Wedding Coordination Proposal Template
In SendScope under Events & Weddings, as On the Day Wedding Coordination
On the day coordination is the hardest wedding service to quote, because the client thinks they are buying one day and the planner knows they are buying the four weeks before it. The handover, the vendor confirmations and the run sheet are where the hours go, and none of them happen on the day itself.
Both tiers here say when the handover starts, four weeks out or six, and that is the number that defines the package. The hours on site follow from it: eight hours covering a ceremony and reception, or twelve with an assistant covering a styling setup, a rehearsal and a pack down.
Half is due on approval, which holds the date, and the balance before the day. The starting terms say what a coordinator can and cannot be responsible for, which matters more here than in any other trade on this list, because the work is coordinating vendors you did not contract and cannot control.
The whole thing, live
The page your client opens
Not a screenshot. This is the real client page running on an invented deal, with this template's scope, packages and terms. Pick a package and press approve to see what your client would see.
Preview. This is how your client sees it. Nothing here is real and nothing you press is sent or charged.
Sample Studio
On the Day Wedding Coordination for Example Pty Ltd
Scope of Work
Terms
These terms cover the booking you approve on this page.
- The booking. The booking retainer, which appears on this page as the deposit, holds your date and is not refunded if you cancel, because the date is then held for you and turned away from others.
- Payment. The balance is paid before the day, on the date set out above. Anything added later is quoted and invoiced separately.
- What is included. The hours, the meetings and the people on site are those described above. Hours beyond them are charged at the rate shown, agreed with you on the day where that is possible.
- Suppliers you book. Payments to venues, caterers, florists and other suppliers are yours and are made directly to them. I coordinate them; I do not hold their money or carry their obligations.
- Your part. Decisions, guest numbers and supplier details come to me by the dates we agree. A late answer moves what depends on it, and a final guest number given late may change what is possible.
- If the date moves. A date can be moved once, subject to my availability, and the retainer moves with it. If I am not available on the new date, the retainer covers the work already done.
- If I cannot attend. If illness or an emergency prevents me attending, I will arrange a replacement where I can, and if that is not possible everything you have paid is refunded.
- Cancellation. Tell me in writing as early as you can. The retainer is kept and you are charged for work already done; nothing further is owed.
Approving this page records that you accepted this scope, this price and these terms.
Ceremony and Reception
One coordinator, eight hours on site
A$1,500AUD
delivered in From four weeks out
What's included
- Handover meeting four weeks out
- Vendor confirmation and contact list
- Run sheet for the day
- Eight hours on site
- Ceremony and reception coordination
- Vendor arrival and setup management
Most popular
Full Day Coordination
Coordinator and assistant, twelve hours
A$2,200AUD
delivered in From six weeks out
What's included
- Handover meeting six weeks out
- Vendor confirmation and contact list
- Run sheet and floor plan
- Rehearsal attendance
- Twelve hours on site with an assistant
- Styling setup and pack down oversight
- Timeline management from first look to send off
Approve a package above to enable payment
What happens next
- You approve this proposalYour name, email and the date are recorded against it.
- You pay the deposit by cardOn this page. An invoice is issued straight after.
- Work startsThe balance is invoiced at handover.
Payment Terms
Deposit
50% on approval
Balance
50% on completion
SendScope records this approval. It is not a party to your agreement and does not verify identity, authority or enforceability.
How it gets paid
Deposit, then balance
50% is due when the client approves, and the balance when you mark the work delivered. Both payments happen on the same link the proposal is on.
Card or bank transfer, and you choose which per deal. If you want a package to bill every month instead of once, you set that on the package itself when you build the deal, and the client can cancel it from their own link.
Prices in the preview are a starting point in Australian dollars. Change the figures, the inclusions and the number of packages to suit what you sell.
The starting terms in the preview are a starting point, not legal advice. Read them, change what does not match how you work, and have a lawyer look at them if the work is large enough to warrant it. Your own default terms in Settings replace these automatically.
Before you send it
What to change first
The parts of this template most likely to be wrong for you.
- The handover window, which varies more between planners than the price does
- Whether the rehearsal is included, which the full day tier assumes and the other does not
- Your travel radius and what happens past it
- The prices, which sit against Australian day of coordination rates
Related
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