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Terms & Conditions

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Wedding Officiant Canada - Terms & Conditions

SERVICE AGREEMENT & TERMS AND CONDITIONS

1. BINDING NATURE OF AGREEMENT

This Agreement becomes legally binding only upon (a) the completion of a formal consultation between the Client and Wedding Officiant Canada, and (b) receipt of the required deposit or full payment as outlined below. No reservation of date or services shall be considered confirmed until both conditions are satisfied.

2. ELECTRONIC ACCEPTANCE

The Client acknowledges that accepting these Terms and Conditions electronically — including by ticking a checkbox, clicking an acceptance button, or completing an online booking form — constitutes a valid and legally binding signature, equivalent in effect to a handwritten signature, pursuant to the Electronic Commerce Act, 2000 (Ontario). The date, time, and email address associated with the Client’s acceptance are recorded and retained by Wedding Officiant Canada for legal and administrative purposes.

3. PAYMENT TERMS

Personalized Ceremony: A non-refundable deposit equal to fifty percent (50%) of the total invoice is due upon agreeing to proceed with the service. The remaining balance is due no later than twenty-one (21) days prior to the scheduled ceremony date.
All Other Services (Including In-House Packages): Full payment is required at the time of booking to secure the date and officiant.
Preferred Payment Method: E-mail Money Transfer (EMT) to book@weddingofficiantcanada.com. Please include your booking reference number in the message field.
Credit Card & Online Payments: All credit card and digital payments are subject to a 3.5% processing fee, which will be added to the invoice total at checkout.
Mileage / Travel Fee: A travel fee of $0.95 per kilometre applies to the billable round-trip distance when the ceremony venue is located more than 40 kilometres one-way (80 kilometres round trip) from our office (7250 Keele Street Units 362 - 364, Concord, Ontario). The first 80 kilometres of the round trip are included at no charge.
Urban Centre Parking Premium: For ceremonies held at venues located in high-density downtown cores, congestion zones, or areas where standard street or surface parking is unavailable, restricted, or cost-prohibitive — including but not limited to downtown Toronto, Hamilton, Ottawa, Mississauga, London, and other comparable urban centres across Ontario — a Downtown Parking Premium may be applied as a separate itemized charge. This premium covers advance parking reservations, paid parking lots or garages, additional time to secure parking, and travel delays inherent to high-traffic urban environments. The applicable amount will be disclosed no later than the time the invoice is issued.

4. TAXES (HST)

All service fees and package prices quoted by Wedding Officiant Canada are exclusive of applicable taxes. Harmonized Sales Tax (HST) at the current rate of 13.0% will be added to all invoices as required under the Excise Tax Act (Canada). The HST amount will be clearly itemized as a separate line on the Client’s invoice. Wedding Officiant Canada’s HST registration number is available upon request.

5. MARRIAGE LICENSE

It is the sole responsibility of the Client(s) to obtain a valid Marriage License in the province or jurisdiction where the ceremony is to be performed. The Marriage License must be present at the ceremony venue at the time the ceremony is conducted. Wedding Officiant Canada and its officiants cannot legally solemnize a marriage without a valid Marriage License and are under no obligation to proceed without one.

The names appearing on the Marriage License must exactly match the legal names used in the Marriage Register. Any discrepancy is the sole responsibility of the Client, and Wedding Officiant Canada assumes no liability for errors arising from such inconsistencies.

In the event that the Client fails to produce a valid Marriage License on the day of the ceremony, the Officiant may, at their sole discretion, conduct a symbolic ceremony (which carries no legal standing) and schedule a private legal ceremony at a later date upon presentation of the required documents. An additional service fee will apply for the subsequent legal ceremony.

Clients are responsible for consulting their local municipality, courthouse, or provincial registry office to confirm all requirements applicable to their circumstances, including but not limited to waiting periods and identification requirements.

6. WITNESSES

For all legally binding ceremonies, the Client is responsible for arranging a minimum of two (2) adult witnesses, aged sixteen (16) or older, who speak the language of the ceremony and can understand the proceedings, as required under the Marriage Act (Ontario), R.S.O. 1990, c. M.3. Witnesses must be present in person at the ceremony.

Don’t have witnesses? Wedding Officiant Canada offers a professional Witness Service as a paid add-on to ensure your ceremony remains legally compliant. Clients wishing to use this service must notify Wedding Officiant Canada no later than seventy-two (72) hours prior to the ceremony date. This service is subject to availability and an additional per-witness fee.

If the Client fails to provide the required witnesses and has not pre-booked the Witness Service, the Officiant cannot legally solemnize the marriage, and the ceremony fee will be forfeited. For Simply Married and Legal Signing packages, the Client must arrive at the designated office location with their Marriage License, valid government-issued identification, and their witnesses (or confirm witness arrangements in advance).

7. VENUE ACCESS, PARKING & URBAN CENTRE PARKING PREMIUM

The Client is responsible for ensuring that the Officiant has unobstructed access to the ceremony venue at the agreed-upon time.

7.1 General Parking: Where parking is required, the Client is responsible for providing a designated parking space or reimbursing the Officiant for any reasonable parking costs incurred at or near the venue. Parking expenses will be invoiced separately where applicable.

7.2 Urban Centre Parking Premium: For ceremonies held at venues located within high-density downtown cores, entertainment or financial districts, congestion zones, or areas where standard street or surface parking is unavailable, restricted, or prohibitively expensive — including but not limited to downtown Toronto, Hamilton, Ottawa, Mississauga, London, and other comparable urban centres across Ontario — a Downtown Parking Premium will be applied to the Client’s invoice as a separate itemized charge. This premium covers the cost of advance parking reservations, paid parking lots or garages, additional time required to locate and secure parking, and any associated travel delays inherent to operating in high-traffic urban environments. The Downtown Parking Premium amount will be communicated to the Client no later than the time the invoice is issued and will appear as a clearly labelled line item. By proceeding with a booking at such a venue, the Client acknowledges and accepts that this additional charge may apply.

8. CANCELLATION AND REFUND POLICY

Unified Cancellation Policy: All ceremony fees, rehearsal fees, and add-on services are subject to a single, unified cancellation policy. Cancellations made more than thirty (30) days prior to the scheduled ceremony date are eligible for a partial refund of amounts paid, less a non-refundable $150.00 consultation and administration fee. All deposits, where applicable, are non-refundable regardless of the notice period.
Cancellations Within 30 Days of the Ceremony: All payments — including ceremony fees, rehearsal fees, deposits, and add-ons — are non-refundable for cancellations received within thirty (30) days of the scheduled ceremony date, except where the cancellation is initiated by Wedding Officiant Canada. The previous 48-hour rehearsal notification window is superseded by this unified 30-day rule.
No-Show / Failure to Appear: In the event the Client(s) fail to appear at the scheduled ceremony without prior written notice, and such failure is not attributable to a Force Majeure event, the Client forfeits all payments made. Should the Client wish to rebook, full payment at the then-current service rate will be required.
Rescheduling: Requests to reschedule a ceremony must be submitted in writing no less than fourteen (14) days prior to the original ceremony date. Rescheduling is subject to officiant availability and may be subject to an administrative fee.

9. FORCE MAJEURE

Wedding Officiant Canada shall not be held liable for failure to perform its obligations under this Agreement where such failure arises from circumstances beyond its reasonable control, including but not limited to: natural disasters, acts of God, civil disturbances, epidemics, pandemics, or government orders. In such circumstances, Wedding Officiant Canada will make all reasonable efforts to provide a qualified replacement officiant. Where no replacement can be arranged, the Client shall be entitled to a full refund of all amounts paid.

10. OFFICIANT SUBSTITUTION

Wedding Officiant Canada reserves the right to assign a qualified substitute officiant in the event that the originally assigned officiant is unable to perform due to illness, personal emergency, or any other unforeseen circumstance. Wedding Officiant Canada will notify the Client of any such substitution as promptly as possible and will ensure that the replacement officiant is fully briefed on the ceremony details. No refund or fee reduction shall be applicable solely on the basis of an officiant substitution, provided that the substitute officiant is duly licensed and qualified to solemnize marriage in the Province of Ontario.

11. LIMITATION OF LIABILITY

The Client acknowledges and agrees that Wedding Officiant Canada’s maximum aggregate liability under this Agreement shall not exceed the total service fee paid by the Client. Wedding Officiant Canada shall not be liable for any indirect, consequential, incidental, special, or punitive damages arising out of or related to this Agreement, including but not limited to emotional distress, loss of enjoyment, or any claims by third parties.

12. CEREMONY CONDUCT AND OPERATIONAL TERMS

Arrival & Timing: The ceremony start time is defined as the time listed in the Booking. The Officiant will arrive fifteen to twenty (15–20) minutes prior to the scheduled start time for setup and legal check-in. The Officiant is not responsible for delays caused by the Client, bridal party, or venue. Any ceremony delayed by more than thirty (30) minutes due to the Client’s actions may be subject to a delay fee or cancellation if the Officiant has subsequent scheduled commitments.
Ceremony Delays: Where a ceremony is delayed by more than thirty (30) minutes due to circumstances within the Client’s control, a delay fee of $100.00 per additional thirty (30) minute increment may be applied, at the Officiant’s sole discretion.
Symbolic Elements: Any symbolic rituals (e.g., unity candle, sand ceremony, handfasting) are the sole responsibility of the Client to arrange, provide materials for, and coordinate. The Officiant’s role is to officiate and guide these elements verbally.
Rehearsal Services: Rehearsal attendance by the Officiant is not included in standard ceremony packages and is available as a paid add-on service at the then-current rate. Rehearsal fees are subject to the same cancellation policy as ceremony fees (see Section 8).
Client Representations & Misrepresentation: The Client warrants that all information provided during the booking process — including but not limited to the nature of the event, number of guests, venue details, and the legal status of the parties — is true, accurate, and complete. Any intentional misrepresentation of material facts is a fundamental breach of this Agreement. In such circumstances, the Officiant reserves the right to terminate the ceremony immediately upon discovery, with no obligation to refund any fees paid.
Right to Refuse: The Officiant reserves the right to refuse to conduct or continue a ceremony if, in their sole professional judgment, proceeding would violate applicable law, compromise safety, or involve conduct that is discriminatory, abusive, or otherwise inconsistent with the professional standards of Wedding Officiant Canada.

13. PROFESSIONAL CONDUCT AND BOUNDARIES

Wedding Officiant Canada expects all clients, their guests, and venue personnel to conduct themselves with professionalism and mutual respect when interacting with our officiants. Harassment, discrimination, or intimidation of any kind directed toward our officiants will not be tolerated and may result in immediate termination of services without refund. Officiants are engaged as independent contractors and are not responsible for event coordination, vendor management, or any activities outside the scope of the ceremony itself.

14. PHOTOGRAPHY, VIDEO & MEDIA CONSENT

By engaging Wedding Officiant Canada’s services, the Client grants Wedding Officiant Canada a non-exclusive, royalty-free licence to use photographs and video footage taken at or in connection with the ceremony for promotional, marketing, and educational purposes, including but not limited to social media, websites, and printed materials. The Client may opt out of this licence by providing written notice to Wedding Officiant Canada prior to the ceremony date. Wedding Officiant Canada will not disclose personally identifiable information in connection with any published media without the Client’s prior consent.

15. TESTIMONIALS AND REVIEWS

The Client acknowledges that any testimonials or reviews submitted to Wedding Officiant Canada — whether via email, online review platforms, or social media — may be used by Wedding Officiant Canada for promotional purposes. Wedding Officiant Canada will never fabricate or misrepresent Client testimonials.

16. BACKUP OFFICIANT GUARANTEE

Every ceremony booking with Wedding Officiant Canada includes our Backup Officiant Guarantee at no additional charge. If the originally assigned officiant becomes unavailable due to illness, personal emergency, or any other unforeseen circumstance, Wedding Officiant Canada will provide a qualified, duly licensed replacement officiant for the Client’s ceremony at no cost to the Client. This guarantee is included with every package and does not increase the invoice total. This guarantee operates in conjunction with Section 10 (Officiant Substitution), which remains in full force.

17. SUBCONTRACTED ADD-ON SERVICES

This section applies only where the Client has purchased an add-on service. Add-on services offered through Wedding Officiant Canada — including but not limited to DJ services, day-of coordination, photography, videography, and bartending or open-bar services — may be provided by independent third-party subcontractors engaged on the Client’s behalf.

Booking Agent Role: For these add-on services, Wedding Officiant Canada acts solely as a booking agent and coordinator. Subcontractors are engaged as independent contractors and are not employees, partners, or agents of Wedding Officiant Canada.
Limitation of Liability: Wedding Officiant Canada is not liable for the acts, omissions, workmanship, or performance of any subcontractor, including failure to appear, equipment failure, quality of service, or compliance with the Client’s or venue’s requirements. The Client’s primary recourse for subcontractor performance lies with the subcontractor. Wedding Officiant Canada will use reasonable efforts to assist the Client in resolving a dispute with a subcontractor, but assumes no liability for the outcome.
Substitution: Wedding Officiant Canada reserves the right to substitute the assigned subcontractor with another qualified provider where reasonably necessary, and will notify the Client of any such substitution.
Payment & Cancellation: Add-on service fees collected by Wedding Officiant Canada are remitted to the subcontractor in accordance with the subcontractor’s engagement. Add-on services are subject to the same cancellation policy as ceremony fees (see Section 8). Where a subcontractor’s own terms impose additional conditions on the Client, those conditions will be disclosed before the add-on is confirmed.

18. DAY-OF COORDINATION ADD-ON

Where the Client has purchased a Day-of Coordination add-on (Essential or Premium tier), a coordinator will manage wedding-day logistics, vendor liaison, and timeline execution during the contracted coverage block (6 hours for Essential; 10 hours for Premium). Time beyond the included block is billed at $200/hour, rounded up to the nearest started hour. The coordinator is not the Client’s event planner and does not negotiate vendor contracts, manage budgets, or assume responsibility for the performance of the Client’s chosen vendors. Section 13 (which states that officiants are not responsible for event coordination) governs officiants acting in their ceremonial role only and does not limit the coordination services purchased under this Section. Wedding Officiant Canada is not liable for delays or issues caused by third-party vendors, venue staff, or the Client’s guests.

19. PHOTOGRAPHY SERVICES

Where photography is purchased (ceremony-only, full-day, or otherwise):

Delivery: Edited photos are delivered via online gallery within the timeframe quoted for the package, subject to the photographer’s editing queue. The Client will be notified of any material delay.
Editing Scope: Editing includes colour and exposure correction and basic culling. Extensive retouching is available on request and may attract additional fees.
Image Rights: The Client receives a personal-use licence to all delivered images, including printing and sharing. The photographer retains copyright and may use images for portfolio purposes unless the Client requests otherwise in writing.
Substitution: Wedding Officiant Canada reserves the right to substitute the assigned photographer with another qualified photographer where reasonably necessary (see also Section 17).

20. DJ & RECEPTION MC ADD-ONS

Where the Client has purchased a DJ Services and/or Reception MC add-on: DJ Services include up to 5 hours of performance time, a professional sound system, basic dance-floor lighting, and playlist curation agreed with the Client in advance. Reception MC services include timeline management, announcements, and coordination with vendors for the contracted reception period. The Client’s venue must provide adequate power supply and sheltered setup space; Wedding Officiant Canada is not liable for service limitations arising from inadequate power, space, or venue restrictions. Time beyond the contracted hours is billed at the overtime rate quoted at booking. Where the venue imposes decibel or curfew limits, the DJ will comply, and Wedding Officiant Canada is not liable for any resulting reduction in service.

21. PREMARITAL COUNSELLING

This section applies only where the Client has purchased a premarital counselling package or session. Premarital counselling offered by Wedding Officiant Canada (including SYMBIS-based programs and hourly sessions) is coaching and education only and is not psychotherapy, counselling regulated under Ontario law, or medical advice. Our facilitators do not diagnose, treat, or provide mental health care; Clients requiring therapeutic support will be referred to a licensed professional. Sessions are confidential, subject to (a) the facilitator’s duty to report where required by law, and (b) no absolute confidentiality between partners attending joint sessions. Individual sessions cancelled with less than 24 hours’ notice, and joint sessions where one partner does not appear, are non-refundable but may be rescheduled at the facilitator’s discretion. Assessment materials and session notes are not legal records and cannot be used as evidence in any proceeding between the partners.

22. GIFT CARDS

Gift cards are redeemable toward any service or package offered by Wedding Officiant Canada and do not expire, in accordance with the Consumer Protection Act, 2002 (Ontario). Gift cards are transferable and may be given to another person, but are not redeemable for cash. Gift cards are non-refundable once purchased. If a service booked with a gift card is cancelled by the Client, the amount paid by gift card is returned as credit toward a future booking, subject to the cancellation policy in Section 8.

23. DESTINATION WEDDINGS

For destination ceremonies (outside Ontario or outside Canada):

Symbolic-Only Ceremonies: Where the legal marriage cannot be solemnized in the destination jurisdiction, the ceremony is symbolic and celebratory only, and the Client is responsible for completing all legal requirements of the applicable jurisdiction.
Travel Costs: Airfare, accommodation, ground transport, and per-diem costs quoted at booking are the Client’s responsibility and are due as invoiced.
Travel Disruption: Neither party is liable for failure or delay caused by travel disruptions (including flight cancellations, border closures, or government advisories) affecting the officiant’s ability to attend. In such case, Section 9 (Force Majeure) applies, and Wedding Officiant Canada will offer a replacement officiant where reasonably possible or refund the ceremony fee (but not travel costs).
Documents: The Client is responsible for verifying passport, visa, and residency requirements for all parties.

24. EXPRESS LICENSE MAILING

Where the Client has purchased the Express License Mailing add-on, Wedding Officiant Canada will forward the completed marriage licence and registry documents for registration via expedited courier (Canada Post Xpresspost, Purolator, FedEx, or a comparable carrier chosen at Wedding Officiant Canada’s discretion) to the Office of the Registrar General, 189 Red River Road (3rd Floor), Thunder Bay, ON P7B 6L8, and provide the Client with the tracking number via the client portal. Marriage registration by the provincial government occurs on the Province’s own timeline and is outside Wedding Officiant Canada’s control — expedited mailing accelerates the courier leg only and does not guarantee earlier certificate availability. Liability for documents lost or delayed by the carrier is limited to the amount of the Express License Mailing fee. The Client may apply for their official marriage certificate directly with ServiceOntario once registration is complete.

25. DISPUTE RESOLUTION

In the event of a dispute arising from or related to this Agreement, the parties agree to first attempt to resolve the matter through good-faith negotiation. If the dispute cannot be resolved within thirty (30) days of written notice, either party may pursue resolution through binding arbitration in accordance with the Arbitration Act, 1991 (Ontario), or through the courts of the Province of Ontario. The prevailing party in any legal proceeding shall be entitled to recover reasonable legal costs and disbursements.

26. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. The parties irrevocably attorn to the exclusive jurisdiction of the courts of Ontario for the resolution of all disputes.

27. ENTIRE AGREEMENT

This Agreement, together with the invoice, booking confirmation, and any written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior representations, warranties, discussions, negotiations, and understandings, whether oral or written. Any modification to this Agreement must be made in writing and signed by an authorized representative of Wedding Officiant Canada.