Update me to add a relevant PHOTO!!!
Wedding Planning Proposal
Wedding Date
Hi CLIENT,
Thank you so much for considering Rose & Ivy Event Planning and Design to be part of your special event. I'm truly honored to walk alongside you as we bring your vision to life.
Attached, you’ll find your customized TYPE OF EVENT proposal, thoughtfully curated with your unique style, needs, and priorities in mind. This is just the beginning—my goal is to make this experience seamless, inspired, and unforgettable from start to finish.
Please take your time reviewing the details, and don’t hesitate to reach out with any questions or thoughts. I’m here to guide you every step of the way and make sure every detail feels just right for you.
Looking forward to creating something beautiful together!
Warmly,
Victoria
TYPE OF EVENT Overview
UPDATEEEEE
TYPE OF EVENT (EDIT PHOTO AND PARAGRAPH) Vision
This celebration will be designed to be a joyful, immersive experience rooted in beauty, connection, and intentional detail. Set against the natural backdrop of the outdoors—potentially a sun-kissed beach—this event will embrace the vibrant warmth of red and orange tones, evoking a sense of energy, passion, and celebration.
Florals will take center stage, woven throughout the entire guest experience—from lush, textured arrangements to whimsical floral installations and soft, fragrant touches at every turn. The design will lean into organic, layered textures with bold blooms, rich color play, and an effortless elegance that honors nature’s vibrancy.
The atmosphere will feel both elevated and approachable, with every element thoughtfully curated to reflect the couple’s style while making guests feel seen, celebrated, and cared for. From interactive guest moments to lounge seating and personalized details, the event will be fun, inclusive, and full of heart.
This wedding isn't just about aesthetics—it's about experience. It will be diverse, joyful, and rich with cultural nuance and warmth, designed to leave guests feeling like they were part of something truly special.
The Details
Where thoughtful planning and inspired design meet.
update based on event!!!!!!!!!!!!!!
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We begin by establishing a realistic and personalized budget, guiding you through how to allocate it for maximum impact. With monthly budget updates and tracking, you’ll always have a clear understanding of where things stand. Our knowledge of cost-saving strategies will help stretch your investment without compromising your vision.
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Once we understand your guest count, aesthetic, and ideal budget, we’ll curate a tailored list of venue recommendations. We coordinate site visits, compare packages, and assist with contract review and negotiation—ensuring you secure the best value and fit for your day.
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We research, vet, and recommend trusted vendors that match your style and needs—from caterers and photographers to florists and musicians. We handle outreach, pricing, and contracts, and maintain communication with your vendor team so that everything moves forward smoothly and efficiently.
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We help source design options for your save-the-dates and invitation suite, including etiquette guidance and wording support. If you’re working with a stationer or calligrapher, we’ll manage that collaboration as well to ensure consistency with your overall design.
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Your wedding design will be a curated reflection of your personal style. We begin with mood boards and color palettes, then move into florals, linens, signage, and rentals—ensuring every detail aligns with your vision. We collaborate closely with your design vendors to ensure a cohesive and elevated experience.
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For your guests’ comfort, we’ll coordinate hotel room blocks, manage transportation logistics, and provide support in securing vetted childcare options—ensuring a stress-free experience for everyone in attendance.
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From concept to delivery, we source, assemble, and coordinate welcome bags and personalized favors that offer a thoughtful touchpoint for your guests and elevate their overall experience.
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We guide you through the legal side of the process with clear, step-by-step instructions tailored to your location—making sure nothing important slips through the cracks.
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From the moment we begin, you’ll have unlimited access to meetings and ongoing communication. Whether you need vendor feedback, etiquette help, or someone to problem-solve with, we’re here for every question and decision.
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We build a detailed timeline to guide your wedding weekend from start to finish, coordinating with every vendor and member of your wedding party to keep the day running effortlessly and on time.
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We’ll run your ceremony rehearsal with clarity and professionalism, guiding your officiant, wedding party, and family members so everyone feels confident and prepared for the big day.
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On the day of your wedding, our team will be the first to arrive and the last to leave—handling setup, managing your timeline, and solving any issues discreetly behind the scenes. Your only job will be to soak it all in.
Kind Words
UPDATE QUOTE TO MATCH EVENT & PHOTO
“It all begins with an idea. Maybe you want to launch a business. Maybe you want to turn a hobby into something more. Or maybe you have a creative project to share with the world. Whatever it is, the way you tell your story online can make all the difference.”
The Contract
UPDATE SERVICES, EVENT DETAILS, AND FEE
ARTICLE 1: SCOPE OF SERVICES
1.1 Services
The Event Planner shall provide the following services to the client:
1.2 Service Limitations
The Event Planner is only responsible for the services explicitly agreed upon in writing.
ARTICLE 2: EVENT DETAILS
2.1 Event Information
EVENT DETAIL
INFORMATION
Event Date:
Event Start Time:
Event End Time:
Guest Count:
Venue:
2.2 Timely Client Information
The Client shall promptly provide all necessary details (guest lists, vendor contacts, budgets, etc.) for effective planning.
2.3 Vendor Contracts
Unless otherwise agreed, the Client enters into contracts directly with vendors. The Event Planner may offer referrals but is not liable for vendor performance.
ARTICLE 3: FEES AND PAYMENTS
3.1 Fees
3.2 Retainer
A non-refundable retainer of 50% of the total fee is due upon signing.
3.3 Payment Schedule
The remaining balance will be divided into four equal payments. These payments are due as follows:
1st Payment: [Date of First Payment]
2nd Payment: [Date of Second Payment]
3rd Payment: [Date of Third Payment]
Final Payment: 14 days before the Event
Failure to make any payments on time may result in a 10% late fee or termination of this Agreement.
3.4 Travel and Accommodation
Standard travel (up to one hour from Virginia Beach) is included. Additional travel or overnight stays incur separate charges.
3.5 Vendor Payments
Any vendor payments made by the Event Planner on the Client’s behalf are non-refundable and are subject to each vendor’s policies.
3.6 Payment Methods
Accepted payment methods: Zelle, check, money order, or card (with a 3.5% processing fee).
ARTICLE 4: CLIENT OBLIGATIONS
4.1 Vendor and Venue
The Client shall be solely responsible for entering into agreements with the Event venue and all other vendors (unless otherwise stated). The Client shall ensure that the Event Planner has access to all vendor contracts necessary for coordination and that vendors are informed of the Event Planner’s role.
4.2 Approvals and Decisions
The Client shall give prompt approvals or decisions on proposals and options to avoid delays.
4.3 Compliance
The Client is responsible for compliance with all laws, regulations, and venue rules. Securing event insurance is recommended.
4.4 Vendor Meals
The Client agrees to provide a hot meal for the Event Planner and each member of the Event Planner’s onsite team on the day of the Event. The number of required vendor meals will be specified at the final catering meeting. If vendor meals are not provided, it is understood that the Event Planner and team will leave the venue for up to 30 minutes during the Event, and the Event Planner shall not be held responsible for any missed coverage or coordination during that time.
ARTICLE 5: VENDOR RELATIONSHIPS
5.1 Third-Party Vendor Liability
The Event Planner shall not be held liable for the performance, breach, or negligence of any third-party vendor, including but not limited to caterers, photographers, florists, or rental companies. Any disputes arising from vendor services shall be resolved directly between the Client and the vendor.
5.2 Décor Rentals
If décor items or rentals (e.g., furniture, linens, centerpieces) are provided or procured by the Event Planner, the Client shall be liable for any damage, loss, or theft of these items beyond normal wear and tear. An itemized list of rented or provided décor shall be attached, and any additional charges for replacement or repair will be invoiced to the Client after the Event.
5.3 No Guarantee
The Event Planner does not guarantee the availability or price of any third-party vendor’s services or products. The Client acknowledges that vendor pricing and availability may vary based on market conditions, and final confirmation depends on the vendor’s acceptance and deposit requirements.
5.4 Planner-Provided Décor as Rental Items
All décor items provided, sourced, designed, or owned by the Event Planner are considered rental items and remain the exclusive property of the Event Planner. Unless otherwise agreed in writing, the Client shall not retain any décor items after the Event. The Client is responsible for ensuring the safe return of all rental items in good condition at the conclusion of the Event. Any loss, theft, or damage beyond normal wear and tear will result in replacement or repair charges, which will be invoiced to the Client. Failure to return rental items as instructed may result in additional fees.
ARTICLE 6: TERM AND TERMINATION
6.1 Term
This Agreement begins on the Effective Date and continues until the Event is completed or earlier terminated.
6.2 Termination by Notice
Either Party may terminate with 240 days’ written notice. Fees or refunds follow the Cancellation terms in Article 7.
6.3 Termination for Non-Payment
The Event Planner may terminate if the Client fails to pay any due amount within 7 days after notice.
ARTICLE 7: CANCELLATION
7.1 Deposit
The 50% initial deposit is non-refundable. If the Client cancels the Event after this deposit has been paid, the Client acknowledges that the Event Planner shall retain the deposit in its entirety.
7.2 Cancellation Fee
Cancel within 180 days of Event: 60% of total fee.
Cancel within 90 days of Event: 80% of total fee.
Cancel within 45 days of Event: 100% of total fee.
7.3 Expenses
The Client must reimburse the Event Planner for any non-refundable vendor costs incurred.
7.4 Rescheduling
The Client may reschedule (subject to availability) within 12 months of the original date. The deposit may be applied at the Event Planner’s discretion.
ARTICLE 8: LIABILITY AND INDEMNIFICATION
8.1 Limitation of Liability
(a) The Event Planner’s services are provided based on information, direction, and approvals from the Client. The Client bears ultimate responsibility for final decisions regarding the Event.
(b) In no event shall the Event Planner be liable for indirect, special, incidental, consequential, or punitive damages arising out of or related to this Agreement, even if the Event Planner has been advised of the possibility of such damages.
(c) The Event Planner’s total liability arising out of or related to this Agreement shall not exceed the total fees actually paid by the Client to the Event Planner under this Agreement.
8.2 Indemnification
Each Party shall indemnify and hold harmless the other from claims, damages, or losses arising from the indemnifying Party’s breach or negligence. This obligation survives termination.
ARTICLE 9: GENERAL
9.1 Relationship
The Parties are independent contractors. No partnership, joint venture, or employment is created.
9.2 Force Majeure
Neither Party is liable for delays or failures due to forces beyond their reasonable control (e.g., acts of God, pandemics, or government orders).
9.3 Publicity Release
The Client grants the Event Planner permission to use Event images or testimonials for promotional purposes unless otherwise stated in writing.
9.4 Assignment
Neither Party may assign this Agreement without written consent of the other Party.
9.5 Modification
Amendments must be in writing, signed by both Parties.
9.6 Severability
Invalid provisions do not affect remaining terms, which remain in full force.
9.7 Governing Law and Jurisdiction
This Agreement is governed by Virginia law. Disputes shall be resolved in Virginia Beach courts if not subject to arbitration.
9.8 Arbitration
Any dispute will be settled by binding arbitration under United States Arbitration & Mediation Rules. The prevailing Party may recover reasonable attorney’s fees.
9.9 Entire Agreement
This Agreement constitutes the entire understanding between the Parties and supersedes all prior discussions.
9.10 Notices
All notices must be in writing and delivered personally, by courier, certified mail, or email (with confirmation) to the addresses below or as designated in writing.
9.11 Acceptance and Signature
Each Party represents and warrants that it has full legal authority to execute this Agreement and to perform its obligations hereunder. This Agreement may be executed in counterparts and by electronic means, each of which shall be deemed an original and all of which together shall constitute one instrument.
Custom Event Pricing
Your event deserves a curated approach — we customize each investment to match your distinct vision.
CUSTOM PRICING - INCLUDE ALL FEES (VIRGINIA SALES TAX, CARD, ETC)
CUSTOM PRICING - INCLUDE ALL FEES (VIRGINIA SALES TAX, CARD, ETC)