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contract for micro wedding packages

SERVICE AGREEMENT

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.

CLIENT UNDERSTANDING & BOOKING FORM

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

  • All-Inclusive Micro Wedding packages include everything outlined on the invoice and Booking Form.

  • Vendors and all outlined services are provided by Mosaic Party & Event Design.

  • Outside vendors are not permitted unless otherwise approved.

  • A Booking Form will be provided to all client(s) during the invoicing and Service Agreement process. This form will outline event structure, inclusions, vendors, timelines, recommendations, and options for personalizing the event.

  • Micro Weddings are pre-packaged events that are structured and formatted by Mosaic Party & Event Design. Options to personalize are available, but limited, and under the control and authorization of Mosaic Party & Event Design. These packages must be accepted as offered and are not adjustable.

  • Mosaic Party & Event Design offers two (2) Micro Wedding packages:

    1. Cocktail Reception - 4 hour evening-focused cocktail reception with alcoholic and dancing options, and

    2. Afternoon Social - 3 hour afternoon social with non-alcoholic beverages

    3. NOTE: THE ABOVE TWO PACKAGES ARE TEMPORARILY UNAVAILABLE FOR 2020 AND HAVE BEEN REPLACED WITH A THIRD OPTION THAT FOLLOWS COVID-19 MEASURES AND PROTOCOLS. THE PACKAGE OFFERINGS WILL BE OUTLINED ON YOUR INVOICE AND BOOKING FORM ACCORDINGLY. ALL TERMS AND CONDITIONS IN THIS SERVICE AGREEMENT APPLY. 

  • Micro Weddings allow up to 40 guests, including the bride, groom and any children over 3 years old.

  • To maintain scheduling, costs, and production needs, wedding parties are limited to 1 attendant on each side + the couple.

  • Clients are responsible for applying for, and bringing a marriage license

  • Mosaic Party & Event Design reserves the right to book two separate Micro Weddings in the same location and/or space, on the same date, for two different couples at off-set times in the day. (ie: an afternoon social + evening cocktail party). Clients must understand that décor, florals, and inclusions of the space may be shared between both weddings.

EVENT SCHEDULING

  • Micro Weddings range between 3-4 hours in duration, depending on the package selected.

  • Timelines are outlined and created by Mosaic Party & Event Design, along with venue and vendor collaboration. Schedules provided must be adhered to, in order to allow smooth production and event flow, as well as in consideration for other groups and couples.

  • Client(s) are responsible for relaying the unique timing of their booked package to guests ahead of time.

  • Other weddings scheduled to run on the same date will provide ample time in between each wedding to allow vendors to re-set and welcome the next group.

MULTIPLE WEDDINGS / POP-UP WEDDINGS

  • Mosaic Party & Event Design reserves the right to turn any wedding date scheduled with a Micro Wedding booking, into a pop-up style wedding date. This may result in additional Micro Wedding or Private Elopement packages occurring in the same location, on the same date, at off-set times in the day.  For this reason, all clients must understand that décor, florals, and inclusions of the space may be shared with other weddings.  In all cases, the original booking client will have the collaboration rights with Mosaic Party & Event Design for the date options, location, colour palette, style, and other preferences.

  • Timelines for all additional couples booking into the shared wedding date will be scheduled around the original booking client(s).

  • In all cases, times and schedules provided must be adhered to by the client(s) and their guests, in order to allow smooth production and event flow, as well as in consideration for other groups and couples.

 

VENDOR INVOLVEMENT

  • Vendors and all services outlined in each package are selected and sub-contracted by Mosaic Party & Event Design. A complete vendor list will be outlined on a Booking Form.

  • All communications and event production plans should be directed solely to Mosaic Party & Event Design to avoid conflict and confusion between vendors.

  • Outside vendors are not permitted on site during the event time-frame. Any vendors or services that not included in the Micro Wedding package, and subsequently hired by the client, must perform their services at another location before and/or after the scheduled time of the Micro Wedding package.

  • Client(s) may be subject to additional invoices from vendors (including the venue) for services, fees, damage, and products and/or services requested but not provided or outlined in the invoice and Booking Form with Mosaic Party & Event Design.

CEREMONY

  • All Micro Weddings include a licensed officiant or celebrant to oversee the ceremony and legal paperwork. The officiant is selected and chosen by Mosaic Party & Event Design. Client(s) are welcome to hire, pay for, and contract their own celebrant in lieu without reimbursement or discount.

  • Client(s) are responsible for supplying their own marriage license. This needs to be applied for ahead of time, and all details will be provided in the Booking Form.

  • For timing and event management, all Micro Weddings consist of just the couple and 2 attendants (total), and the officiant at the ‘altar’.

  • Client(s) are able to pre-select a wedding format and ceremony style, including the option to personalize vows and include traditions, for their wedding. The selection must be submitted to the officiant ahead of time. Options, examples, and all details are provided in the Booking Form.

  • If a ceremony format, including vows, is not submitted by the client(s), one will be selected on the clients’ behalf by the officiant overseeing the wedding ceremony.

 

  • If traditions or personalized requests require props or additional items, the client is responsible for supplying these items in advance. All items must be ready to use; all labels, stickers, and other packaging materials must be removed ahead of time.

  • Client(s) are responsible for supplying their own rings, and/or any other items required for their vows.

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DÉCOR & DESIGN

  • All decor, design, styling, and event day installations are at the sole discretion and imagination of Mosaic Party & Event Design and/or partnering vendors.

  • Mosaic Party & Event Design reserves all rights in design and decor execution.

  • Each package includes a welcome/entrance display, dessert table display, ceremony backdrop, mixed cocktail and seated tables with linens and centerpieces, and other accents.

  • Colour palette and decor style of client(s) is taken into consideration. Specific décor requests are not guaranteed.

  • Client(s) can supply personal items (such as guest book or photos), providing the items require limited installation and/or planning. Items must be supplied by the client, prior to the event installation schedule.

  • Unless specifically booking a package for a shared wedding date in which another couple has the priority booking, client(s) who secure a Micro Wedding package will have the opportunity to collaborate on general decor decisions with Mosaic Party & Event Design. These decisions will include details such as overall style/theme and colour palette.

  • Mosaic Party & Event design reserves all rights in final design and decor execution.

 

FLOWERS

  • Mosaic Party & Event Design reserves the right to hire and/or utilize a florist or floral supplier of their choice, and retains the right to change that vendor or supplier at any time, as required for production needs, scheduling conflicts, or supply purposes.

  • All Micro Wedding packages include personal flowers for each partner to hold and/or wear, and keep.

  • Couples will receive either a bouquet + boutonniere, or two of the same for same-sex couples, as well as 1 bouquet and/or boutonniere for each attendant.

  • Bouquets will be modest and elegant and may not fully represent size and scale of inspiration photos shared during collaboration.

  • While the client(s) are offered opportunity to discuss floral likes/dislikes and colour preferences, floral design and bloom selections will be at the discretion of the contracted florist for the event.

  • Micro Wedding packages will include additional floral décor and design. Arrangements, styling, and pieces will be selected and designed at the discretion of Mosaic Party & Event Design and the contracted florist.

MUSIC / DJ

  • All Micro Weddings include a DJ or live musician for both the ceremony and celebration hours.

  • Mosaic Party & Event Design reserves the right to hire and/or use a DJ of choice, and retains the right to change that vendor as required for production needs or scheduling conflicts.

  • Couples are required to pre-select 3 ceremony songs for their aisle walk, registry signing, and processional, as well as 1 song for a first dance, at least 6 weeks prior to the event date.

  • Remaining music selection for social and/or cocktail hours will be at the sole discretion of the DJ, musician, and/or Mosaic Party, in compliance with sound level requests from the venue.

  • Style of music for all cocktail receptions will depend on the event mood the client wants to invoke (dance party and/or mingling). Music genre will be discussed with each client, but monitored and managed by the DJ contracted by Mosaic Party & Event Design. 

WEDDING CAKE / CUPCAKES

  • All Micro Wedding packages include a modestly iced/decorated 6”cutting cake, and additional cupcakes for each guest.

  • Mosaic Party & Event Design reserves the right to use a cake vendor of choice, and retains the right to change that vendor as required for production needs or scheduling conflicts.

  • In the event that a specific cake vendor is outlined in a package, and a change to the vendor is made during planning - Mosaic Party & Event Design will notify the client(s) as needed to discuss possible menu option changes with the new vendor.

  • Couples will be provided an opportunity to select cake flavour - and coordinating frosting flavours - from a pre-determined menu.

  • Special dietary requests such as gluten-free, dairy sensitivity, or other preferences cannot be guaranteed and may incur additional charges billed directly to the client from the baker.

PHOTOGRAPHY  / VIDEOGRAPHY

  • Mosaic Party & Event Design reserves the right to hire/use a photography vendor of choice, and retains the right to change that vendor as required for production needs or scheduling conflicts.

  • Photography packages, inclusions, and details may vary based on the hired photographer. At minimum, the client(s) are guaranteed what is outlined in the Micro Wedding invoice and Booking Form.

  • Photo and content rights are held by the photographer; images cannot be altered, filtered, or edited under any circumstances.

  • All photos shared to social media must provide reference to the photographer and Mosaic Party & Event Design.

  • Client(s) may have opportunity to upgrade or add-on services and products directly with the photographer for additional billing and/or fee’s. These invoice additions will be billed directly to the client through the photographer and may require a credit card on file with that vendor.

  • Client(s) may be required to sign additional agreements and/or contracts directly with the photographer.

  • Client(s) may hire a videographer as an additional vendor on site, providing that vendor accepts and understands control of the event (including al scheduling and timelines) are at the discretion of Mosaic Party & Event Design and the photographer.

  • Client(s) wishing to hire a videographer for their event must do so within a specified referral or recommendation list approve by Mosaic Party & Event Design and/or the photographer.

 

FOOD & BEVERAGE

  • It is the client(s) sole responsibility to understand what their package and venue selection provides in terms of food & beverage. Please refer to the invoice, outlines, and Booking Form for details of inclusions and selections offered.

  • All Micro Wedding packages include a sparkling toast for each guest. Afternoon Socials will provide a non-alcoholic option, while evening Cocktail Receptions may offer alcoholic options for toasting at the discretion, and budgeting, of Mosaic Party & Event Design.

  • Cocktail Reception packages (venue-depending) may offer up to 2 drink tickets per guest for bar service. This will be outlined on the invoice and package outline.

  • Cocktail Reception or Dinner packages (venue-depending) may offer canapes, appetizers, food stations, picnic, or table service. Pre-determined menu options will be provided to clients based on the package outline. Additional requests and/or add-ons may be billed directly to the client by the venue catering department and subject to taxes, fees, and gratuities.

  • Afternoon Social packages offer casual mixed bakery goods, which may be purchased and supplied by Mosaic Party & Event Design. Options are selected based on availability on the day of pick-up at the bakery. Special requests and/or selections are not available to the client. Dietary restrictions will not be taken into consideration. It is client and guest responsibility to refrain from participating in anything that may reduce, or risk, their health should there be concern.

  • Venue and package depending, additional baked goods may be supplied at the discretion of Mosaic Party & Event Design. Dietary restrictions are not taken into consideration; it is client and guest responsibility to refrain from participating in anything that may reduce or risk their health should there be concern.

  • Outside food and/or beverage is not permitted unless otherwise discussed and noted on invoice. 

VENUE CONTRACT  

Important Note: Micro Wedding packages budget for the costs of all vendors and services outlined. However, a venue supplying catering and/or beverage services can only be estimated until the venues final billing process following an event. For this reason, Mosaic Party & Event Design will only pay for, and be held responsible for, the venues initial estimated quote for all items outlined in the Micro Wedding invoice and Booking Form. This will include any estimated taxes, gratuities, and fees quoted by the venue at time of booking. Clients will be accountable for the venue’s final billing process which may involve a refund and/or additional charges for service fees and details not outlined in Mosaic Party & Event Designs packages.

 

  • Mosaic Party & Event Design reserves the right to open and start a contract / estimate with a venue for all Micro Weddings that are booked and secured by client(s) signing this agreement

  • Client(s) will be required to provide a valid credit card for the venue to retain until after the event.

  • Venue contracts will be created in the clients name and all terms and acknowledgements with that venue must be agreed, and adhered, to by the client(s).

  • Mosaic Party & Event Design will pay the venue directly for all predetermined items quoted and subsequently outlined on an invoice and/or Booking Form for a Micro Wedding package. Any, and all, additional costs incurred beyond this amount will be the client(s) sole responsibility.

  • To maintain structure of a Micro Wedding package, client(s) are not allowed to reduce or eliminate items, services, or details from the venue estimate and/or contract. Client(s) may only add to the existing estimate/invoice/contract with the venue with full understanding they will be responsible for the additional costs. 

  • Venues with a bar spending minimum requirement will often have a service fee that is applied after the event, should that minimum requirement not be met through event sales. Mosaic Party & Event Design is not responsible for this fee, or any other fees applied by the venue after the initial quote and outline provided at the time of booking. All final charges and billings are the client(s) sole responsibility.

  • In the event of disagreement, Mosaic Party & Event Design reserves the right to provide record of the initial quote created by the hired venue, which outlines and breaks down all items requested for the Micro Wedding package. In all cases, this initial estimate will act as proof of payment responsibility by Mosaic Party & Event Design - for only the amount shown on the estimate - without contestation from the client(s).

  • Clients must thoroughly review all contract outlines with the venue to understand any additional fees that may be charged following an event, such as gratuities, taxes, and additional charges for damage or other event productions not provided and/or outlined on the invoice or Booking Form for the Micro Wedding package with Mosaic Party & Event Design.

  • Venue services, special requests, add-ons, and products (including additional taxes, fees, and/or gratuities) not outlined and supplied by Mosaic Party & Event Design in the Booking Form and invoice may incur charges to the client(s) and directly charged by the venue.

  • The client is 100% responsible for any and all damage incurred to a venue and/or site location by guest activity during the event.

 

PAYMENT TERMS

  • All Micro Wedding packages booked within 90 days of a requested event date require payment in full to secure services and guarantee an event scheduling.

  • Any Micro Wedding package booked prior to 90 days before an event date require a non-refundable 50% payment towards the package invoice total to secure services and guarantee event scheduling. The remaining payment is due 45 days (or 6 weeks) prior to an event date.

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

  • The event date, times, and/or services of Mosaic Party & Event Design - or any of its packaged vendor services - are not guaranteed without payment in full and/or final payment, whichever is applicable.

  • 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.

  • Under no circumstance will Mosaic Party & Event Design explain, break-down, or review costs, billings, or expenses of the event budgeting and/or justify the purpose of payments made by client(s) towards an invoice of an all-inclusive Elopement Package.

  • 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

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.

  • Cancellation and/or postponement of an event does not guarantee transfer of payment(s) made to a future date, service, or package.

  • Special circumstances may be taken into consideration, but do not guarantee a refund or payment transfer to a future date, service, or package.

  • Mosaic Party & Event Design reserves the right to review all cancellation requests, and at their sole discretion, offer alternative options such as partial or full payment transfer to a future postponement date. This will be considered non-contestable.

  • All reviews for postponement are subject to date availability of Mosaic Party & Event Design and its packaged vendors, 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.

  • In the event of a postponed date which a 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:

  • Vendors that are no longer available for the postponed date and are withholding payments from the original booking date, therefore creating additional budgeting needs for a new supplier towards the revised date.

  • Venues and/or vendors that have increased costs for a new season. 

  • Other unforeseeable costs of production due to a postponed date.

 

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.

THIRD PARTY INVOLVEMENT

  • Third party communications are not accepted.

  • All communications will be handled directly, and only, with a couple booking a Micro Wedding.

  • A Micro Wedding cannot be scheduled or booked by a third party without direct consent from the couple being married.

  •  Signing member(s) of this agreement contract must participate in wedding vows.

DAMAGE & RENTAL SUB-CONTRACTS

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

RIGHTS RESERVED

  • Mosaic Party & Event Design and/or partnered vendors reserve the right to direct and navigate guests as needed to allow effective event productions and scheduling.

  • Mosaic Party & Event Design and all partnered vendors reserve the right to photograph each event and use for social media, promotional, website, or other media purposes.

  • Mosaic Party & Event Design and partnered vendors retain the right to provide, hire, or use additional services, suppliers, vendors, volunteers, employees and/or assistants (at no additional cost to the client) to execute a pop-up wedding session.

  • Mosaic Party & Event Design reserves the right to obtain third party décor, equipment, and rentals as needed to execute a design.

  • Mosaic Party & Event Design reserves the right to update and adjust invoicing formats including: package descriptions, service outlines, and price format. Please note: this would not affect package pricing as quoted, booked, and previously agreed to.

  • In the event of dispute, Mosaic Party & Event Design reserves the right to use its records, communications, and personal knowledge in decisions regarding its event production, affiliates, and partnering vendors - all decisions made by Mosaic Party & Event Design, will be considered final.

 

 

Agreement

The client(s) hereby agree 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 during the booking process 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 authorize Mosaic Party & Event Design to commence services as outlined on the invoice provided in conjunction with this agreement contract.

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