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Greetings! Thank you for taking the time to talk with me about your wedding. It’s a special day, which takes the right person to make sure your vision come to life. My company’s mission:

“To infuse your special occasion with the energy, professionalism and team player approach to doing a job well done.” When working with me as your Coordinator you receive: Upon booking:

• You receive a planning packet, which includes: -A personally vetted vendor referral list -Bridal planning checklist so you can keep on top of important tasks -Ceremony and reception planning questionnaire -Things To Do document for your website and out of town guests -Tipping 101 Guide -Stocking Your Bar Guide (if applicable)

• Proofing of your contracts if you want an experienced eye to review and catch any “red flags.” • Accessibility by email or phone for questions, advice or to bounce ideas off of. • Your wedding weekend is your coordinator’s 100% focus. Your coordinator will not handle other

weddings during that three-day period (Fri-Sun). These services begin 2.5 months prior to the wedding date:

• Unlimited site visits to review your layout, floor plan, décor plan and other professional recommendations.

• Pre Wedding meeting where we co-create your timeline and go over all of your wedding details to create your multi-page wedding booklet.

• Guidance of etiquette and logistics. • Proof contracts and confirm details with all of your vendors such as arrival times, they’re requirements

or specifications (musicians and caterers), if they need equipment returned or saved (floral and bakers) • Direct your rehearsal • Unlimited on site hours for the day of • Wedding emergency kit on site and available for the bridal party and family • Distribute final payments. • Wrap up all details after the bride and groom depart. • See to it that gifts are safely packed up or taken to a residence. • Ensure rentals and vendor equipment is taken out or returned. • One wedding assistant is included

In addition, you’re receiving 9 years of experience and knowledge, which in the end will save you time, money and give you “Peace of Mind Insurance” for your Big Day. I hope we get to work together, making your wedding a seamless and stress free success. Warmly, Sheena Kalso

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Praise & Accolades

"The Invisible Hostess is the coolest event planner in recent Foodz Wedding history. On top of every request from [the Bride], who was nervous about the details to a given measure. She calmly directed all pertinent information to our staff as soon as available. [She is] such a wonderful person to work with. She [deserves her] 2011 Best Wedding Planner of the year. I cannot say more great things about her. Absolutely the topof her game!!” Darren of Foodz Catering, August 2011 "Thank you so much for everything! We don’t even want to think about what it would have been like to do this without you. It has been so nice to are my exact definition of god-sent.” -Joel & Rochelle, October 2011 “You made my daughter’s day completely stress-free for the her and me (Mother of the Bride). Phil (the Groom) calls you the phantom :) He said that every once in awhile he'd hear a whisper in his ear like, ‘Cake cutting table in 10 minutes’ and he'd turn around and you'd be gone! He knows how instrumental you were in making everything go smoothly. Cait (the bride) just kept saying over and over how much she loved having you involved and how perfectly you made things happen. I could go on and on but the main message is that we are SO GRATEFUL for you and the hard work you put into making Cait's wedding PERFECT - really, we couldn't have imagined or ask for more. Thank you! You're the best wedding coordinator imaginable!” -Dot, Mother of the Bride, April 2012

• Develop  timelines  • Merge  timelines  • Revise  and  edit  client’s  existing  

timeline  • Pulled  a  Groomsman  out  of  a  

bathroom  stall  for  toasts  • Got  silver  paint  out  of  a  

wedding  dress  • Wine  out  of  a  wedding  dress  • Pin  boutonnières  • Pin  corsages  • Keep  arguing  parents  a  part  • Run  to  liquor  store  before  

reception  to  purchase  banquet  permit  

• Placed  missing  flowers  on  a  cake  

• Light  candles  • Place  centerpieces  • Steam  linens  • Put  out  favors  • Set  up  candy  buffet  • Pack  up  vases  • Wrap  extra  flowers  for  guests  • Hang  lanterns  • Folded  napkins  • Picked  up  ice  • Stepped  in  to  bartend  in  a  

pinch  • Directed  traffic  • Coordinated  rentals  • Picked  up  missing  rentals  for  a  

caterer  • Ordered  balloons  

• Liquor  store  run  for  the  cocktails  

• Name  card  placement  • Guest  book  set  up  • Brought  drinks  to  the  band  • Kept  band  up  to  speed  on  

timeline  • Handed  out  Mardi  Gras  style  

masks  • Quickly  organized  a  coat  check  • Confirmed  vendor  arrival  • Gave  directions  to  vendors  • Sent  a  groomsman  out  for  

limes  • Cufflinked  a  suit  with  hardware  • Pulled  cake  pedestals  from  

personal  collection  for  a  caterer  who  didn’t  order  them  

• Bring  food  to  bride  and  groom’s  room  post  ceremony  

• Keep  the  night  on  task  so  there’s  time  to  dance!  

• Jumped  in  to  help  catering  staff  set  tables  

• Passed  wine  • Bussed  dishes  • Cut  and  serve  cake  • Meet  bride  and  groom  at  their  

venue  site  whenever  they  want  • Provide  a  list  of  vetted  wedding  

professionals  to  choose  from  • Conduct  the  2  hour  pre  

wedding  meeting  • Run  the  rehearsal    

Here’s  an  excessive  list  to  answer  the  common  question  from  the  newly  engaged:  “So,  what  exactly  do  you  do?”  

 Keep  in  mind,  90%  of  these  things  were  unexpected  surprises.    {oh  joy!}  

 This  list  is  why  we  consider  our  services  “Peace  of  Mind  Insurance.”  

• Arrive  as  soon  as  the  doors  open  to  the  reception/wedding  site  

• Called  a  florist  who  almost  missed  the  wedding  

• Hand  out  sparklers  • Remove  unsightly  things  from  

photo  opportunities  (keg  cup    • Replace  and  relight  candles  • Return  rentals  • Organized  meetings  with  

vendors  for  planning  sessions  • Stuffed  favor  boxes  • Folded  programs  • Mediator  between  client  and  

vendor  • Kept  an  intoxicated  DJ  on  task  • Made  executive  decision  on  

rain  back  up  plan  • Stopped  an  intoxicated  guest  

from  running  off  with  a  motorized  wheelchair  

• Been  the  “bad  guy”  • Been  the  “hero”  • Make  sure  the  groomsman  has  

the  rings  • Remind  the  Maid  of  honor  to  

fluff  the  train  and  fix  the  veil  • Let  the  DJ  know  when  to  start  

the  music  • Check  in  with  the  venue  to  

make  sure  they’re  happy  • Cleaned  up  after  a  caterer  who  

didn’t  clean  up  • Tracked  down  table  number  

wine  bottles  that  were  going  to  be  recycled  

• Lugged  tables  up  a  hill  • Lugged  tables  down  a  hill  

• Que  the  caterer  for  toasts  • Befriend  the  flower  girls  so  

they’re  no  nervous  • Have  taken  a  screaming  flower  

girl  from  a  bridesmaid  as  she  walked  down  the  aisle  

• Stop  late  guests  from  walking  in  during  the  bride’s  “moment”  

• Taped  down  aisle  runners  • Brought  brunch  to  the  bridal  

party  at  the  hotel  • Placed  rose  petals  and  lit  

candles  for  the  honeymoon  suite  

• Delivered  gifts  to  the  house  • Connected  with  parents  the  

next  day  to  exchange  décor  • There’s  more,  but  after  

five  years,   it ’s  hard  to  remember  them  all!  

   

The  Invisible  Hostess  Client  Contract  –  Staffing  &  Coordination  

Updated  as  of  7/19/2012   1  

STAFFING/BARTENDING:  Cancellations/Booking  Fee.  Upon  booking,  you  have  a  24  hour  grace  period  to  retract  your  agreement  with  The  Invisible  Hostess  and  you  will  be  refunded  your  50%  advance.  If  you  should  cancel  after  the  grace  period,  20%  of  your  total  contracted  rate  will  be  kept  as  a  cancellation  fee.    If  you  choose  to  cancel  your  contract  3  months  or  less  prior  to  your  date,  your  50%  advance  is  non-­‐refundable.        COORDINATION  SERVICES:  Cancellations/Booking  Fee.  Upon  booking,  you  have  a  24  hour  grace  period  to  retract  your  agreement  with  The  Invisible  Hostess  and  you  will  be  refunded  your  50%  advance.  If  you  cancel  your  booking  more  than  12  months  to  your  event  date,  your  50%  advance  is  refundable.    If  you  should  cancel  12  months  or  less  from  your  event  date,  your  50%  advance  is  non-­‐refundable  unless  another  event  of  equal  or  greater  value  replaces  your  event.    Photography.  TIH  may  use  photos  taken  at  your  event  prior  for  its  website  or  any  other  marketing  purposes.  Your  photographer's  permission  will  be  asked  when  using  the  photos.    Form  of  Payment.  We  accept  check  or  credit  card    Reimbursement.  Any  purchases  made  on  behalf  of  the  client  could  be  billed  separately  after  the  event.  The  payment  will  be  due  upon  receipt.    TIH  will  not  make  any  purchases  prior  to  getting  client  approval.    Late  Payment.  If  final  payments  are  late  by  30  days  post  the  scheduled  event,  a  15%  of  the  total  proposal  will  be  applied  to  the  due  amount.  If  the  due  amount  is  60  days  post  the  scheduled  event,  a  30%  of  the  total  proposal  will  be  applied  to  the  due  amount.  Due  amounts  not  paid  after  60  days  will  be  sought  after  by  a  third  party  creditor.    Staffing  Travel.  Travel  time  beyond  1  hour  round  trip  from  our  Seattle,  WA  will  be  billed  at  an  hourly  rate  of  $20  per  person.  This  applies  to  any  site  visits  or  meetings  in  addition  to  the  event  day.  Travel  will  be  estimated  prior  to  the  event  in  invoiced.    If  travel  takes  longer  than  expected,  client  will  not  be  expected  to  pay  for  this  travel  (i.e.  traffic  causing  travel  to  last  longer).    However,  if  a  site  visit  is  requested  that  has  yet  to  be  invoiced,  TIH  will  inform  client  of  the  cost  and  client  will  be  expected  to  pay  for  this  extra  time.  Travel  is  determined  by  Google  Maps  and  based  on  “with  traffic”  estimations.      Staffing  Island  Travel.    Client  will  pay  for  ferry  wait  times  (according  to  the  WA  DOT  estimated  wait  time  chart),  non-­‐working  hours  that  might  occur  once  on  the  island  (i.e.  if  the  staff  needs  to  arrive  before  their  start  time  because  the  ferry  dictates  their  arrival),  as  well  as  travel  and  wait  times  to  head  home.  Any  travel  outside  of  the  complimentary  1  hour  round  trip,  according  to  WA  DOT  and  Google  Maps,  will  be  billed  at  $20/hr).  Ferry  admittance  costs  will  be  invoiced  to  the  client.    

The  Invisible  Hostess  Client  Contract  –  Staffing  &  Coordination  

Updated  as  of  7/19/2012   2  

Day  of  Coordinator  Travel.  The  travel  period  is  extended  to  2  hours  round  trip.    Travel  charges  will  apply  if  your  location  is  beyond  2  hours  round  trip  from  our  HQ.    You  will  not  be  invoiced  for  the  wedding  assistant’s  travel  time.    Day  of  Coordinator  Island  Travel.  Any  travel  outside  of  the  complimentary  2  hour  round  trip,  according  to  WA  DOT  and  Google  Maps,  will  be  billed  at  $20/hr  for  the  coordinator  only.    This  includes  ferry  wait  times  (according  to  the  WA  DOT  estimated  wait  time  chart),  as  well  as  wait  times  to  head  home.    Ferry  admittance  costs  will  be  invoiced  to  the  clients.    Waiver  of  Liability  and  Damages.  The  Invisible  Hostess  or  designated  employees/  representatives  are  not  responsible  for  any  losses  as  a  result  of  damages  or  theft.  Security  for  all  events  is  the  sole  responsibility  of  the  Client.    Client  understands  that  there  is  an  assumed  risk  when  hiring  TIH  to  handle  and/or  transport  fragile  items  including,  but  not  limited  to:  glass,  cakes,  decor  pieces,  rental  transportation.  The  client  shall  hold  harmless  The  Invisible  Hostess,  their  Company,  and  designated  employees/  representatives  from  all  claims  for  damages  caused  by  the  acts  of  the  Client,  the  Clients  guests  and  invitee.    Day  of  Coordinator  Catastrophic  Events.  The  Invisible  Hostess  will  execute  this  event  according  to  the  proposed  bid.  In  the  event  of  a  catastrophic  accident  or  ailment  where  The  Invisible  Hostess  is  unable  to  perform  her  contracted  duties,  a  planner  of  equal  caliber  will  be  engaged  to  complete  the  event.  If  a  replacement  is  unattainable  for  your  date,  or  you  choose  to  decline  the  replacement  coordinator,  a  full  refund  will  be  issued  to  the  client  and  TIH  will  not  be  held  responsible.    Entire  Agreement.  This  is  the  entire  agreement  between  the  parties.  It  replaces  and  supersedes  any  and  all  oral  agreements  between  the  parties,  as  well  as  any  prior  writings.    Successors  and  Assignees.  This  agreement  binds  and  benefits  the  heirs,  successors,  and  assignees  of  the  parties.    Governing  Law.  This  agreement  will  be  governed  by  and  construed  in  accordance  with  the  laws  of  the  state  of  Washington.    Counterparts.  This  agreement  may  be  signed  by  the  parties  in  different  counterparts  and  the  signature  pages  combined  will  create  a  document  binding  on  all  parties.    Modification.  This  agreement  may  be  modified  only  by  a  written  agreement  signed  by  all  the  parties.    Waiver.  If  one  party  waives  any  term  or  provision  of  this  agreement  at  any  time,  that  waiver  will  only  be  effective  for  the  specific  instance  and  specific  purpose  for  

The  Invisible  Hostess  Client  Contract  –  Staffing  &  Coordination  

Updated  as  of  7/19/2012   3  

which  the  waiver  was  given.  If  either  party  fails  to  exercise  or  delays  exercising  any  of  its  rights  or  remedies  under  this  agreement,  that  party  retains  the  right  to  enforce  that  term  or  provision  at  a  later  time.    Severability.  If  any  court  determines  that  any  provision  of  this  agreement  is  invalid  or  unenforceable,  any  invalidity  or  unenforceability  will  affect  only  that  provision  and  will  not  make  any  other  provision  of  this  agreement  invalid  or  unenforceable  and  shall  be  modified,  amended,  or  limited  only  to  the  extent  necessary  to  render  it  valid  and  enforceable.