Membership Terms

Charlottesville Wedding Society — Member Terms Agreement

The Charlottesville Wedding Society (“CWS”) exists to foster a collaborative, professional, and supportive community of wedding and event industry professionals. Our goal is to elevate the Charlottesville wedding vendor community through meaningful connections, shared visibility, and a commitment to excellence.

CWS is built on mutual respect, integrity, and inclusivity. Members are expected to engage with one another in a manner that reflects professionalism, encourages collaboration, and contributes positively to the community as a whole.

These Terms and Policies are designed to protect the integrity of the Society, ensure a high-quality experience for all members, and establish clear expectations that allow the community to thrive. By participating in CWS, members agree to uphold these values while operating their independent businesses with professionalism and care.

1. Membership Eligibility & Conduct

Membership is limited to individuals, businesses, or vendors involved in the wedding/event industry.
Members must represent their business/services truthfully and accurately in all CWS listings, communications, and marketing materials.
Members are expected to uphold professional, ethical, and inclusive standards in all CWS-related interactions. Any harassment, discrimination, or harmful behavior toward other members, clients, or CWS staff will result in immediate disciplinary action.
CWS exists to promote professionalism, collaboration, and positive engagement among its members and the community. No defamatory or disparaging remarks about CWS or fellow members will be permitted, and will be grounds for revocation of membership.

2. No Solicitation or Spamming

Members agree not to spam, mass-message, or solicit other members for unrelated services, programs, or organizations.
Networking and collaboration are encouraged only in a respectful, opt-in manner.
Contact information shared in the directory or at CWS events is for professional networking purposes only, and is not to be shared with third parties without CWS permissions..

3. Payment Terms & Membership Fees

Membership fees are billed annually and must be paid in full upon renewal.
CWS offers a 7-day risk-free trial; after that period, all membership fees are non-refundable.
Late or missed payments may result in suspension or termination of membership.
Discounts, promotions, and referral credits are subject to change or discontinuation at any time.
Members may terminate their membership at any time; however, no refunds or credits will be issued for the unused portion of the current membership term.
Members may downgrade to a lower membership tier at any time. The downgrade will take effect at the end of the current membership term, and no refunds will be issued for any difference in cost during the remaining period.
Members may upgrade to a higher membership tier at any time. Upon upgrading, a new membership term will begin immediately, and any remaining credit from the previous plan will be applied toward the new plan.

4. Termination & Revocation of Membership

CWS reserves the right to terminate membership for any reason, including violation of terms, non-payment, or unprofessional conduct.
Members who are terminated for cause or who voluntarily withdraw will not receive prorated refunds.
Reapplication after termination may be subject to additional review or conditions.

5. Liability & Indemnification

Members agree that CWS and its affiliates are not liable for any actions, damages, or losses resulting from interactions between members or participation in CWS events except where the result of any negligence by CWS. Each Member agrees to indemnify CWS in and for any claim made against CWS by any other member or third party which is caused by any action or inaction of the Member.
Members participate in CWS-hosted or affiliated events at their own discretion.
CWS does not guarantee business outcomes, referrals, or exposure results from membership.

6. Event Participation & Safety

Members agree to act responsibly and professionally at all CWS events, mixers, and meetings.
CWS is not responsible for injuries, damages, or losses that occur during any event or meeting. Members agree to assume all risks arising from or related to their participation in any CWS event.
All attendees at any CWS must follow event-specific rules, venue policies, and insurance requirements.

7. Event Attendance Policy

Attendance at CWS-hosted events is voluntary and at the discretion of each member.
Only members with an active profile listed on the official CWS website are eligible to attend CWS-hosted events.
Members may not bring guests who are not current CWS members listed in the directory except with the prior written consent of CWS.
All members must RSVP in advance to attend any event, to ensure compliance with venue capacity and safety requirements.
Event attendance may be limited due to space or venue restrictions. Priority will be given to active, paid members, and RSVPs are accepted on a first-come, first-served basis.
RSVPs are non-transferable. Members may not assign or transfer their RSVP to another person or business.
By attending any CWS-hosted event, members grant CWS permission to photograph or record their participation and to use such images or recordings for promotional and marketing purposes.
Members are expected to conduct themselves in a professional, respectful manner consistent with the CWS code of conduct at all times.
CWS reserves the right to deny or revoke attendance at any event for non-compliance with these terms, unprofessional behavior, or capacity limitations.

8. Photo & Content Copyright Policy

Members retain full copyright ownership of any images, videos, logos, or written materials they upload to their profile or share with CWS.
By submitting or uploading any content, members grant CWS a non-exclusive, royalty-free license to use, display, and promote that content on the CWS website, social media, marketing materials, press, and other promotional channels, for the purpose of showcasing the member or promoting the Society.
Members must ensure they have the legal right (including photographer or vendor permissions) to use and upload any image they submit. Members agree not to upload copyrighted materials that belong to others without proper authorization or credit, and to indemnify CWS for any claim made against it as the result of any claim arising or relating therefrom.

9. Use of CWS Brand & Materials

Members may use the “Charlottesville Wedding Society” name and logo only in accordance with approved branding guidelines.
CWS reserves the right to revoke brand usage if used inappropriately or without prior approval.
All CWS-created marketing assets remain property of CWS and may not be altered or redistributed without consent.

10. Confidentiality & Privacy

Members agree to respect the confidentiality of internal communications, discussions, and private member information.
Member contact information may not be sold, distributed, or shared externally.
CWS will make reasonable efforts to protect personal and business data but cannot guarantee absolute security.

11. Changes to Terms & Conditions

CWS reserves the right to modify these terms at any time.
Members will be notified of any material changes via email or through the member portal. Continued membership after notification of any updates constitutes acceptance of the new terms.

12. Agreement & Acknowledgment

By becoming a member of the Charlottesville Wedding Society, you acknowledge that you have read, understood, and agree to abide by all of the above terms and conditions. Violations may result in suspension or termination of membership without refund.