Terms & Conditions

The Flora Design Studio wish to ensure that we give the best service available to our clients. Our Terms and Conditions cover all aspects to avoid any differences of opinion with our Wedding & Major Event Flowers contract.

Consultations & Proposals
A maximum of 2 free consultations will be provided prior to making a booking for your flowers. Additional consultations will be charged £50 per hour, with a minimum charge of £50.

A proposal & quotation for the cost of your flowers will be emailed to you soon after your initial consultation, it is valid for 30 days. This is a guide price and will be subject to changes following our detailed consultation to account for any changes you make nearer to the wedding day and reflect the market cost of the flowers at the time of ordering. Prices within the proposal should be taken as a guide and may increase slightly by the time of your event due to market fluctuations and inflation. Should the cost of elements for your final design rise significantly, we will notify you as soon as reasonably possible and agree how to manage this, i.e., Scale back of agreed elements of the overall flower designs or an increase in the budget.

Deposit to secure your date.
The Flora Design Studio will secure your date in the diary upon receipt of your deposit of a £100 or 10% of the overall cost, whichever is the greater. If for any reason you decide to cancel your wedding/event this deposit is non-refundable. If you decide to postpone your wedding/event, we will hold your deposit until your wedding/event goes ahead. The deposit is subtracted from your final invoice. Payment of deposit is an acknowledgement of our Terms and Conditions.

Payment for Wedding/Event Flowers
Following your detailed consultation, the final invoice for your flowers will be emailed to you. We request you to check this carefully, sign and return one copy to us as confirmation that the order is correct. The final payment is required in full a minimum of 28 days prior to the wedding/event. The Flora Design Studio reserves the right to cancel any wedding/event flowers where payment has not been made in full by this date. We are not obliged to offer any compensation for inconvenience caused. Any additional items requested within the final 4 week period must be paid for immediately and will not be delivered unless payment has been received.

Cancellation & Refunds
If after you receive your final invoice, you choose to reduce the total cost of the flower order you will still be liable to pay 50% of the cancelled items. As it is unlikely, we will take a booking of value so close to an event date and may have turned work away due to the original intended workload.
If through illness or for reasons beyond our control The Flora Design Studio is unable to finish your flowers, we will employ a freelancer or pass your order to an available florist who will work to our quoted prices.

Flowers & Plants
Flowers and plant materials are natural products and specific colours can vary, but we will always make every effort to source effectively. However, if flowers received from our suppliers are not of a quality suitable for your wedding, we reserve the right to make substitutions without notice. In this situation, the integrity of the proposed colour scheme will be maintained and flowers of equivalent value will be used. This includes specific flowers/plants and sundries that may not be available due to supply issues or poor weather conditions

Materials & Equipment
Unless agreed in writing, all sundry materials, props, vessels and equipment remain the property of The Flora Design Studio and are considered on hire to you for the duration of the event. You are responsible for securing these items from theft and damage. From the time of delivery at the venue until they are returned or collected by The Flora Design Studio, you will be fully responsible for all damaged or missing items. Cost of replacements will be charged at current retail price.

The Flora Design Studio reserves the right, without penalty or cancellation, to alter the style and shape of vases, pots, sundry items and display articles should any required items become unavailable prior to the event date

Structures
Archways, arbours, suspended installation pieces and other floral arrangements are temporary structures for decorative purposes. These structures are not designed to withstand, and will not provide protection from, extreme weather conditions such as strong winds, heavy/driving rain, or lightning and must be installed on a firm foundation, or to suitable secure fixing points, in a suitable, safe location.
It is your responsibility to be aware of changing conditions during your event and to protect the safety of guests, and all other persons, accordingly.
No structures or arrangements should be moved or relocated by you, your guests or venue staff without consideration of the necessary safety precautions mentioned above, The Flora Design Studio cannot be held responsible for any incidents, damages or injuries caused by structures or arrangements that have been moved, relocated, adjusted or augmented after we have left the venue.

In the event of extreme weather or where no suitable foundation or fixing points have been provided for installation, The Flora Design Studio reserve the right refuse to install the structure, or dismantle any structure that has been installed, at our discretion. We will endeavour to reach a mutually agreeable solution but if none can be found then no refund or compensation will be provided in these circumstances.

Delivery
Delivery costs will be added to your final invoice – these will be based upon mileage (calculated at 50p/mile) as well as driver time. Whilst we endeavour to make all deliveries within sufficient time before the event, we cannot be held responsible for any unexpected events that may occur which are beyond our control. We will endeavour to make alternative arrangements wherever possible should this happen and in these circumstances, refunds will be at our discretion

Setup
The Flora Design Studio will personally deliver and set up your flowers unless otherwise agreed. For larger events, trusted freelancers are brought in to ensure smooth and timely setup. Labour costs will be added to your final invoice based on requirements and are typically around 10% of the final total.

Items will be delivered and setup at a time agreed in advance. If for any reason we are not able to honour the agreed times, we will notify you as soon as possible.

Employee, client and guest safety are important to us and we reserve the right not to continue working if the site conditions, equipment, or weather would jeopardise the safety of anyone. In such circumstances we will contact you immediately and work with you and the venue to resolve the situation wherever possible.

If plans for a particular arrangement or installation are changed at short notice, we will try our best to work with you but cannot guarantee that an alternative solution will be feasible on the day and cannot offer any refunds for unfulfilled work in these circumstances.

Removal
If you would like to keep flowers from your arrangements, in most instances they are yours to keep but you are responsible for the packing, loading, and removal of the flowers from the event venue.
If you would like to keep flowers please let us know how many pieces you would like and who will be in charge of receiving them; this can be yourself, an event manager, a wedding planner or a member of bridal party/family.
We are not permitted to just leave flowers behind at venues. If there is no-one available when we clear an event and no prior arrangements have been made with us for the flowers to be kept, all flowers will be removed and disposed of.
All of our containers, props, vessels, equipment and sundry materials are to be collected by us or returned to the studio unless otherwise agreed in advance and stated in writing.
Cancellation
In the event of a cancellation, additional charges may apply. Cancellation within four-to-eight weeks of the event date will incur an admin charge of 25% of the final total. Full payment will be required for any cancellation made within four weeks of the event date. Charges are applied at our discretion, pending cancellation circumstances.

Charges may be waived at our discretion if the event is changed to a different date and all other requirements remain the same (subject to availability) but the initial deposit/booking fee will be retained and no longer applicable to the new event date.

COVID-19: We are trying to remain flexible as we navigate the ongoing pandemic, we will do our best to help you reschedule your event to a new date within six months without any additional charges. We cannot reschedule any events beyond six months, this would be subject to a new booking.

Details & Amendments
Only the Bride and Groom/ appointed person for wedding flowers may make any amendments to the flower order. We suggest the final details of the wedding flowers should be made approximately 5 weeks prior to the wedding date, before the minimum balance is settled. If you have a family wishing to choose their corsage colours for example this will have to be communicated to us through either the bride and groom in writing, in person or via email

Exclusivity
We require exclusivity to all floral and botanical elements of your event unless otherwise agreed in advance and stated in writing. If you wish to include your own arrangements, please notify us. We will not work or partner with any other supplier of floral décor for your event. This is a common requirement across our industry and is in place to protect our reputation and more importantly to ensure consistent quality of floral design throughout your event.

Photographs
The Flora Design Studio reserves the right to take photographs of flowers and the setting prior to the wedding which may be used for promotional purposes.

Marketing
The Flora Design Studio reserves the right to use any ideas, pictures and/or videos of our work from your event for marketing, social media, or website development. We often contract professional photographers to document our work or come to an agreement with the event photographer to license their images and are requesting your right to do so. You agreement is inferred by acceptance of these terms and payment of your initial deposit/booking fees, unless explicitly agreed otherwise in writing at the time of your booking.

Limits of Liability
The Flora Design Studio accepts no responsibility for any damage caused by flames or lit candles at an event. Although we provide candles and appropriate vessels, they are used in our absence and we cannot guarantee safe usage once we have left the venue.

We accept no liability for damages, losses, delays, cancellations or non-performance caused by Force Majeure, acts of God, extreme weather, floods, acts of terrorism, riots, labour disputes, civil disorder, road closures, traffic accidents, sudden ill health, power failure, demands or acts of government entities or any other legitimate events beyond our control.

You agree to indemnify, defend, reimburse and hold The Flora Design Studio harmless from any and all third-party suits, claims, or liabilities that may arise as a result of any negligence or wilful act by you or your guests during the event and in the performance of our services.

In cases of adverse weather we will remain in contact with you in the lead up to the event and endeavour to form a contingency plan.

In an occasion of sudden ill health, bereavement or similar, if The Flora Design Studio is unable to personally complete or deliver your event, this will be completed by a member of our experienced freelance team or outsourced accordingly.

Complaints
In the result of having issues with the quality, quantities, shape, size or standard of our work, you must notify us within two hours of delivery either via email or phone call. The Flora Design Studio reserves the right to rectify any errors on the day without prejudice. Complaints will not be accepted after this timeframe.

General
We reserve the right to supplement and amend these Terms & Conditions from time to time. We will inform all clients of any changes or updates. By paying a deposit you are proceeding with the booking and entering into a contract agreeing to these Terms & Conditions. No alterations, modifications or reductions may be made to these Terms & Conditions without the written consent of The Flora Design Studio.

Additionally, we reserve the right to suspend, restrict or terminate The Flora Design Studio for any reason at any time. In such circumstances, arrangements will be made to outsource outstanding work or reimburse unfulfilled deposits where outsourcing is unfeasible or inappropriate.

These Terms & Conditions maybe updated from time to time as required. These Terms & Conditions were last updated on 12th February 2023.