Destination Wedding Agreement

This agreement follows our phone/zoom meeting during which we discussed your destination wedding and our professional role in helping you plan it. It is our understanding that, you will retain Romantics Travel as your Destination Wedding or Vow Renewal Travel Specialist.

Due to our exclusivity, availability, and the amount of personalization each trip requires, Romantics Travel only takes on a limited number of couples for destination wedding planning. Our recommendations are based on years of personal experience and professional expertise. All we ask is that you have a mutual level of commitment to us that we have for you. Saving time and stress is just one of the many reasons you have chosen to consult with a professional Destination Wedding Specialist.

Below is the descriptions for the Enhanced Planning Package as well as the Basic Planning Package. For these packages, you agree that in this instance we are serving as a travel agency and not wedding planners, so we will focus specifically on making travel arrangements for you and your guests, booking on your behalf your accommodations, and securing a ceremony venue. Then, we will introduce you to the on-site wedding coordinator at the resort who will assist you with planning the ceremony details. We also will provide services as mentioned below:

Description of Services - Enhanced Planning Package:

Our Enhanced Planning Package role includes:

24/7 assistance while traveling
Consulting about your plans for the destination wedding. Full planning is only available to those that have signed the agreement for full wedding planning, and paid for those services.
Assistance in the choice of destination/resort/venue (if not already secured). Romantics Travel will present from 3 to 5 resorts and their wedding package inclusions based on our initial discussion, availability, and our expertise. There is an additional charge of $150 per resort for research of additional resorts beyond the five previously mentioned
Arrangement of pre-travel site inspections or wedding preview
Discussing the destinations, times of year, themes, ceremony styles and colors, and activities you envision
Investigating and confirming wedding dates and ceremony/reception locations with chosen supplier
Obtaining price quotes from travel suppliers on your behalf
Obtaining the contract for the room block. The group room contract must be booked with Romantics Travel or this service agreement will be terminated.
Securing available group perks and amenities based on room nights and resort offerings
Researching and discussing with you any legal marriage requirements if applicable (though you will be ultimately responsible for completing any required steps or paperwork such as document shipping fees, translations, and notarizations)
Initiating contact for you with any on-site or local wedding coordinators and assistance with questions pertaining to the actual planning. After the wedding date is reserved, you will be conversing by email with the wedding department. We ask that you keep us on the CC so we can follow along and assist if needed.
If you paid for full wedding planning services, then our team planners will handle all communication from the resort's wedding department, as well as extra duties as outlined in the wedding planning agreement.
Arrangement of all travel plans: hotel accommodations, transfers to and from airport/hotel, travel insurance, optional excursions, and payment plans for the wedding party, and guests
Role as point of contact for all wedding guests booked through Romantics Travel
Maintaining the guests list and details of all guests booked in to the room block, and notification of guests booked
Coordinating special events for the wedding party and wedding guests as needed (e.g.excursion bookings)
Wedding registry setup. *Available upon request
Coordination of honeymoon plans (planning fees may be applicable depending on destination, however Mexico and Caribbean beach destinations incur no additional travel planing fees.)
Providing a custom wedding website with premier domain name, and up to 1 year of website hosting ($1000 value), group block pricing and information, and electronic documents.
Providing mobile trip plans app for guests
Assisting with electronic RSVP's, electronic wedding Invitations, and electronic wedding correspondence
Providing Wedding Planning Tool for wedding couple
Communicating promptly with you via telephone, email, or other means to answer questions and handle issues that arise
Escalating any concerns or issues you may have with the hotel, venue, or wedding planning team
Providing recommendations for vendors or additional vendor services if available

Description of Services - Basic Planning Package:

Our Basic Planning Package role includes:

24/7 assistance while traveling
Consulting about your plans for the destination wedding. Full planning is only available to those that have signed the agreement for full wedding planning, and paid for those services.
Assistance in the choice of destination/resort/venue (if not already secured). Romantics Travel will present 3 resorts and their wedding package inclusions based on our initial discussion, availability, and our expertise. There is an additional charge of $150 per resort for research of additional resorts beyond the three previously mentioned
Discussing the destinations, times of year, themes, ceremony styles and colors, and activities you envision
Investigating and confirming wedding dates and ceremony/reception locations with chosen supplier
Obtaining price quotes from travel suppliers on your behalf
Obtaining the flex group. All rooms must be booked with Romantics Travel or this service agreement will be terminated.
Researching and discussing with you any legal marriage requirements if applicable (though you will be ultimately responsible for completing any required steps or paperwork such as document shipping fees, translations, and notarizations)
Initiating contact for you with any on-site or local wedding coordinators and assistance with questions pertaining to the actual planning. After the wedding date is reserved, you will be conversing by email with the wedding department. We ask that you keep us on the CC so we can follow along.
Arrangement travel plans: hotel accommodations, transfers to and from airport/hotel, travel insurance, optional excursions, and payment plans for the wedding party, and guests; up to 5 rooms
Role as point of contact for all wedding guests booked through Romantics Travel
Maintaining the guests list and details of all guests booked in to the room block, and notification of guests booked
Coordinating excursion bookings for the wedding party and wedding guests
Coordination of honeymoon plans (applicable planning fees may be applicable depending on destination)
Providing mobile trip plans app for guests
Communicating promptly with you via telephone, email, or other means to answer questions and handle issues that arise

Description of Services Continued:

WE DO NOT:

Control offers or pricing provided by venues, airlines, or tour operators
Negotiate pricing with guests
Disclose any wedding related information to your guests unless requested in writing by you
Assist with travel arrangements made outside of Romantics Travel
Work with domestic hotels for weddings
Work with non all-inclusive resorts
Actively participate in ceremony planning aside from matters that require escalation, unless complete wedding services have been contracted for an additional fee
Travel with you and remain onsite for coordination purposes, unless complete wedding services have been contracted for an additional fee.
Tolerate abuse in any form. Romantics Travel endeavors to provide the best services possible and will not tolerate abusive or aggressive behavior from our clients and/or their guests. Romantics Travel will perform in a professional manner with all clients and reserves the right to refuse service to any passenger/guest that is abusive.
- Verbal abuse including name calling, bullying, shouting or swearing, threatening will result in cessation of service to the client.
- Romantics Travel has a zero tolerance policy for any such behavior and in the case of such behavior may in its sole discretion cancel this agreement for which the Wedding Couple will have no right to a refund.

It is important to note that upon retaining the services of Romantics Travel, you are the client. We take privacy matter very seriously. Please note that we will contact you with any concerns regarding your guests interaction with our agency.

Conditions:

You acknowledge that our role will be that of advisors and consultants. You will make the final decisions about your travel dates, trip components, and payments with us.

The group room block contract must be booked with Romantics Travel or this service agreement will be terminated.

The Wedding Couple agrees that in entering into a contract they are financially responsible for all bookings and agrees to be responsible for any improper charge-backs by their guests.

You will be responsible for confirming that the details shown on your travel documents are correct and for alerting us immediately if you find errors or discrepancies.

Please note that it is common practice that many onsite resort wedding coordinators will not actually begin working with the wedding party until about 30 to 120 days before the wedding/vow renewal date.

Romantics Travel will make every reasonable effort to communicate with the wedding couple provided phone numbers, mailing addresses and electronic communication means are kept current.You will make all travel payments directly to Romantics Travel.

It is your responsibility to notify Romantics Travel of any changes in a timely manner. We shall not be held liable for any changes made by you that are not communicated to us. It is also the responsibility of the bride/groom to complete all necessary paperwork and provide payment means in a timely manner.

We will use our professional judgment when taking action in regard to changes, weather, tardiness, non-performance, etc. based on the situation, time limitations and/or your wishes. We will work with you and the resort wedding coordinator as needed.

Payment for Services:

To perform the professional services required to plan and manage your destination wedding, we require a NON-REFUNDABLE planning fee for our services. (the “Planning Fee”). The Planning Fee is due at the time you sign this agreement so that we may research and plan your destination wedding and give you proposed itinerary information. We invest a great deal of time, effort, and expertise into planning your wedding travel and being available to you throughout the process, so if you decide ultimately to book your destination wedding without us or you choose not to go, you agree that we will retain the Planning Fee as liquidated damages on account of our losses in order to compensate us for the efforts we have made on your behalf. You also acknowledge that the Planning Fee will NOT be applied as a credit toward your trip payments. Please note that the supplier or the resort may have their own fees and penalties.

If additional services are required, including our presence at the resort during the time of the wedding, as well as all duties not mentioned in this contract, additional fees will be discussed beforehand. In this case we will add the fees by an addendum.

All payments must be made by credit card. We require a credit card authorization form signed by you and each guest that pays us directly showing the account number, the amount to be charged, the full name as it appears on the card, the billing address, and the expiration date.

Romantics Travel reserves the right to charge each guest a minimum of $50 per person change/cancellation fee that will be described in the credit card authorization form for any cancellations and/or changes. This fee is separate from any supplier/hotel cancellation fees or charges.

Your Additional Responsibilities:

You agree that you are old enough to use the booked travel and wedding services.
Travel Documents: You agree to be fully responsible for reviewing your travel documents and confirming that the details are correct and for alerting us immediately if you find errors or discrepancies.
International Travel: You agree to be fully responsible for complying with any passport, visa, and immigration requirements that apply to your destination wedding plans. For all international destinations, a U.S passport is required for U.S citizens, and many countries require that your passport be valid for at least six months after you return home. You should confirm any visa requirements with the relevant government sources (e.g., embassies or consulates; travel.state.gov for U.S. citizens). We accept no responsibility if you or your guests are unable to travel due to failing to comply with these requirements. Also, we recommend that you review any governmental alerts, advisories, warnings, and prohibitions that apply to your destinations; by offering travel to a destination, we do not represent or guarantee that travel to that place is safe or without risk. If your chosen itinerary requires specific immunizations, it is your responsibility to arrange those vaccinations for your trip. As you are aware, living standards and practices at your destination and the standards and conditions there with respect to the provision of utilities, services, and accommodations may differ from those found at home.
Your Change of Plans: You acknowledge that last-minute or unexpected changes can affect the quality of your ceremony or the entire trip, and you agree that we are not responsible if you are ultimately unhappy due to these changes. If you change plans and we cannot provide destination wedding services in the end, then you agree to release us from all contract obligations and hold us in no way responsible for any nonperformance. Many suppliers such as airlines do not allow changes such as new or corrected names, and they may treat those requests as cancellations subject to their own policies. We are not responsible if you or your guests or companions cannot take the trip due to illness, hospitalization, accident, transportation problems, acts of God, or any other cause.
Flights: If you cannot take a flight as booked, you must contact us as soon as possible so that we may review your options. If you fail to check in on time for a confirmed flight reservation, or you fail to take flights in the order they are shown in your travel documents, the affected airline may list you as a "no show" and in turn you may be charged additional fees or your entire remaining air itinerary may be canceled. After you have begun your trip, it is your responsibility to confirm all onward flights and to check flight schedules (we recommend contacting airlines at least 72 hours before any scheduled departure during your trip).
Travel and Wedding Insurance: We recommend - in the strongest possible terms - that you purchase travel insurance that includes coverage for trip delay/interruption/cancellation, baggage loss/delay, and medical expenses (including medical evacuation).
If the actions of your destination wedding guests result in any claims, causes of action, damages, demands, losses, or other costs during the trip, you agree to indemnify us and hold us harmless.

Other Terms and Conditions:

If unexpected last-minute issues arise, we will work with you and the on-site personnel at the resort or on the ship to take action due to unforeseen changes, inclement weather, vendor nonperformance or non-arrivals, errors or omissions, or other factors that may negatively affect your ceremony. However, you agree that we are not responsible for the nonperformance of any wedding-related services due to these factors.

We shall not be responsible for any failure to perform any obligation under this agreement due to unforeseen circumstances or causes beyond our reasonable control, including but not limited to acts of God, war, riot, acts of civil/military authorities, fire, floods, or labor strikes. Should your trip or event be canceled due to a force majeure event, we will work diligently with the affected suppliers to reschedule, revise, or cancel your itinerary. However, we cannot guarantee that you will receive a refund or avoid additional costs from such suppliers or vendors.

We act only in the capacity of agent for the suppliers providing the travel services in connection with your trip, including but not limited to airlines, hotels and resorts, cruise lines, wholesalers, packagers, tour operators, transfer operators, sightseeing/excursion operators, bus lines, car rental companies, and providers of entertainment and wedding-related services. We assume no responsibility for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity that may be occasioned either by (a) any act or omission of any of the suppliers or (b) any matter beyond our exclusive control involving them, including but not limited to a delay or cancellation of a flight that causes you to miss any portion of the trip.

We have no special knowledge regarding the financial condition of the suppliers, unsafe conditions, health hazards, weather hazards, or climate extremes at locations to which you may travel.

Travel information and alerts:

https://travel.state.gov/content/travel/en/international-travel.html (U.S.A.)

Visa information (lists of foreign embassies):

https://www.state.gov/s/cpr/32122.htm (U.S.A.)

Health and immunization information:

https://wwwnc.cdc.gov/travel (U.S.A.)

You agree to waive all claims for special, indirect, or consequential damages. You agree to indemnify and hold us harmless from and against our liability to third parties (including your guests) arising from you or your guests' actions or omissions. YOU AGREE THAT OUR MAXIMUM LIABILITY TO YOU WILL NOT EXCEED THE AMOUNT YOU HAVE PAID US. Romantics Travel also reserves the right to terminate this agreement at any time.

Changes to this agreement must be made in writing and signed by both you and us.

Once we have completed the services described herein, this agreement will terminate automatically, except with respect to limitations on our liability and with respect to your indemnity.

Any dispute related to this agreement shall be governed by Texas law without regard to conflict of laws or principles. The federal or state courts in Texas shall be the exclusive forum for any lawsuit related to this agreement, and you consent to the personal jurisdiction by said courts. You agree to present any claims against us within 30 days after the trip ends and to file within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year. If we are successful in an action to enforce payment or other rights hereunder, you agree to pay all of the expenses we may incur including reasonable attorney’s fees.

SEVERABILITY

If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited.

WAIVER OF CONTRACTUAL RIGHT

The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Agreement.

APPLICABLE LAW

This Agreement shall be governed by the laws of the State of Texas.

ATTORNEY’S FEES

The prevailing party shall have the right to collect from the other party its reasonable costs and necessary disbursements and attorneys' fees incurred in enforcing this Agreement.

Please sign this letter of agreement below and we will send you an invoice for the Planning Fee. Once the fee is received, we will begin the planning process.