Terms & Conditions of Business
1. Company Details & Scope of Services
The Company: These Terms and Conditions govern the agreement between Best of Cyprus Weddings by Sasha Ltd Registration No. HE 409391 , VAT No. 10409391D, registered office at 8 Vasilikon Tafon, Villa 7, Peyia, Paphos, 8560, Cyprus ("the Planner", "we", "us") and the Client(s) named on the Booking Form ("you", "the Couple").
Scope of Services: We provide bespoke wedding planning, design, and on-the-day coordination services as detailed in your signed Booking Form and Service Proposal.
Role as Coordinator: We act strictly as wedding planners and coordinators. We source, recommend, and coordinate third-party suppliers (such as venues, caterers, photographers, florists, and entertainers) on your behalf, rather than acting as the principal service provider.
2. Booking, Retainers & VAT
Provisional Hold: Date inquiries are held provisionally for 7 calendar days.
Securing Your Booking: A binding contract is formed only upon our receipt of your signed Booking Form and a non-refundable booking retainer of €750 which will be deducted from your final balance.Once we are in receipt of your Non-Refundable deposits, a booking confirmation will sent via email.
Venue Deposit: The Planner will collect the required Venue Deposit directly from the Client and forward it to the selected Venue (or hold it in trust as specified) to secure the wedding date and space.
Currency & VAT: All planning fees are quoted and payable in Euros (€). Where applicable under Cyprus tax law, Value Added Tax (VAT at the prevailing statutory rate of 19%) will be added to our planning fees and itemized on your invoice. Bank transfer fees or currency conversion charges are the responsibility of the Client.
3. Payment Schedule & Third-Party Suppliers
Staged Payments: Following the initial deposits for the planning fee & partnered suppliers, 50% of the remaining balance will be due 6 months prior to the date of your wedding. Failure to pay on time may result in the suspension of our services.
Final Balance: The remaining balance of our planning fees and partnered suppliers fees must be paid in full no later than 8 weeks (56 days) prior to the wedding date. Failure to pay on time may result in the suspension of our services
Direct Vendor Contracts: You will enter into direct contracts with, and make payments for all third-party vendors (e.g., venues, hotels, caterers, photographers). You are bound by each vendor's respective payment, minimum-spend, and cancellation terms.
4. Legal Marriage Requirements in Cyprus
Client Responsibility: You are solely responsible for obtaining, verifying, translating (with Apostille stamps where required), and transporting all original legal documentation required by the relevant Cyprus Municipality or Church (e.g., full birth certificates, Certificates of No Impediment, Decree Absolutes).
Guidance Only: While we assist in booking your Town Hall/Registrar appointment and providing general guidance, we accept no liability if a ceremony cannot proceed due to missing, expired, or incorrect paperwork.
Municipal Fees: Statutory marriage license and registrar fees are set by the Republic of Cyprus and are payable directly to the Municipality.
5. Changes, Postponemnets & Cancellations
Amendments by Client: Minor adjustments to timelines or guest counts are permitted up to 6 weeks before the event. Significant changes to the scope or scale of the wedding after initial designs are approved may incur additional planning fees.
Cancellation by Client: Cancellations must be notified in writing (via email or registered post). Because we dedicate substantial time and turn away other bookings, the following cancellation fees apply to our planning fees:
More than 6 months prior: Loss of initial non-refundable retainer.
3 to 6 months prior: 50% of total agreed planning & suppliers fees
Less than 3 months prior: 100% of total agreed planning fees.
(Note: Third-party supplier cancellations are governed strictly by each supplier’s own refund policy).
Postponements: In the unlikely event you have to postpone your booking,we will try where possible to make alternative arrangements for you; whereby changing your date with no additional charges to our planning fee. Requests to postpone are subject to our availability and might be subject to price increases imposed by your venue, partnered suppliers & third-party vendors.
6. Weather and Outdoor Venues
Weather Monitoring & Decisions: While Cyprus generally enjoys favorable weather, conditions such as extreme heat, strong coastal winds, or unseasonal rain can occur. Any decision to move an outdoor ceremony or reception indoors due to inclement weather is made at the discretion of the venue management and the planner, prioritizing guest safety and vendor equipment.
Backup Plans: For outdoor venues, the client must review and accept the venue’s designated indoor "Plan B" option at the time of booking. The planner is not responsible if the client is dissatisfied with the aesthetic or layout of the backup space when activated due to weather.
No Refunds for Weather: Adverse weather conditions do not entitle the client to a refund, discount, or compensation from the planner, nor do they waive standard cancellation or postponement terms.
Vendor Safety: Third-party suppliers (e.g., DJs, bands, photographers, florists) reserve the right to halt services or relocate equipment if exposed to rain, excessive heat, or high winds that pose a safety hazard or risk of damage.
7. Client-Supplied Decor and Personal Items
Delivery and Handover: All personal decor items, favors, signage, and stationery brought by the client must be handed over to the planner at your Pre Wedding meeting prior to the wedding date, clearly labeled and organized in boxes.
Setup Limitations: The planner will set up simple personal decor items as agreed in the planning timeline. Complex installations, heavy lifting, ladder work, or electrical rigging are excluded and must be handled by licensed third-party vendors.
Venue Rules and Restrictions: Clients must ensure all brought-in items comply with the venue's health, safety, and environmental policies (e.g., bans on open-flame candles, non-biodegradable confetti, fireworks, or adhesive tapes on venue walls). The planner is not responsible if a venue prohibits the use of any client-supplied items on the day.
Loss, Damage, and Liability: All client-supplied decor and personal items remain strictly at the owner's risk. The planner is not liable for any loss, theft, or accidental damage (including heat or wind damage common in Cyprus) occurring during transport, setup, the event itself, or breakdown.
Collection and Disposal: Following the reception, the planner will pack away client items into their original boxes. The client or a designated representative must collect all personal items at the end of the evening. Any uncollected items left behind may be disposed of without liability.
8. Complaints, Dispute Resolution, and Reputation Protection
On-the-Day Reporting: If any issue or dissatisfaction arises during the wedding day, the Clients must notify the Planner or on-site coordinator immediately so that reasonable steps can be taken to resolve the matter at the time. Failure to report an issue on the day may limit the Planner's ability to investigate or offer a remedy afterward.
Formal Post-Event Complaints: Any formal complaint following the event must be submitted in writing (via email) within 14 days of the wedding date, detailing the specific concerns. The Planner will acknowledge receipt and respond with a formal review within 14 working days.
Good Faith Resolution: Both parties agree to attempt to resolve any dispute privately and in good faith through direct negotiation or mediation before pursuing legal action or public escalation.
Defamation, Slander, and Online Conduct: While the Planner respects the Clients' right to share honest feedback, the Clients agree not to publish, post, or communicate false, malicious, defamatory, or slanderous statements—or knowingly misrepresent facts regarding the Planner, its staff, or its partner vendors on social media, review websites, wedding forums, or any other public platform.
Legal Remedies: The Planner reserves the right to seek immediate removal of defamatory content and pursue legal remedies, including damages and legal costs, under the laws of the Republic of Cyprus for any false statements that harm the business's reputation or commercial standing.
9. Force Majeure & Unforeseen Circumstances
Events Beyond Control: Neither party shall be liable for failure or delay in performing obligations caused by events beyond reasonable control, including extreme weather, natural disasters, war, civil unrest, strikes, epidemics, or sudden closures/actions by Cypriot municipal authorities.
Mitigation: In the event of Force Majeure or a third-party venue closure, we will use reasonable endeavors to help you source a comparable alternative venue or reschedule the event, though we cannot guarantee identical pricing or availability.
10. Liability & Insurance
Wedding & Travel Insurance: You are strongly advised to purchase comprehensive wedding and travel insurance immediately upon booking to cover unforeseen cancellations, supplier insolvency, or medical emergencies.
Limitation of Liability: While we exercise reasonable skill and care in vetting and recommending suppliers, we are not liable for any act, omission, negligence, injury, loss, or breach of contract by independent third-party vendors. Our maximum aggregate liability to you under this agreement shall not exceed the full planning fee.
11.Data Protection & Marketing
GDPR Compliance: We process your personal data (and your guests' data) strictly in accordance with the EU General Data Protection Regulation (GDPR) andCyprus Law 125(I)/2018 solely for the purpose of planning and executing your event.
Photography & Promotion: Unless you notify us in writing prior to the wedding,you grant us permission to use non-intrusive photographs or videos of the event decor and setup (captured by our team or with your photographer’s credit) for our portfolio, website, and social media.
12.Governing Law & Jurisdiction
Cyprus Law: This agreement is governed by and construed in accordance with the laws of the Republic of Cyprus. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the Courts of Cyprus.
