Expert: Patty Hansen, CWP - 6/13/2005

Question
Thanks Patty!  One more question:

I am just getting started in the wedding coordinating business, and I'm about to take a job coordinating a destination wedding - about 4 hrs away - at the beach.  She wants me to direct the wedding as well as set-up the ceremony and reception site with chairs and tables and ect.  Any advice?  Also, I need to know basically what goes in the contract between the coordinator and the bride.  Are there any specific statements I need to put in to protect myself?
Thanks again!
Amanda
-------------------------
Followup To
Question -
When you travel out of town to coordinate a wedding, do you charge the bride for your transportation & lodging or are you expected to pay for it out of your fee?
Answer -
Hi Amanda,

I usually add a small fee in the contract after chatting with the bride. I try to figure out their budget and work with the couple.
For example, I did a wedding that was two hours away. Obviously I had to spend the night since the rehearsal was the night before. The couple paid for my room and invited me to the rehearsal dinner, bridal luncheon, and reception dinner so those meals were covered. Everything else including gas I paid for. So I added 50.00 dollars to their package price. It worked out for everyone.

If the bride does not have a big enough budget but yet you want to coordinate the wedding then you may have to just increase your price package. This is something the bride and coordinator need to talk about. Sometimes it is less expensive for the bride to hire someone locally. However, if you are the coordinator and want the job then you kind of have to bend and work with the couple.

Hope this helps,
Patty Hansen, CWP
Wedding Expert


Answer
Wow, you are going to have your hands full unless you can coordinate something with the rental company. Be careful as these types of situations can turn disasterous unless you are right on top of everything. The rental company should be the ones to set up the chairs, tables, put out the linens, etc.

In the contract cover yourself completely, insuring she does not hold you liable for other vendor's actions. Also, you need a cancellation clause for both of you in case either party has to cancell or is unavailable to attend the wedding. Things do happen!!!
You need to make sure you have a date set that she is to have paid you in full. Never do the day of directing unless you have been paid in full. Make sure your contract covers exactly what is expected of you (this way the couple cannot say "well you said you would do this or that").

I am not an attorney so I cannot give you legal advice but the best thing to do is make sure your contract protects you and your business in every way.