Terms + Conditions

Bespoke Weddings

This Floral Design Contract, together with the agreed proposal and quote, constitutes the ("Agreement") between Alice Kenyon t/a DOTTA (“DOTTA / we / us”), and person or persons making the booking ("Client / you") for the provision of floral services for the Client's wedding or civil ceremony (the “Event”).

By booking with DOTTA, the Client confirms their understanding and acceptance of the following terms and conditions: 

1. Scope of services + Client responsibilities

1.1 DOTTA will provide the floral design and associated services as detailed in the agreed proposal. The proposal forms part of this Agreement.

1.2 The Client is responsible for providing accurate and complete information required to deliver the Event, including the Event date, venue address(es), access arrangements, timings, quantities and any relevant venue restrictions or requirements.

1.3 The Client must provide any final details required to fulfil the booking, including final quantities, personal flower requirements, delivery addresses, timings and access arrangements, by the agreed deadline specified in the proposal. Changes requested after this deadline may not be possible and may incur additional costs. 

1.4 The Client is responsible for ensuring that any necessary venue permissions have been obtained and that DOTTA has suitable access to the venue at the agreed delivery and installation times. 

1.5 The Client must notify DOTTA as soon as reasonably possible of any changes to the Event, venue, timings or access arrangements. Any additional work, time or costs arising from changes requested by the Client will be discussed and agreed with the Client in advance. 

1.6 The Client is responsible for any additional costs reasonably incurred by DOTTA as a result of inaccurate information, changes to agreed arrangements or circumstances at the venue that were not reasonably foreseeable or included in the agreed quote. 

2. Quotes + proposals

2.1 Quotes and proposals provided by DOTTA are valid for a period of 14 days from the date of issue. If after 14 days has expired and the Client hasn’t booked, their Event date won’t be reserved and the quote could change.

2.2 Changes to the quote can be made as outlined in the ‘Changes to quote’ section below

3. Booking confirmation

3.1 A booking is confirmed upon written acceptance of this Agreement via email to hello@dottafloraldesign.com, and the receipt of a booking fee of 25% of the total amount agreed in the quote.

3.2 The 25% booking fee is non-refundable and will be deducted from the total amount owed. 

4. Payment terms

4.1 The remaining balance of the total amount is due no later than 28 days prior to the wedding date. 

4.2 If the Client pays the total amount upfront, DOTTA will offer a 10% discount on the total amount.

4.3 The Client is welcome to pay the remaining balance in instalments. Please advise if this is your preference at the point of booking so we can agree on a payment schedule.

4.4 Payments are to be made via bank transfer. 

4.5 Delivery of florals services is contingent upon receipt of final payment. 

4.6 If the final balance is not received by the due date, DOTTA will contact the Client to request payment. If payment remains outstanding 14 days before the Event, DOTTA reserves the right to cancel the booking, in which case the cancellation terms in this Agreement will apply. DOTTA cannot guarantee that the Event will proceed where payment is received after this point. 

4.7 DOTTA is not VAT registered and therefore VAT is not chargeable on the prices stated in the proposal. 

5. Changes to quote

5.1 Acceptance of the quote implies agreement with the listed items and the total amount. 

5.2 All changes must be made in writing to hello@dottafloraldesign.com.

5.3 Requests to make changes to the items in the quote should be made at your earliest convenience. We will do our best to accommodate them but cannot make guarantees. If orders have already been placed with suppliers/wholesalers, then changes likely cannot be made. 

5.4 Reductions of more than 10% of the original quote are not permitted once the booking is confirmed. 

5.5 Any changes that increase the scope or scale may result in additional cost and an administration fee may be imposed depending on the extent of the alterations.

5.6 Changes to the Event date and venue are subject to the terms and conditions outlined in the ‘Rescheduled and Relocated Events’ section. 

6. Event cancellation

6.1 If the Client wishes to cancel the booking, written notice must be provided to hello@dottafloraldesign.com. The date on which notice is received will be treated as the cancellation date.

6.2 If the Client cancels, DOTTA may retain or charge an amount reasonably required to cover its direct loss arising from the cancellation. This may include costs already incurred or committed, work undertaken, loss of profit and the reasonable loss of opportunity to rebook the Event date. 

6.3 In calculating any cancellation charge, DOTTA will take into account any costs or expenses saved as a result of the cancellation and any reasonable opportunity to rebook the Event date. DOTTA will take reasonable steps to minimise its loss.

6.4 Any amount paid by the Client in excess of the applicable cancellation charge will be refunded. 

6.5 As a general guide, the potential cancellation charge is likely to increase the closer the cancellation is made to the Event date, as the opportunity to rebook the date and recover the associated loss becomes more limited. The actual charge will depend on the circumstances of the cancellation and the costs and losses incurred at that time. For example, if the Client cancels more than 12 months before the Event, only the 25% booking fee will normally be retained to cover the reservation of the Event date and work undertaken in connection with the booking, subject to the principles set out above.

6.6 If DOTTA needs to cancel the booking for reasons other than force majeure or circumstances outside its reasonable control, the Client will receive a full refund of all amounts paid. Nothing in this Agreement affects the Client's statutory rights.

7. Rescheduled + relocated events

7.1 The Client must provide written notice to hello@dottafloraldesign.com of any changes to the Event venue or date. 

7.2 We will make every effort to accommodate a new date or location changes but cannot guarantee availability. If DOTTA is unavailable on the new event date or unable to accommodate the venue change, the booking fee remains non-refundable. 

7.3 If DOTTA is available, the initial booking fee will be transferred to the new date. A new quote may be issued to reflect change in circumstances including any necessary adjustment in prices e.g. additional travel, labour, or wholesale costs.

8. Price variations

8.1 The price agreed at the time of booking is based on the wholesale flower, foliage and material costs reasonably anticipated at the time of quoting.

8.2 Where there is an exceptional and unforeseeable increase in the cost or availability of specific flowers, foliage or materials outside DOTTA's reasonable control, we may propose a reasonable price adjustment or suitable substitution.

8.3 Any proposed price adjustment will be communicated to the Client in writing as soon as reasonably practicable, with the reason for the increase and the revised cost. No price increase will be applied without the Client's agreement.

8.4 Where a price adjustment is not agreed, DOTTA may substitute the affected flowers or materials in accordance with the ‘Product availability and substitutions’ section of this Agreement.

9. Product availability + substitutions

9.1 While every effort will be made to source the requested flowers and foliage, DOTTA cannot guarantee their availability or exact colours and shapes, as these are subject to seasonal and natural variation.

9.2 Where substitutions are necessary, DOTTA will select suitable alternatives of comparable value and consistent with the agreed colour palette, aesthetic and overall design. 

9.3 Availability of certain vases, containers/vessels may be subject to change.

9.4 The Client accepts that if substitutions to flowers or vases occur, this will not give rise to a breach of contract or entitlement to refunds. 

10. Collection, delivery + installation

10.1 The Client acknowledges and accepts that flowers are a delicate and perishable product, and that rough handling, poor transportation or storage, extreme weather and unsuitable temperatures can all adversely affect them.

10.2 Upon collection of their Event flowers, the Client is responsible for keeping the flowers in appropriate conditions. We strongly recommend that flowers are kept in a cool dark space, away from high humidity and direct sunlight for as long as possible.

10.3 Any changes or damages to the flowers beyond the point of collection, delivery or installation will not result in refunds.  

11. Hired items

11.1 All items, including vases, plinths, props and other equipment, remain the property of DOTTA and are provided on a hired basis, unless otherwise agreed. 

11.2 The Client is responsible for the safe care and return of all hired items from delivery or installation until they are returned to DOTTA, unless the Client has booked and paid for a DOTTA de-rig and collection service. 

11.3 Hired items must be returned to DOTTA within 72 hours of the Event, unless otherwise agreed in writing. Where the Client has booked a DOTTA de-rig and collection service, items will be collected either on the evening of the Event or the following morning, as agreed. 

11.4 The Client is responsible for ensuring that hired items are not removed from the venue by guests or other third parties.

11.5 The Client may be charged the reasonable cost of replacement for hired items that are lost, damaged or broken while held by the Client or venue, excluding reasonable wear and tear.

11.6 Hired items returned after the agreed return period may incur an additional holding or late return fee, where reasonably incurred.

12. Photography + video footage

12.1 We, or a photographer, videographer or content creator engaged by DOTTA, may photograph or video our work and the floral designs at the Event and use on social media, in our portfolio or on our website. 

12.2 If you do not consent to photographs or videos of the Event being used for DOTTA's marketing purposes, please let us know in writing before the Event.

12.3 If you share professional photographs of our floral designs with us, we may use them for our portfolio, website and social media with your permission and appropriate credit to the photographer.

13. Installations, large-scale designs + outdoor events

13.1 If applicable, you are responsible for informing the venue’s events manager of the scope of designs ensuring that the Event venue permits installations and that any structures (arches, stands, etc.) not supplied by us are safe and secure. 

13.2 We are not liable if installation work cannot be completed due to lack of permission, faulty or unsafe client-supplied/venue-supplied items or safety concerns at the venue. 

13.3 For outdoor installations, the Client acknowledges that weather conditions may affect the suitability, appearance and stability of floral designs and structures. DOTTA may modify, relocate or remove an outdoor installation where weather or other conditions make this necessary to protect the flowers, installation or the safety of guests, suppliers or venue staff.

13.4 Where an outdoor installation cannot reasonably proceed or must be significantly modified due to weather or other circumstances outside DOTTA's reasonable control, DOTTA will discuss with the Client and use reasonable efforts to provide a suitable alternative where possible. The Client agrees that such changes will not, in themselves, constitute a breach of contract or entitle the Client to a refund. 

14. Exclusivity

14.1 We are to be the sole florist/floral supplier for your Event, excluding permanent church or registry flowers. It is understood that no other florist, family member or friend will also provide flowers for the event.  

15. Liability

15.1 DOTTA will provide the agreed services with reasonable care and skill. Nothing in this Agreement excludes or limits any liability that cannot legally be excluded or limited, or affects the Client's statutory rights.

15.2 DOTTA is not responsible for loss, damage or deterioration to flowers or hired items arising after collection, delivery or installation where this results from circumstances outside DOTTA's reasonable control or from the actions or omissions of the Client, venue or other third parties

16. Complaints

16.1 Any concerns about the services or floral designs should be raised with DOTTA as soon as reasonably practicable, preferably within 5 days of the Event, so that we have an opportunity to investigate and resolve the issue. 

17. Privacy

17.1 DOTTA will collect and process personal information provided by the Client, such as names, contact details and Event information, for the purposes of managing and fulfilling this Agreement.

17.2 Personal information will be handled securely and will only be shared with third parties where necessary to provide the agreed services, where required by law, or as otherwise explained in our Privacy Policy.

17.3 Our full Privacy Policy is available on our website.

18. Circumstances beyond our control (force majeure)

18.1 Neither party will be liable for failure or delay in performing their obligations where this is caused by circumstances genuinely beyond their reasonable control, including extreme weather, natural disasters, government restrictions, serious illness, pandemics, strikes or other events which could not reasonably have been anticipated or prevented. 

18.2 If a force majeure event affects the Event, DOTTA will discuss reasonable alternatives with the Client and, where possible, seek to fulfil the agreed services in an alternative way. 

18.3 If the Event cannot reasonably proceed or DOTTA is unable to provide the agreed services as a result of a force majeure event, the Client will be entitled to a refund of amounts paid, less any reasonable costs already incurred by DOTTA that cannot be recovered or avoided. Any deduction will be proportionate to DOTTA's actual loss. 

19. Governing law

19.1 This Agreement is governed by the laws of England and Wales and that the courts of England and Wales have jurisdiction, subject to the Client's statutory rights. 

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