Terms + Conditions
LAST UPDATED: August 2026
events
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, access arrangements, timings, quantities, installation and de-rig requirements, and any relevant venue restrictions or requirements.
1.3 The Client must provide any final details required to fulfil the booking 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, licences and approvals have been obtained and that DOTTA has suitable access to the venue at the agreed delivery, installation and collection/de-rig times.
1.5 The Client must notify DOTTA as soon as reasonably possible of any changes to the Event, venue, timings, access arrangements or requirements. Any additional work, time or costs arising from changes requested by the Client will be discussed and agreed in advance where reasonably practicable.
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.
1.7 Where the Client is an agency, PR company, production company or other intermediary booking DOTTA on behalf of a third party, the party entering into this Agreement with DOTTA remains responsible for all payments due to DOTTA unless otherwise agreed in writing.
2. Quotes + proposals
2.1 Quotes and proposals provided by DOTTA are valid for 14 days from the date of issue unless otherwise stated. After this period, the Event date will not be considered reserved and pricing may change.
2.2 A quote is based on the information and requirements provided by the Client at the time of quoting. Changes to the brief, quantities, design, venue, timings or scope may result in a revised quote.
2.3 A proposal may include creative recommendations, mood boards, floral concepts, imagery, suggested varieties, colour palettes or other design development. Such materials are provided specifically for consideration in connection with the proposed Event.
2.4 Unless otherwise agreed, the provision of an initial quotation or straightforward proposal is complimentary. Where a Client requests substantial creative development before confirming a booking, the provisions of Section 3 may apply.
3. Creative development + pitching
3.1 DOTTA recognises that creative development may form an important part of the event planning and pitching process. Initial discussions, consultations and standard quotations are provided without charge.
3.2 Where a Client requests substantial work before confirming a booking, including but not limited to detailed mood boards, bespoke floral concepts, multiple design proposals, extensive flower or material sourcing, site visits, detailed production planning or significant revisions, DOTTA reserves the right to charge a creative development fee.
3.3 Any creative development fee will be agreed with the Client in advance and will be payable whether or not the Event subsequently proceeds.
3.4 Where a creative development fee has been charged and the Client subsequently confirms the Event with DOTTA, DOTTA may, at its discretion, deduct all or part of the creative development fee from the final Event fee.
3.5 All concepts, mood boards, sketches, floral recipes, designs, imagery selections and other creative materials produced by DOTTA remain the intellectual property of DOTTA unless otherwise agreed in writing.
3.6 Creative materials provided during the proposal or pitching process may not be reproduced, shared with third parties, adapted or used to commission another supplier without DOTTA's prior written permission.
4. Booking confirmation
4.1 A booking is confirmed when:
the Client has provided written acceptance of the proposal and these terms and conditions by email; and
DOTTA has received a booking fee of 25% of the total agreed amount, unless otherwise agreed in writing.
4.2 The 25% booking fee is non-refundable and will be deducted from the total amount owed.
4.3 The booking fee confirms DOTTA's commitment to the Event date and enables DOTTA to begin the planning, sourcing and production process.
4.4 Until the booking fee has been received, DOTTA will not consider the Event date to be formally reserved and may accept other work for the same date.
5. Payment + invoicing
5.1 The 25% booking fee is payable upon confirmation of the booking.
5.2 Unless otherwise agreed in writing, the remaining balance will be invoiced following completion of the Event and is payable within 14 days of the invoice date.
5.3 DOTTA reserves the right to require payment in advance for significant third party costs incurred specifically for the Event. This may include flowers, specialist materials, equipment or vessel hire, subcontractors, specialist labour or other non-refundable costs.
5.4 Where advance payment is required under clause 5.3, the relevant amount will be clearly communicated to the Client in advance.
5.5 Any additional work or costs agreed after the original proposal may be invoiced separately or added to the final Event invoice.
5.6 Payments are to be made by bank transfer unless otherwise agreed.
5.7 DOTTA is not VAT registered and therefore VAT is not chargeable on the prices stated in the proposal or subsequent invoices.
5.8 If an invoice remains unpaid after the due date, DOTTA reserves the right to charge interest and reasonable costs in accordance with applicable law.
5.9 Where payment remains outstanding, DOTTA may suspend further work or withhold delivery, installation or other services where reasonably necessary to protect its position.
6. Changes to the agreed scope
6.1 Acceptance of the proposal confirms agreement with the listed services, items and total amount.
6.2 Requests for changes should be made in writing to hello@dottafloraldesign.com.
6.3 DOTTA will make reasonable efforts to accommodate requested changes but cannot guarantee that changes will be possible, particularly where flowers, materials, equipment or labour have already been ordered or booked.
6.4 Changes that increase the scope or scale of the Event may result in additional costs. This may include additional flowers, materials, hire items, labour, delivery, installation, de-rig, travel, waiting time or administration.
6.5 Reductions in scope may not result in a corresponding reduction in price where costs have already been incurred, work has already been undertaken, or resources have been committed.
6.6 Significant reductions to the original scope following confirmation of the booking may be subject to the cancellation provisions in Section 7.
6.7 DOTTA will seek approval from the Client before carrying out additional chargeable work wherever reasonably practicable.
6.8 Changes to the Event date or venue are subject to Section 8.
7. Event cancellation
7.1 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.
7.2 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:
the non-refundable booking fee;
costs already incurred or committed;
flowers, materials or equipment already ordered or hired;
subcontractor or staff costs;
creative and design work undertaken;
planning, production and administrative work;
other non-refundable third-party costs; and
the reasonable loss of opportunity to rebook the Event date.
7.3 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.
7.4 Any amount paid by the Client in excess of the applicable cancellation charge will be refunded.
7.5 As a general guide, the potential cancellation charge is likely to increase the closer cancellation is made to the Event date, as the opportunity to rebook the date and recover associated costs becomes more limited.
7.6 The actual cancellation charge will depend on the circumstances of the cancellation and the costs, commitments and work undertaken at that time.
7.7 If DOTTA needs to cancel the booking for reasons other than force majeure or circumstances outside its reasonable control, the Client will receive a refund of amounts paid for services not provided, subject to any reasonable costs already incurred that cannot be recovered or avoided.
8. Rescheduled + relocated Events
8.1 The Client must provide written notice to hello@dottafloraldesign.com of any proposed change to the Event date or venue.
8.2 DOTTA will make reasonable efforts to accommodate a new date or location but cannot guarantee availability.
8.3 If DOTTA is unavailable on the new Event date, the booking will be treated as a cancellation by the Client and the cancellation provisions in Section 7 will apply.
8.4 Where DOTTA is available, the booking fee may be transferred to the new date at DOTTA's discretion.
8.5 A new quote may be issued to reflect changes in circumstances, including additional travel, labour, hire, accommodation, wholesale or other costs.
9. Price variations
9.1 Prices are based on the wholesale flower, foliage, material, hire and labour costs reasonably anticipated at the time of quoting.
9.2 Where there is an exceptional and unforeseeable increase in the cost or availability of specific flowers, foliage, materials, equipment or other required services outside DOTTA's reasonable control, DOTTA may propose a reasonable price adjustment or suitable substitution.
9.3 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.
9.4 No price increase will be applied without the Client's agreement, except where the additional cost arises from a change to the Client's requirements or circumstances for which the Client is responsible.
9.5 Where a price adjustment is not agreed, DOTTA may substitute the affected flowers or materials in accordance with Section 10.
10. Product availability + substitutions
10.1 While every effort will be made to source requested flowers, foliage, materials and vessels, DOTTA cannot guarantee their availability or exact colours, sizes, shapes or condition, as these are subject to seasonal and natural variation, and market availability.
10.2 Where substitutions are necessary, DOTTA will select suitable alternatives of comparable value and consistent with the agreed colour palette, aesthetic and overall design.
10.3 Availability of particular vases, containers, props, plinths or other non-floral items may be subject to change.
10.4 The Client accepts that reasonable substitutions required as a result of availability, quality, seasonality or circumstances outside DOTTA's reasonable control will not constitute a breach of contract or give rise to an entitlement to a refund.
11. Delivery, installation + de-rig
11.1 Delivery, installation and de-rig/collection services will be provided only where included in the agreed proposal or subsequently agreed in writing.
11.2 The Client is responsible for providing accurate access information and ensuring that the venue is ready to receive DOTTA at the agreed time.
11.3 The Client must provide DOTTA with any relevant loading bay, parking, access, security, lift, loading, health and safety or venue requirements in advance of the Event.
11.4 If DOTTA is delayed or prevented from carrying out delivery, installation or de-rig due to circumstances caused by the Client, venue or another third party, additional labour, waiting time, return visits or other costs may be charged.
11.5 The Client is responsible for ensuring that any structures, stands, plinths, tables, walls, ceilings or other items supplied by the Client or venue are suitable, safe and secure for the intended floral installation.
11.6 DOTTA will not be liable where installation cannot be completed due to lack of permission, unsuitable or unsafe venue conditions, faulty or unsafe client/venue-supplied items or other circumstances outside DOTTA's reasonable control.
12. Hired items
12.1 All items including vases, plinths, props, vessels and other equipment remain the property of DOTTA and are provided on a hired basis unless otherwise agreed.
12.2 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 de-rig and collection service.
12.3 Hired items must be returned within the period specified in the proposal or otherwise agreed in writing.
12.4 The Client is responsible for ensuring that hired items are not removed from the venue by guests, staff, contractors or other third parties.
12.5 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.
12.6 Hired items returned after the agreed return period may incur an additional holding or late return fee where reasonably incurred.
13. Outdoor events + large-scale installations
13.1 For outdoor or large-scale installations, the Client is responsible for informing the venue and/or event manager of the scope of the proposed installation and ensuring that the venue permits the relevant work.
13.2 The Client is responsible for ensuring that any structures or installation points not supplied by DOTTA are safe, suitable and secure.
13.3 For outdoor installations, the Client acknowledges that weather conditions may affect the suitability, appearance and stability of floral designs and structures.
13.4 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.
13.5 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 the situation with the Client and use reasonable efforts to provide a suitable alternative where possible.
13.6 Such changes will not, in themselves, constitute a breach of contract or entitle the Client to a refund where DOTTA has acted reasonably and in accordance with this Agreement.
14. Exclusivity
14.1 Unless otherwise agreed in writing, DOTTA is to be the sole florist or floral supplier for the Event.
14.2 This does not prevent other suppliers from providing non-floral styling, décor or related services, provided that such services do not materially interfere with DOTTA's agreed scope of work.
15. Photography + use of work
15.1 DOTTA, or a photographer, videographer or content creator engaged by DOTTA, may photograph or video DOTTA's work and floral designs behind the scenes and/or at the Event for use on DOTTA's website, social media, portfolio and other promotional materials.
15.2 Where the Event is confidential, subject to an NDA, or the Client does not consent to the use of photographs or video footage for DOTTA's marketing purposes, the Client should notify DOTTA in writing before the Event.
15.3 Where professional photographs of DOTTA's floral designs are shared with DOTTA by the Client or their photographer, DOTTA may use them for its portfolio, website and social media with appropriate permission and credit.
16. Intellectual property
16.1 All original creative concepts, designs, mood boards, sketches, floral recipes, written concepts and other creative materials produced by DOTTA remain the intellectual property of DOTTA unless otherwise agreed in writing.
16.2 The Client may use approved creative materials solely for the purpose of delivering the Event for which they were produced.
16.3 The Client must not reproduce, commercially exploit, materially adapt or provide DOTTA's creative materials to another supplier for the purpose of recreating the proposed design without DOTTA's prior written permission.
16.4 Nothing in this section prevents the Client from sharing approved materials internally or with its appointed venue, production team or other suppliers where reasonably necessary to deliver the Event.
17. Liability
17.1 DOTTA will provide the agreed services with reasonable care and skill.
17.2 Nothing in this Agreement excludes or limits any liability that cannot legally be excluded or limited.
17.3 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.
17.4 DOTTA will not be responsible for delays or failure to perform the services caused by circumstances outside its reasonable control.
18. Complaints
18.1 Any concerns regarding the services or floral designs should be raised with DOTTA as soon as reasonably practicable so that we have an opportunity to investigate and, where appropriate, resolve the issue.
18.2 Where possible, concerns relating to the installation or condition of floral designs should be raised during the Event or immediately following delivery/installation, as this provides the best opportunity for DOTTA to investigate and rectify any issue.
19. Privacy
19.1 DOTTA will collect and process personal information provided by the Client, including names, contact details and Event information, for the purposes of managing and fulfilling this Agreement.
19.2 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 DOTTA's Privacy Policy.
19.3 Our full Privacy Policy is available on our website.
20. Circumstances beyond our control (force majeure)
20.1 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, transport disruption or other events which could not reasonably have been anticipated or prevented.
20.2 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.
20.3 If the Event cannot reasonably proceed or DOTTA is unable to provide the agreed services as a result of a force majeure event, DOTTA will refund amounts paid for services not provided, less any reasonable costs already incurred by DOTTA that cannot be recovered or avoided.
20.4 Any deduction will be proportionate to DOTTA's actual unavoidable loss.
21. Late payment
21.1 Invoices are payable by the date stated on the invoice.
21.2 If payment is not received by the due date, DOTTA may contact the Client to request payment.
21.3 DOTTA reserves the right to charge interest and reasonable recovery costs on overdue invoices in accordance with applicable law.
21.4 Where an invoice remains unpaid, DOTTA may suspend or withhold services where reasonably necessary, including delivery, installation, de-rig or the release of hired items.
21.5 Nothing in this section affects DOTTA's rights under applicable law.
22. Governing law
22.1 This Agreement is governed by the laws of England and Wales and the courts of England and Wales shall have jurisdiction, subject to any applicable statutory rights.