All Other Events — Terms & Conditions

1. Scope of Services

These terms apply to all event planning and coordination bookings with Vivielle Events — including milestone birthdays, anniversaries, bachelorette & hen parties, baby showers, corporate celebrations, and bespoke full-service event coordination. Picnic experiences and wedding / elopement / proposal services remain governed by their own respective Terms & Conditions.

2. Booking & Retainer

A retainer of 30% of the total quoted fee is required to secure your date. This 30% retainer is due within 24 hours of receiving the official invoice and booking link. The date is not held until the retainer is received.

The 30% retainer is strictly non-refundable under all circumstances. It immediately secures your planning time, calendar availability, and initial vendor coordination, and therefore cannot be returned once paid.

The remaining balance is due no later than 14 days before the event date. For events booked with less than 14 days' notice, full payment is required at booking.

3. Cancellation & Rescheduling

Once booked, the 30% retainer is non-refundable and cannot be refunded or transferred under any conditions of cancellation. This policy protects the studio against sudden client changes and guarantees that the planning time, calendar availability, and vendor coordination reserved exclusively for your event are compensated.

Cancellations made more than 45 days before the event date entitle the client to a refund of any additional payments beyond the retainer. Cancellations within 45 days are non-refundable, as vendor commitments and planning resources have already been allocated. One rescheduling request per booking may be accommodated at no additional planning fee, subject to availability and any third-party vendor rescheduling costs, provided it is made at least 21 days before the original date.

4. Vendors & Third Parties

Vivielle Events acts as a planner and coordinator. Third-party vendors (venues, caterers, florists, photographers, musicians, transport, activity providers, etc.) are contracted either by the client directly or on the client's behalf. Vivielle Events is not liable for the acts, omissions, delays, or quality of services delivered by third-party vendors, though we will advocate on the client's behalf to resolve issues where reasonably possible.

5. Guest Count & Scope Changes

Final guest counts must be confirmed no later than 14 days before the event. Increases beyond the contracted guest count, or material additions to scope (extra activities, additional venues, extended hours), will be quoted separately and require written approval before execution.

6. Weather & Force Majeure

For outdoor elements, we recommend a backup plan. In the event of severe weather, natural disaster, government restriction, or other circumstances beyond our reasonable control, we will work with the client to relocate, reschedule, or adapt the event. Non-recoverable costs paid to third-party vendors remain the client's responsibility.

7. Photography & Portfolio Rights

Unless the client requests otherwise in writing, Vivielle Events reserves the right to photograph the setup and finished event (excluding identifiable guest imagery where objected to) for use in our portfolio, website, and social media. Client- or guest-identifiable images will only be published with prior consent.

8. Liability & Damages

The client is responsible for the conduct of guests and for any damage to venues, rental items, or Vivielle Events inventory during the event. Our aggregate liability under any booking is limited to the fees paid to Vivielle Events for that booking, excluding pass-through vendor costs.

9. Communication & Language

All contracts, invoices, and coordination communication are delivered in English. Language support is available in English, Turkish, and Georgian during planning. The English version of these terms prevails in the event of any translation discrepancy.

10. Amendments

These Terms & Conditions may be updated from time to time. The latest version will always be available on this page and will apply to all bookings confirmed after the date of publication.