

  • The client hereby agrees they will not disparage Mosaic Party & Event Design - or any affiliates, partners, assistants, or sub-contracted vendors - on social media or other public forums and outlets.

  • Failure to adhere to the non-disparagement term noted above, for any reason or complaint, may result in legal action for the potential damage of company’s reputation, and any potential income loss resulting in public sharing.

FLORAL COORDINATION (SPECIFIC PACKAGES ONLY)

  • Floral coordination, as offered in some packages, may be sub-contracted through an affiliate florist and/or partnering vendor.

  • For floral ingredient ordering and scheduling of floral design services, all floral coordination details outlined on an invoice will be considered final 6 weeks prior to an event date.

  • Any adjustments, revisions, or requests for change regarding floral design will not be guaranteed in the last 6 weeks prior to an event date.

  • If floral coordination is packaged with design and décor services with Mosaic Party & Event Design, it is client(s) responsibility to follow-up with floral adjustments or review prior to the 6 week deadline.

  • The florist may, or may not be directly involved with direct communications with the client(s). While client inspiration(s) are taken into consideration, Mosaic Party & Event Design maintains full design rights for floral as outlined on the invoice and/or packages.

  • Pricing offered to Mosaic Party by the florist may not reflect pricing the client(s) would otherwise receive if working with the florist directly.

  • Pricing of florals may not be shared with the client(s). Mosaic Party reserves the right to cushion and/or round up (or down) the costs of floral billing provided by the florist for design purposes and control of design budget within the amount outlined on the invoice.

  • Mosaic Party & Event Design reserves the right to order additional arrangements, pieces and floral décor other than what the client(s) directly requested. The budgeting outline for this will not be offered to the client and is determined by the overall design and décor package budgeting.

DAY-OF COORDINATION (SPECIFIC PACKAGES ONLY)

  • Day of Coordination, as offered in some packages, may be sub-contracted through an affiliate or partnering vendor / company.

  • In the event of conflict, availability, or booking issues, Mosaic Party & Event Design may choose to manage the Day-Of Coordination themselves, in conjunction with assistance.

  • Day of Coordination services may vary slightly with different partners, and will be reflected in the package outline on the clients invoice.

  • Additional or add-on services requested of the Day-of Coordinator (over/above services offered in package and invoice outline) may result in additional charges, and in some cases a separate invoice from said Coordinator.

  • The name of any sub-contracted Coordinator will be openly shared with the client(s), and introductions will be made accordingly.

  • Mosaic Party & Event Design may participate in meetings between the Coordinator and client(s) and will maintain communications with said coordinator throughout the event planning process.

  • Client(s) may be required to sign a separate contract and/or agreement with the sub-contracted coordinator.

  • All agreements, and policies outlined by a sub-contracted Coordinator apply to the client(s), and will absolve Mosaic Party & Event Design from any potential conflict, communication issues, or concerns

  • Communications directly involving any Day-Of Coordination services will be handled by the sub-contracted Coordinator accordingly.

  • Mosaic Party & Event Design will remain a third party to assist both the client(s) and the Coordinator as needed.

  • When and as it applies to design or decor plans, it is the client(s) responsibility to ensure Mosaic Party is up-to-date on changes, communications, and information shared with the Coordinator.

Agreement Terms

The client(s) hereby agrees to all conditions, terms, and policies outlined in this document. By signing this agreement, the client(s) acknowledge that all information provided to Mosaic Party & Event Design regarding the event to be accurate and true. All payments are agreed to be provided on time and in correlation with the Payment Terms in this agreement. The client(s) hereby authorizes Mosaic Party & Event Design to commence services as outlined on the invoice provided in conjunction with this agreement contract.