THIS POLICY APPLIES TO WEDDING & EVENT FLOWERS, & FLORAL STYLING

What’s in these terms?

These terms provide you with information about using Amafloria to provide flowers and styling services for your weddings and events.  If you decide to use for your wedding or events, we will require you to digitally sign this document for our records.

Who we are and how to contact us

https://amafloria.com is a site operated by Amafloria Ltd (“We”). We are registered in England and Wales under company number 11425825 and have our registered office and trading address at: 5 Paddock Close, Rothley, Leicester, United Kingdom, LE7 7NP.   Please note our registered office is closed to the public as our private studio is part of residential property.

We are contactable by telephone on: 07958351644 or by email at: info@amafloria.com.

Consultations

Consultations are complimentary. Each wedding / event is entitled to a one-hour initial consultation (to discuss requirements) and one-hour final consultation (to finalise designs) by appointment only. Email and telephone contact is welcomed during the planning process; however, additional consultations, site meetings and quote changes will incur charges.

Any changes once a quote / final designs has been agreed, may incur charges for admin time:

• Administration charge of £25 will be applied per occasion changes are made (outside of the consultations above).
• More time-consuming changes will be based on a rate of £10 for 30 minutes of time and each subsequent 30 minutes, to complete tasks.
• Additional consultations and venue site meetings will be charged at £30 per hour, excluding travel time and costs, which Amafloria Ltd will agree with the client beforehand.
• You are allowed up to 3 revisions of your floral design concepts, we hope that by this we will have met your expectations.  Additional revisions, change of concept and changes beyong the 3 revision allocated per client will be chargeable at a rate of £25 for 45 minutes of time.

Amafloria Ltd, will only deal with one designated individual throughout the consultation and booking process. In the event this is for a wedding, the couple getting married may designate one individual to take on this responsibility. This could be a family member, friend or wedding planner and they will be referred to as an appointed individual.   In the event this happens, Amafloria Ltd can accept no liability for incorrect flower or floral arrangement choices; styles or visions selected by the appointed individual.

Quotation Fees Explained

Floral Arrangements

Amafloria Ltd will clearly list the cost of all floral arrangements in the quote, this price includes the cost of materials and time for creation. Detailed descriptions will be listed next to each floral arrangement, please read this carefully to ensure all of your floral requirements are correct as this is what our designers use as a specification guide when creating your floral arrangements.

Design Process

Amafloria Ltd offers a design consultation process, this is where we design and style your wedding / event with flowers. Depending upon your requirements, clients will be notified in the initial consultation if this design process needs to take place. Amafloria Ltd will charge an additional fee of £250 per design process, this includes: ideas generation, concept boards, drawings and plans of your wedding / event to effectively communicate the design / style for the event.

Delivery

Amafloria Ltd offers weddings / event services all over the east midlands and beyond; delivery charges will be based upon the national average of £0.45 per mile to venue location from the Charnwood area of Leicestershire. This cost is to solely to cover the cost of fuel and wear and tear to company vehicles. For larger events multiple journeys / vehicles will be required to ensure delivery within a specific time frame. This may incur additional charges and will be listed upon the quotation.

Set up Fees - Amafloria Ltd charges a standard set up fee of £200 per wedding / event, details will be outlined in the quotation. Depending upon the set up / turn around requirements, additional charges may be applied to cover the cost of extra time spent on site for complicated designs, on site installation pieces or additional support staff.

Booking your flowers

Amafloria Ltd has a booking fee of £250 (unless otherwise discussed for larger events) which secures our services for your selected date. This booking fee acts as a non-refundable deposit that will be deducted from your final outstanding balance.

If you decide to postpone your wedding / event, then the booking fee will be held until your wedding / event goes ahead.

No wedding or event is booked until the booking fee has been paid. Once the booking fee has been paid then the price quoted and dates are secured unless stated otherwise. As Amafloria Ltd provides quotes up to 2 years in advance, in the event of a price increase Amafloria Ltd will notify you as soon as reasonably possible. 

Whilst we can predict floral prices and we work closely with suppliers and flower farmers to ensure we give you the best quality flowers at fair prices. On occasions external factors beyond our control can affect the growing process which may lead to an increase in price of raw materials. If this happens Amafloria Ltd reserves the right to increase the prices agreed upon in the initial consultation. Amafloria Ltd will only ever request the difference in price of raw material costs. If at this point the client wishes to cancel the order, the cancellation policy (outlined in these terms and conditions), will apply.

Quotation & Payment

Your initial quote will normally be provided in writing by email and is valid for 10 days.

The full balance and finalisation of details must be confirmed and paid no later than 30 days prior to the event. Failure to do so can result in items not being available in time for your date or additional charges being applied for fast-tracking special-order items. We reserve the right to substitute any floral choices or hire item with similar products if this is the case. Payment is accepted by card, cash, cheque, or payment via internet banking.

Monthly payments can be made through a standing order, with an agreement from us detailing the monthly payment date and amounts due. Payment for flowers must be made in full before the date of the wedding/event and our payment plans will not span over a period of longer than 12 months. 

If a payment plan is set up and the payment defaults Amafloria Ltd will charge an additional £25 to cover the cost of pursuing the payment per default. Amafloria Ltd must receive 100% of the total invoice balance, plus any additional charges at least 30 days before the event date. Amafloria Ltd will not deliver any wedding / event unless payment in full has been made prior to the event. Amafloria Ltd reserves the right to retain any funds paid to cover associated costs, where payment in full before an event is not met.

Our contract is with the main contact listed on the invoice and only those stated on the invoice may make amendments to the flower order. If you nominate a family member or friend to be an appointed individual, responsibility for payment / signing off on the invoice, would be with your nominated person.

Cancellations

Cancellation of the wedding / event must be advised in writing to: info@amafloria.com, clearly stating your intentions and reasons for the cancellation, (fees may apply, see below):

o   More than 200 days prior to the event - Fully refundable

o   Less than 200 days prior to the event - 25% of the total price is non refundable

o   Less than 120 days prior to the event - 50% of the total price is non refundable

o   Less than 60 days prior to the event - 100% of the total price is non refundable

Amafloria Ltd, reserves the right to deduct any cost for time and materials ordered in advanced from these percentages.

Depending upon the reason for cancelling the following will apply:

• If your wedding / event is cancelled due to a break down in relationship, elopement or any other reason listed by the client, the above charges will apply.
• If you are cancelling due to an unforeseeable price increase advised by Amafloria Ltd, will try and work with you to reach of the original price point quoted. If this is not possible a full refund will be given deducting any associated costs already incurred to the company.
• If your event is rescheduled, we will strive to move your booking fee and any other monies paid to the new date. If we are already booked on your new date, a freelancer or trusted outside company may be brought in to manage the contract. If we are unable to accommodate your new date a full refund will be provided, deducting any associated costs already incurred to the company.
• In the very rare event of Amafloria Ltd is not able to execute your order due to ill health or events out of our control; a freelancer or trusted outside company would be brought in to manage the contract. If this is not possible a full refund would be provided.

In exceptional circumstances such as a wedding / event being cancelled due a bereavement. Amafloria Ltd will assess the case on an individual basis and a full or partial refund (deducting any associated costs) will be given at Amafloria Ltd’s discretion.

Flowers

Amafloria Ltd works with delicate, living products therefore, heat and sunlight can affect the prolonged quality of flowers and foliage. We will do everything in our power to ensure your flowers are as fresh as possible and of the highest quality however, external factors beyond our control may affect the quality of your product. Amafloria Ltd is unable to accept responsibility for issues beyond our control with regards to the supply of flowers from external companies.

All products / flowers are subject to availability. In the event of supply difficulties, Amafloria Ltd reserves the right to substitute a similar product / flower using the team’s own judgement. The customer will not always be informed. Please note that flowers by nature cannot always be exact in shades of colour and may have some markings or imperfections.

Amafloria Ltd conditions all wedding / event flowers to look their best on the ‘selected occasion date’. Some flowers need longer conditioning times than others, for the flower heads to open fully. Flowers often look their best in the middle of their cut life cycle. Therefore, some wedding / event flowers may have a shorted life span after the ‘selected occasion date’ due to the conditioning process.

Florals and foliage can cause allergic reactions. Amafloria Ltd is not responsible for any medical issues arising from, but not limited to proximity contact, scent, physical contact or any other form of contact to any component, fresh, preserved or otherwise. The client, by acceptance of these terms and conditions acknowledges this for themselves and all guests.

Mock Bouquets / Arrangements

Amafloria Ltd is happy to provide a mock-up of your bouquet, upon receipt of your non-refunable deposit and booking confirmation. As wedding flowers are always pre-ordered, this will be charged at the same price as the bouquet you will carry on your wedding day and must be paid in full, 7 days prior to your viewing.

Mock designs of any other floral arrangements have the same terms applied.

Copyright

Any mock bouquets or floral arrangements are made for you personally and are subject to copyright laws (The Copyright, Designs and Patents Act 1988). Along with any designs and photographs of our work we allow you to view and/or take away.  Therefore you are not permitted to show them to, or allow them to be copied or used by any other florist, floral designer, event or styling company without written consent from Amafloria Ltd.

Hire Items

Any items hired by Amafloria Ltd, will need to be returned in the condition they were hired out at.

If collecting from the venue a day later a collection charge will be applied.

If the venue requires Amafloria Ltd to dismantle any floral arrangements / installations placed upon their equipment this will incur an additional fee. If we are unaware of this beforehand, clients will be invoiced after the wedding / event has taken place. 

If you have agreed to return the hired items to the company yourself, failure to do so may result in additional charges. Packaging will be provided, and items will need to be returned on the agreed upon date arranged by the company. Failure to so will result in additional hiring charges or charges to replace items. If items due to be returned are scheduled for hire at another event, full replacement costs may be chargeable to ensure Amafloria Ltd can meet its responsibilities to other clients.

Amafloria will check all hired products upon return for damages.  If any damages (minor or major) occur, please notify us.  We do take into consideration wear and tear of all hireable items.  If we are not notified, we reserve the right to invoice you for these damages after the fact. 

Responsibility

Your safety is of the up most important us. 

Amafloria Ltd will risk assess every aspect of your wedding / event.  Documents including our: health & safety policy, risk assessment of your wedding / event, method statement and our checklist procols, will be available upon request.  These will be made available to the cleint and venue for when we are working at various 'on-site' locations.  If we are just dropping off flowers or hireable items, detailed risk assessments of your specific wedding / event will not be completed.

Amafloria Ltd can accept no liability for injury, loss or damage to the hirer or any third party with regard to any equipment hired, floral arrangement or installation created for use at a wedding / event. 

Floral installations such as archway, cuppas, mandaps, hanging arrangements, that use Amafloria Ltd mechanics hired by Amafloria Ltd will only be covered by insurance for wear and tear and minor damages. Once Amafloria Ltd staff leave the premise no liability can be accepted for injury, loss or damage to the hirer or any third party.

If Amafloria Ltd is using the venues equipment to create floral arrangements no liability will be accepted if the mechanics are unable to take the weight of the flowers and foliage. Nor if arrangements or stands fall / collapse under pressure after a prolonged time period or are not suitable for purpose. It is up to the venue to ensure their mechanics are suitable for use and weighted down where appropriate to avoid damage and provide safety for others.

Amafloria Ltd will risk assess each floral arrangement where hanging installations are concerned. Amafloria Ltd will secure flowers and foliage as tight as possible, however external factors such as strong wind for example may mean the mechanics come loose and flowers or foliage may move, drop, or fall out of the arrangements. Amafloria Ltd cannot be held responsible for external factors beyond our control, in the rare occurrence this happens.

Amafloria Ltd always advises that candles are NOT burnt near floral arrangements and if candles are lit, they should be done so safely in contained jars / holders. Flowers and foliage can be flammable, it is up to the client / venue to risk asses’ candles being lit near floral arrangements. Responsibility for fire safety where candles are used lies solely with the client / venue. Any candles provided by Amafloria Ltd are for decorative purposes only.

Amafloria Ltd accepts no liability for lit candles provided by the company or a third party (client / venue). Amafloria Ltd can accept no liability for injury, loss or damage to the client or any third party with regards to any floral arrangement / installation catching on fire.

Delivery & Set up

It is up to the client to provide correct locations for deliveries. We shall not take responsibility for lateness caused by an incorrect address. Depending on location and instances beyond our control such as road works, traffic controls / diversions or traffic jams this may impact upon delivery times. We again cannot take responsibility for lateness caused by these issues providing Amafloria Ltd staff can prove the cause and demonstrate that the allocated amount of time was reasonable in terms reaching designated location within an allocated time period.

Flowers upon receipt of delivery will need to be signed for. This will need to be signed for by the client who’s name is on the invoice or designated individual at the venue if one is selected in advanced.  Once the flowers have been signed for, responsibility for the flowers falls with the designated individual to ensure they get to the right place.

If Amfloria Ltd is delivering centre pieces or venue décor floral arrangements will be place in the correct locations before we leave the premise. If the venue is not ready for these florals to be put in place upon our delivery, we will leave them with the venue to put out. Amafloria Ltd can accept no liability for items being damaged or left in the incorrect place once we leave the venue. If this happens, Amafloria Ltd staff will take photographic evidence of where the florals have been left, so we can demonstrate the condition of the floral arrangements at the time of delivery.

Complaints 

Any complaints must be made as soon as reasonably possible. If Amafloria Ltd is working on location and you are not happy with your floral arrangements, we will try and rectify the issue on sight. 

If Amafloria Ltd has just delivered your flowers and you are not happy, please notify us as soon as possible as depending on the time, we will try and resolve the issue, if it is within our ability.

Depending on location, we may only be able to rectify the style due to materials / resources. Complaints about substitute flowers, colours or shades of flower choices will not be able to be accepted as outlined in the flower section of these terms and conditions.

All complaints must be made within 24 hours with photographic evidence. No responsibility can be taken with regards to poor condition once flowers have been approved and signed for. 

All complaints must be taken up with the company directly via email or telephone contact, to enable the company to resolve the issue. Amafloria Ltd reserves the right to remove complaints directly put on social media or external public websites if not notified about any problem previously. Any aggressive, insulting, or defamatory verbal or written public attacks against the company or staff will not be tolerated and may be followed up with legal action.

Photographs

Amafloria Ltd reserves the right to take photographs of the flowers and the setting up prior to the wedding/event which may be used for promotional purposes. 

Force Majeure

Amafloria Ltd shall not be held liable for any failure to perform any of its obligations due to events beyond reasonable control of the company. This includes but is not limited to; Act of God, natural disasters, fire, terrorism, war, crime, riot, sabotage, civil disturbances, official strike, transport failure, extreme weather conditions (including snow and flooding), illnesses of staff members, death of staff or family members, covid19 related illness or isolation, denial of access to venues or religious sites or similar dispute.

We may make changes to our terms and conditions