These Terms and Conditions apply to all event planning, coordination, and consultation services booked with Fairytales with AJ. Please read them carefully before confirming your booking.
Package Rates & Guest Capacity
- Our package rates are suitable for events with a guest size of 50–250 and a maximum bridal party of 12. Prices may change depending on the number of guests, bridal party size, and duration of services required.
- A refundable deposit of GH₵500 is required to cater for guest overflow of up to 100 guests. Where the guest count does not exceed the agreed package capacity, the GH₵500 deposit will be refunded to the Client after the event.
Client Communication & Decision-Making
- To ensure an efficient planning process and timely decision-making, Fairytales with AJ will communicate directly with the contracted client(s) only.
- Unless otherwise agreed in writing, all approvals, instructions, and final decisions must come from the bride and groom (or the individual(s) named in this agreement).
- Fairytales with AJ will not be responsible for obtaining approvals from, or taking instructions from, family members, friends, bridal party members, or any other third parties acting on the Client’s behalf.
- Family or friends are welcome to join meetings or communication channels for support or consultation, but such individuals shall not serve as decision-makers or issue instructions that are binding on the planning process.
- This policy is intended to maintain clear communication, avoid conflicting directions, prevent unnecessary delays, and ensure that Fairytales with AJ can deliver the highest standard of service.
Meetings & Consultations
- Virtual planning meetings are included as part of the Planning & Coordination service and will be scheduled as and when reasonably required throughout the planning period, based on the stage and requirements of the event. There is no fixed limit on the number of virtual planning meetings.
- The number of in-person planning sessions included shall be as stated in the Client’s selected package. The Client is responsible for transportation costs for any additional in-person meetings or consultations beyond those already stated in the package.
- On-site meetings last a maximum of one hour. Extra hours are charged at GH₵250 per hour.
Booking & Payment Terms
- No payment should be made until the Client agrees to all our terms of service and contract.
- Event Coordination-Only service begins two months before the event.
- To confirm and secure the Event Date, the Client shall pay a non-refundable retainer of 40% of the total package fee for Planning & Coordination services. For Coordination-Only services, a non-refundable retainer of 60% of the total package fee is required. Retainers are non-refundable, as they reserve the Event Date and the Planner’s availability.
- The remaining balance (60% or 40%) is due at least 15 working days before the event.
- For event dates beyond the timelines stipulated in the chosen package, the Client must pay a deposit of GH₵400 each month prior to the event, to cover transportation for any additional on-site meeting or consultation required during the extended planning period.
Event Coordination Hours
- Event coordination service is available for a maximum of 15 hours for weddings and receptions (7am–9pm), and 10 hours for traditional weddings (7am–4pm).
- Where a traditional wedding and white wedding/reception are held on the same day, the applicable coordination hours will be determined based on the combined event schedule, programme, transition time between the events, and the overall requirements of the day.
- The maximum coordination period for such a combined event will be agreed with the Client in advance. Additional hours beyond the agreed coordination period incur an extra charge of GH₵350 per hour.
Cancellation Policy
- For cancellations made a month or less before the event, 100% of the total fee is non-refundable.
- For cancellations made more than one month before the event, the non-refundable retainer remains non-refundable. Any refund of amounts paid beyond the retainer will be considered after deducting the value of services already rendered and any non-recoverable costs incurred by the Planner.
Transportation
- Transportation for our services within the Greater Accra Region is free.
- However, certain locations within the Greater Accra Region that require additional travel will attract an extra transportation charge of GH₵500. These locations include, but are not limited to, Ada, Dodowa, Prampram, Aburi, Tema, Ashaiman, Oyibi, Amasaman, and their surrounding areas.
- For locations outside the Greater Accra Region, transportation costs will be determined based on the actual location and travel requirements and will be communicated to the Client in advance.
- Clients outside Accra are also responsible for any required hotel accommodation costs for the Planner and/or coordination team. The hotel will be mutually agreed upon between the Client and Planner/Coordinator, and the Client will make the hotel booking and payment directly.
- Transportation to Kumasi, Takoradi, Sunyani, Tarkwa, and Tamale will be by flight only.
Photography & Media Usage
- By engaging our services, you grant Fairytales with AJ permission to use photographs and video content from your event for promotional and marketing purposes, including but not limited to our website, social media platforms, portfolios, and other marketing materials.
- Clients who wish to opt out of media usage must notify us in writing prior to the event date. Opting out will attract an additional media privacy fee, as this limits our ability to document and showcase our work.
Revisions & Changes
- The Client is entitled to a maximum of two (2) revisions or changes to the agreed event plan, design concept, timeline, or vendor selections at no additional cost.
- Any changes, revisions, or additions requested after the second revision will be subject to an additional fee of GH₵1,000.
- Continuous changes or indecision may impact timelines and vendor availability, and the Planner shall not be held responsible for any resulting limitations.
Indemnification & Limitation of Liability
The Client acknowledges that the Event Planner may engage third-party vendors, contractors, or service providers ("Vendors") to provide certain goods or services for the event. While the Event Planner may recommend or facilitate the engagement of such Vendors, the Client understands and agrees that the Event Planner is not responsible for the performance, products, or conduct of such Vendors, except where liability arises from the Event Planner’s own negligence, gross negligence, willful misconduct, or fraud.
- Indemnification: The Client agrees to indemnify, defend, and hold harmless the Event Planner, its employees, agents, and affiliates from any and all claims, liabilities, damages, losses, or expenses (including reasonable attorneys’ fees and costs) arising out of or in connection with:
- The products, services, actions, or omissions of any third-party Vendors engaged for the event, including but not limited to failures in performance, product defects, or misconduct.
- Any breach of contract or other issues arising between the Client and any third-party Vendor.
This indemnification does not apply to claims, liabilities, damages, losses, or expenses arising from the Event Planner’s own negligence, gross negligence, willful misconduct, or fraud, or from the Event Planner’s failure to perform its contractual obligations.
- No Warranties: The Event Planner makes no warranties or representations, express or implied, regarding the quality, suitability, or performance of any goods or services provided by third-party Vendors. The Client acknowledges that any contractual agreements or disputes with Vendors are solely between the Client and the respective Vendor.
Force Majeure
Fairytales with AJ shall not be held responsible for any failure, delay, or inability to perform its obligations under the Agreement where such failure, delay, or inability arises from circumstances beyond the reasonable control of the Planner.
Such circumstances may include, but are not limited to, natural disasters, severe weather conditions, fire, flood, public health emergencies, government restrictions or regulations, civil unrest, acts of war or terrorism, strikes, transportation disruptions, venue closures, or other unforeseen circumstances beyond the reasonable control of Fairytales with AJ.
Where a force majeure event occurs, Fairytales with AJ will communicate with the Client as soon as reasonably practicable and make reasonable efforts to identify an alternative arrangement or solution where possible.
Any postponement, rescheduling, cancellation, or changes to the services resulting from a force majeure event shall be addressed in accordance with the circumstances of the event and any applicable provisions of the Agreement.
