BOOKING TERMS & CONDITIONS
• Venue Decor
Includes a decorated venue including lighting of all candles & option to bring personal framed photos and a guest book (or similar). The use of aisle runners, loose petals, confetti, bubbles, tossables or other venue decor is not permitted.
• Venue Capacity
Includes seating for up to 50 guests for The Vow Exchange Chapel and up to 70 guests for The Chapel at Heritage Hall. Standing guests (excluding those participating in the wedding ceremony) are not permitted.
• No Wifi
Network service for online streaming of video chats, skype or similar will be customer provided. This venue does not have access to wifi and can not accommodate network service.
EVENT COORDINATION SERVICES
• Ceremony Rehearsals
The Vow Exchange does not offer the option to schedule a ceremony rehearsal at the venue.
• Ceremony Coordination
The Onsite Coordinator (for events including this service) is not responsible for behavior of individuals in processional, ceremony & recessional such as crying/shy flower girl/ring bearer, participant(s) not following instructions, participant(s) standing off center etc.
• Ceremony Music
Packages including ceremony coordination are offered the option to include 2 songs in the ceremony, one for the processional and one for the recessional. Ceremony music will be queued by the Onsite Coordinator.
• Celebration Activities
Packages including a Bottles & Bites reception offer the option for celebration activities such as special dances (i.e. couple's first dance, etc.) and toasts. The Vow Exchange will provide a recommended schedule for the event to accommodate celebration activities with in the allotted time. The Vow Exchange is not responsible for missed celebration activities due to a late start of the event.
• Event Customizations & Details
Packages including ceremony and/or reception coordination require that all details for the event are to be submitted through the provided digital questionnaire. The questionnaire must be completed in its entirety and can not be combined with previously completed questionnaires, verbal requests or emails sent to The Vow Exchange. The event details will be based on the most recent version of the questionnaire submitted.
• Event Customizations & Details Submission Deadline
Packages including ceremony and/or reception coordination require that the final Customizations & Details be submitted via the provided digital questionnaire no later than midnight 14 days prior to the event. Information submitted less than 14 days prior to our event requires a rush fee of $50 for scheduled service providers to accommodate last minute preparations or changes. The rush fee is due upon the late submission request. The most recent submission or The Vow Exchange default arrangements for non-existing submissions will be used for unpaid rush fees.
• Marriage License
A valid marriage license is required from the State of Missouri only (Kansas State marriage licenses are not valid at The Vow Exchange per state law). The marriage license must be on the premises when the ceremony is performed. Ceremonies performed with incorrect or missing legal documents will be a symbolic ceremony only and will have no legal merit.
• Ceremony Items
Items used in ceremony (such as unity candle, sand ceremony vessels, etc.) are the responsibility of the customer and must not exceed 10 inches wide or 15 inches tall to fit the small table provided (items may not be set on floor due to limited space). Ceremony items may not be delivered to the venue prior to the event.
• Photography Coverage
Photography coverage for packages including photography services begins upon the access to venue & concludes at the end of the event time. Photography coverage time can not be made up due to late arrival to the venue.
• Candid Photography
Packages including photography services include candid shots of pre-ceremony activity, the ceremony, and post ceremony activity. The Vow Exchange representatives and photographer are not responsible for behavior of individuals in processional, ceremony & recessional such as crying/shy flower girl/ring bearer, participant(s) standing off center, or any other behavior that may disrupt photography taken at these times.
• Posed Photography
Packages including photography services include a posed photo session with family and couple. The customer is invited to communicate their desired group combinations for posed photography to the photographer at the event. The Vow Exchange representatives and photographer are not responsible for participant(s) behavior in captured images or capturing combinations not specified by the couple.
• Outside Photography
Packages including photography services include the option for outside photography during daylight hours only & weather permitting. Evening events in the fall & winter will not include outside shots due to lack of daylight.
• Gallery Delivery
Packages including photography services include a digital gallery containing roughly 200+ images to be delivered 5 weeks post event and not sooner.
• Gallery & Image Editing
Packages including photography services include image editing limited to edited selections (no blurry, closed eyes, obstructions, etc.) and overall lighting & color adjustments and DOES NOT include photo corrections of imperfections (including acne, exposed bra straps, or other imperfections).
• Gallery & Image Quality
Packages including photography services will not offer guaranteed gallery quality with the presence of a second shooter or videographer. Second shooters & videographers compromise the photographer’s ability to capture key moments.
• Flower Delivery
Flowers provided by the customer may not be delivered to the venue and The Vow Exchange is not responsible for arrangements scheduled to be delivered to the venue.
Packages including flowers include delivery of flowers to the venue and will be available upon access to the venue. Flowers can not be delivered to a different site nor delivered prior to the start of the event for pick up.
• Decorative Flowers
Decorative flower arrangements for the venue are not permitted and The Vow Exchange is not available to provide decorative flower arrangements for the venue or for post event celebrations.
• A-La-Carte Arrangements
The Vow Exchange can not provide flower arrangements a-la-carte.
• Flower Consultation
All flower customizations included in packages with flowers will be managed directly with The Vow Exchange and not with the florist. The florist will not be available for consultation for arrangements included in the package. Arrangements made directly with a florist (affiliated or not affiliated with The Vow Exchange) will be billed separately by the florist and is not included in the package booked with The Vow Exchange. The Vow Exchange is not accountable for flower arrangements arranged outside of the package including delivery to the venue.
• Flower Accompaniments
The Vow Exchange does not offer flower accompaniments such as ribbon, pins, baskets, etc. for personal flower arrangements.
• Loose Petals
Loose petals real or faux (for decor or tossing) are not permitted at the venue.
FOOD & BEVERAGE
• Outside Beverages
Outside beverages are allowed. Couples bringing beverages must provide disposable only cups and ice. Non-disposable glassware not permitted except for the couple (ie. non-disposable champagne glasses for guests).
The Vow Exchange does not sell or provide any alcohol to clients or their guests. The client may supply their own alcohol, provided their event is private and not open to the public. If the client purchases a package that offers alcohol services, then the catering vendor used by The Vow Exchange will be responsible for all alcohol served and The Vow Exchange shall not be held liable for any alcohol-related claims or lawsuits resulting from such alcohol service.
• Outside Food
Outside food of any kind including but not limited to cakes, edible favors, cupcakes, cake pops, candies, etc. are not permitted at the venue. Additionally, the cake provider for The Vow Exchange is not available to provide additional cakes (such as cupcakes, groom's cake or similar) for packages including the 3 Tier Cake.
• Cake Consultation
All cake customizations included in the BOTTLES & BITES package will be managed directly with The Vow Exchange and not with the cake provider. The cake provider will not be available for consultation for cakes included in these packages. Arrangements made directly with a cake provider (affiliated or not affiliated with The Vow Exchange) will be billed separately by the cake provider and are not included in the package booked with The Vow Exchange. The Vow Exchange is not accountable for cake(s) arranged outside of the package and such cake(s) are not permitted in The Vow Exchange venue.
• Cake Delivery
Packages including the 3 Tier Cake include delivery of cake to the venue and will be available upon access to the venue. The cake can not be delivered to a different site nor delivered prior to the start of the event for pick up.
THE VOW EXCHANGE PAYMENT, CANCELLATION AND REFUND POLICY
• DEPOSITS & PAYMENTS:
The client shall pay a deposit to hold a date and time at their selected venue. The deposit is $200 for all two-hour packages, $400 with an additional deposit of $800 due 3 months prior to the event date for all four-hour package bookings made on or after 5/15/2018, and the full package price for all “MINI” ceremonies. The deposit shall be applied to the total cost of the package
The client shall pay for their entire package, in full, no later than midnight 14 days prior to their event date. If the client fails to pay the full payment when due, then The Vow Exchange may cancel all or portions of its (and its vendors’) services.
• CANCELLATIONS & REFUNDS:
The client may not cancel their event or package except as provided in this agreement.
The client may cancel their event any time prior to 14 days before their event date and, upon such cancellation, The Vow Exchange shall be entitled to retain (or if not yet paid, payment of) the applicable deposit plus an amount equal to The Vow Exchange’s out of pocket expenses.
The client may cancel their event, providing their event is 90 minutes in length or longer, any time on or after 14 days before their event date and, upon such cancellation, the Vow Exchange shall be entitled to retain (or if not yet paid, payment of) the greater of 50% of the total amount for payable by the client for the event or an amount equal to The Vow Exchange’s out of pocket expenses.
If client cancels their event as permitted in this agreement, then The Vow Exchange (a) will refund the client any sums which it holds in excess of the amount it is entitled to retain under this agreement and (b) may immediately make the client’s event date and time available to other customers.
The agreement of The Vow Exchange to host the ceremony including officiating, photography, flowers and designated venue is subject to proven delays and/or cancellations by accidents, riots, strikes, epidemics, acts of God, or any other legitimate conditions beyond their control. If such circumstances arise, The Vow Exchange will use commercially reasonable efforts to find a replacement. If The Vow Exchange be unable to secure a replacement to host the ceremony, client shall receive a full refund.
• PACKAGE AND EVENT CHANGES:
The client may only make changes to their event or package as provided in this agreement.
Changes to packages – The client may request to change their package to a comparable or higher-tier package at any time prior to 14 days prior to their event date and the Vow Exchange will use commercially reasonable efforts to accommodate the request but is not obligated to do so. If a client requests to change their package, all payments including non-refundable deposits shall apply to the newly selected package.
Changes to event dates and times – The client may request to change their event date to another available event date at any time prior to 14 days prior to their event date and the Vow Exchange will use commercially reasonable efforts to accommodate the request but is not obligated to do so. If a client requests to change their date, all payments including non-refundable deposits shall apply to the newly selected date. All deposits and payments are not transferrable to a different client for a changed date.
LIMITATION ON LIABILITY
EXCEPT AS OTHERWISE EXPRESSLY PROVIDED IN THIS AGREEMENT, THE VOW EXCHANGE HEREBY SPECIFICALLY DISCLAIMS ALL WARRANTIES, IMPLIED OR EXPRESS, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE VOW EXCHANGE SHALL NOT BE LIABLE UNDER THIS AGREEMENT FOR CONSEQUENTIAL, SPECIAL, EXEMPLARY, PUNITIVE, INDIRECT, OR INCIDENTAL DAMAGES. THE VOW EXCHANGE’S LIABILITY UNDER THIS AGREEMENT (SAVE IN RESPECT OF ANY LIABILITY CAUSED BY IT’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT) SHALL NOT EXCEED THE AMOUNT PAID TO IT UNDER THIS AGREEMENT.
THE VOW EXCHANGE SHALL NOT BE LIABLE FOR ANY ACTION OR OMISSION OF CLIENT, CLIENT’S GUESTS OR INVITIEES, OR ANY THIRD-PARTY, INCLUDING WITHOUT LIMITATIONS INDEPENDENT CONTRACTORS WORKING IN OR ON THE PREMISES USED FOR CLIENT’S EVENT.
Additionally, the client shall protect, defend, indemnify and hold The Vow Exchange and its affiliates and related parties, as well as each of such entities’ owners, directors, officers, managers, employees, and contractors, harmless, from and against any and all expenses, claims (including third party claims), actions, liabilities, losses, and damages of any kind whatsoever, resulting or arising out of all acts or omissions by the client, its guests, and invitees, constituting fraud, willful misconduct, bad faith, or negligence. Without limiting the foregoing, this indemnification shall apply and cover all forms of damage to and/or destruction of personal and private property caused by the client, its guests, and invitees.
This Agreement sets forth the complete and entire agreement between the parties relating to the subject matter in this Agreement and supersedes all other discussions, negotiations, proposals, and agreements, whether oral or written, previously discussed or entered into, by the parties relating to the subject matter in this Agreement.
This Agreement may only be amended using a written (or digital) document signed by all of the parties.
The failure or delay by a party to exercise any right or remedy in this Agreement shall not operate as a waiver of that right or remedy. A waiver of a misrepresentation in or breach of this Agreement shall not constitute a waiver of a subsequent misrepresentation or breach. A waiver of a misrepresentation in or breach of this Agreement shall not be effective unless it is in writing and signed by the waiving party.
Each term of this Agreement shall be treated as separate and independent from the other terms in this Agreement and the unenforceability of one term shall not impair the enforceability of the other terms. If a court with competent jurisdiction declares any time period or scope in this Agreement unenforceable, then such time period and/or scope shall be adjusted to a time period and/or scope that the court deems reasonable.
This Agreement and the rights and obligations in this Agreement may not be assigned by a party without the prior written consent of the other parties, except that The Vow Exchange may assign this Agreement and its rights and obligations in this Agreement pursuant to a merger, acquisition, or other change of control.
This Agreement shall be governed by and construed in accordance with Missouri law, excluding its conflict of law principles. For any dispute arising out of or relating to this Agreement, the parties consent to jurisdiction in and the exclusive venue of the state and federal courts in Jackson County, Missouri. The parties each waive trial by jury in all actions, proceedings, and counterclaims brought by either party against the other on any matter arising out of or in any way connected or related to this Agreement.
Thank you for confirming your email and accepting The Vow Exchange Booking Terms & Conditions. We will be in touch with you shortly to complete your event set up.
- The Vow Exchange