Terms and
Conditions

We are so excited you have chosen us for your special day! These terms and conditions are designed to ensure a joyful and stress-free experience for everyone. We know legal language is not the most romantic, but transparency is key. Please read them carefully, and do not hesitate to ask any questions. "We," "us," or "our" refers to Event Management Services by HEA OPC. "You," "your," or "client" refers to the couple or individual/company booking our services. "Vendor," "Partner," "Celebrant," "Photographer," or "Musician" refers to the individuals and/or companies we work with to create your perfect wedding day.

I. Planning your special day

As per Australian law, weddings need to be at least 30 days from booking. To ensure we have ample time to create the perfect experience, we kindly request bookings to be at least 35 days in advance and at most 18 months in advance.

2. Submission of required documents

To ensure a smooth and successful planning of your event, timely submission of all required documents and payments is crucial. Please carefully review the following terms and conditions regarding deadlines and potential consequences of non-compliance.

The following documents must be submitted by the specified deadlines:

Copy of Passports: Copies of valid passports of the couple are due 45 days before the wedding date.
Notarized Notice of Intended Marriage (NOIM): The notarized NOIM must be submitted no later than 30 days before the wedding date, as required by law but Event Management Services by HEA OPC requires all clients to submit it 45 days before the wedding date.

The above documents may be submitted via email at admin@eventsbyhea.com or via WhatsApp at +63 977 6747 432.

Let us work together to meet all deadlines so we can avoid any potential hiccups. While we will try our best to accommodate any changes, rescheduling or cancellation might be necessary if deadlines are not met, and some fees may apply.

3. Cancellations

A PHP 6,000.00 (or its forex equivalent) non-refundable deposit secures your special date and your assigned celebrant. The remaining balance is due 45 days before your wedding. We understand that life happens and sometimes it is unavoidable to cancel, so here’s how our cancellations work:

More than 45 days before: We will happily refund 50% of the total cost paid (excluding the deposit).

Between 35 - 45 days before: We offer a 25% refund of what you have paid (excluding the deposit).

Less than 35 days before: This will result in the full payment being forfeited as all vendors are already settled by this time.

For any cancellation requests, please feel free to reach out to us via email at admin@eventsbyhea.com or via WhatsApp at +63 977 6747 432.

4. Reschedules

We understand that sometimes dates need to be rescheduled. If at the time of rescheduling, any costs have increased, Clients will be required to pay the difference. A rebooking fee may be incurred at our discretion. Rescheduling depends on the availability of vendors concerned. We will, of course, work closely with you to ensure that it will be a fuss-free wedding day for you and your significant other.

For any rescheduling requests, please feel free to reach out to us via email at admin@eventsbyhea.com or via WhatsApp at +63 977 6747 432.

5. Location and Weather

Our elopements celebrate the beauty of nature with outdoor ceremonies in Australia's stunning parks, beaches, and other outdoor locations. While we embrace the natural beauty of these locations, we also recognize that weather can be unpredictable. We will make every reasonable effort to ensure your ceremony proceeds as planned, but the safety and comfort of you, our team, and our vendors are our top priorities.

Outdoor Ceremony Locations:

Our standard ceremony locations are generally free public spaces. While these locations offer beautiful backdrops, they are subject to weather conditions beyond our control.

Weather Contingency:

In the event of inclement weather, we will work with you to find a suitable alternative location. This may include an indoor venue. Any additional costs associated with securing an alternative indoor venue will be your responsibility. You must confirm your alternative indoor location with us no later than five (5) business days prior to your scheduled ceremony date. If an alternative location is not confirmed by this deadline, we reserve the right to choose an appropriate alternative at your expense.

Specific Package Considerations:

"The Enchanted" Package: For this package, which includes an outdoor picnic reception, we will not set up outdoors if rain is predicted during your event time, or if the ground is excessively wet from recent inclement weather. Extreme heat and dangerous winds are also conditions that may prevent outdoor setup. We will make the final determination regarding the feasibility of an outdoor setup based on conditions at the time of your event. If the outdoor setup is not possible, we will discuss alternative arrangements with you.
"No frills, no fuss, just us" and "Happily Ever After" Packages: For these packages, the ceremony itself may still proceed even in less-than-ideal weather conditions, provided it is safe for all parties involved. We will assess the conditions and make a determination based on safety and feasibility.

6. Our wonderful partners and vendors

We work with authorized wedding celebrants, talented photographers, musicians, hair and makeup artists, and outdoor reception providers across Australia to make your elopement truly unforgettable. They have their terms and conditions, which will apply to their specific services. We’re here to help coordinate everything seamlessly, but we will not be held responsible for their actions.

7. Capture the memories

Your wedding photos are treasures! We work with talented photographers to capture your special day. While we facilitate the connection, the photographer is the service provider, and their contract (including usage rights, delivery timelines, and retouching policies) will govern the services. We are not liable for the photographer's performance, delivery, or any other aspect of their service. Any issues or disputes should be addressed directly with the photographer; however, we are happy to assist in communication and cooperation between all parties involved to help reach a solution. The delivery timeline for your photos will take between 2 - 6 weeks after your wedding.

Photographs taken by our partner photographer during your wedding are the property of Events by HEA. We may use these photographs for marketing and promotional purposes, including but not limited to: website display, social media posts (including Facebook, Instagram, and TikTok), online advertising, print materials, presentations, and internal communications.

We understand the personal nature of wedding photos and respect your privacy preferences. While we appreciate the opportunity to showcase the photographer's work, we also want to ensure you are comfortable with how your wedding photos are used. By engaging our services, you grant Events by HEA a perpetual, irrevocable, worldwide, royalty-free license to use these photographs in any manner related to our business. If you prefer that we not post identifiable images of you or your guests online, please notify us in writing at least two weeks before your wedding. We will gladly honour this request.

In such cases, we may still use photos from your wedding for marketing purposes, provided that faces are not recognizable (e.g., detail shots of decorations, venue, cake, etc., or images where faces are blurred or turned away). You are responsible for obtaining any necessary model releases from your guests prominently featured in photographs, especially minors. You warrant you have the right to grant this license and that the use of the photographs will not infringe on any third party's rights. We are not liable for claims arising from any of the guests.

8. Making it official (Official Marriage Certificate)

We partner with authorized celebrants across Australia who will not only be officiating you and your significant other on your wedding day but also processing and sending your marriage certificates through the respective state of The Registry of Births, Deaths, and Marriages. While we’re not responsible for any postal issues, we’re always here to assist with any questions or concerns you might have.

9. Visas (if required)

We understand that navigating visa requirements can be complex. While we're happy to share our general experiences with the visitor visa process, we are not authorized to provide visa advice. Visa acquisition remains your sole responsibility. Any information based on the experience we share should not be considered legal advice.

10. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under this Terms and Conditions to the extent that such failure or delay is caused by a Force Majeure Event. A “Force Majeure Event” means any event beyond the reasonable control of the affected party, including but not limited to: acts of God, natural disasters (such as floods, earthquakes, or hurricanes), war, terrorism, riots, embargos, acts of civil or military authorities, fire, accidents, strikes, or shortages of transportation, facilities, fuel, energy, or materials.

11. Communication

All communication regarding document submissions, cancellation requests, rescheduling requests and payments should be directed via email at admin@eventsbyhea.com or via WhatsApp at +63 977 6747 432.

By proceeding with our services, you acknowledge that you have read, understood, and agree to these terms and conditions. If you have any questions, please do not hesitate to contact us.