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Blue Door Flower Company Wedding Contract Terms and Conditions

“Honesty is the best policy.” Benjamin Franklin

PAYMENT:

 All weddings must be paid in full no later than four weeks prior to the wedding date. This ensures that we are able to pay for the blooms and supplies for your wedding! Cash or check are preferred. Please note, Venmo is accepted, but is subject to a 1.9% + $0.10 fee to offset Venmo’s seller fees. We do not accept credit card payments at any time.  Half (50%) of the agreed-upon cost is due upon signing of this contract. SPECIAL NOTE: Weddings that exceed a $10,000 proposal including fees will be divided into three equal payments. We hope this helps you as you budget the florals for your event.

 

ACCURATE REPRESENTATION OF TERMS:

The client agrees that the items in their proposal represent products and services that are desired for purchase and delivery for the wedding on the date indicated. No other products and/or services will be provided upon delivery. 

 

EVENT CANCELLATION/DATE CHANGE:

The client understands that this is a custom order. In the event that the contract is canceled for any reason, Blue Door Flower Co. reserves the right to withhold any payments made to cover items that were specifically ordered for the wedding. In no event will the initial deposit be refunded. Under no circumstances will a refund of monies paid be administered to the client after the designing and floral order is complete. If the event is canceled within 60 days of the wedding date, no refunds will be given. The reason for this is that all products and flowers have been ordered and paid for by this point. Often, many things have been delivered already and flowers/greenery are not returnable. 

 

A Date Change shall be defined as the Client determining they will not be able to move forward with the Company’s contracted services on the original Event Date for any reason, including a Force Majeure incident, and will be postponing the Event Date to a new event date. Any Date Changes must be notified in writing.

Should a Date Change occur, the Client’s original Contract with the Company will remain intact but an amended agreement with the Company will be issued based on the following circumstances:

  • Pending floral availability, if the new event date is within the same season and calendar year as the client’s original event date, and if the client’s previous estimate and event location have not changed, then the original price quoted will be honored on the new agreement.

  • Consequently, if the new event date is in a different season and/or calendar year, the design will likely need to change due to the availability of flowers. In this case, not only will the Inspiration Images, Design Plan/Service Fee change, but the client will additionally be responsible for reimbursing the company for any expenses lost on materials already secured which will no longer be used in the new design.

  • Client:

    • If an emergency arises the day of the event, clients will assign someone to speak on their behalf and communicate with floral vendors to the best of their ability. 

      • If the event is to be rescheduled for a future date, BDFC will freeze the price of the contract/proposal and reserve the contract/proposal for that date. A new date must be given within 30 days so that we can make sure we don’t already have a scheduling conflict on your new event date.

    • If a client cancels their wedding fully within 90 days of the event, florist will ensure that their 50% retainer fee is returned in full. If the client cancels within 30 days of the event, no refunds are to be given. Any cancellations after the final payment date will incur the full fee as we have ordered supplies and materials, and work has been undertaken.

  • Florist:

    • If an emergency arises the day of the event, BDFC has a team of floral professionals who can fill in for the lead designer. Your wedding florals will be executed exactly as they would if Emma were there.

    • Where we need to cancel your Booking including after the final payment date, a refund will be given, and we will use our reasonable endeavors to give you as much notice as possible and to find a new supplier. The retainer fee remains non-refundable.

 

ARRIVAL AT VENUE:

Blue Door Flower Co. will deliver all itemized products documented in the contract/proposal to the event location at a time to be agreed upon by the couple and Blue Door Flower Co. It is the responsibility of the couple to have someone available to meet the Blue Door Flower Co. team at the time of delivery for flower instructions, storage location, and/or set up instructions, if applicable. 

 

DELIVERY:

Blue Door Flower Co. will deliver flowers to the event at the predetermined time and will proceed in placing any decorations and creating any on-site installation work in/at their specified locations. However, in the event that the venue is not fully prepared, the staff at  Blue Door Flower Co. will not remain on the premises. Floral decorations will be left and instructions given to the wedding director or any other designated person delegated by the couple. 

 

BREAKDOWN:

Breakdown is included ONLY in the full-service wedding service, and is included in the Design, Delivery, Installation, and Breakdown section. Any breakdown is the responsibility of the couple and/or their wedding planner/coordinator for a la carte services. If breakdown is requested for services outside of our full service weddings, an additional fee will be added to the final invoice.

 

RENTALS:

Any rental items (vessels, vases, linens, candles, tapers, votives, glassware, ceramics, etc) must be returned in the same condition as delivered before business closing time on the Monday afternoon following the wedding date, unless a different date and time has been agreed upon.

 

FLORAL FRESHNESS:

Blue Door Flower Co. cannot guarantee prolonged freshness of flowers used as ceremony or reception decorations at outdoor venues when temperatures exceed 80 degrees, and delivery is requested more than two hours prior to the wedding hour.

 

CHANGES/DELETIONS TO INITIAL PROPOSAL:

The couple has the right to make any minor changes with the consent of  Blue Door Flower Co. Any changes in estimated price due to supply chain issues, vendor price increases, or other unforeseen circumstances will be communicated with the couple/florist prior to making/requesting said adjustment. Additionally, It is possible that the final invoice may need to be adjusted to reflect the aforementioned circumstances. NO DELETIONS ARE TO BE MADE LESS THAN 3 WEEKS FROM YOUR EVENT DATE. We have ordered most everything at that point, and it’s just not possible. We will, however, find ways to repurpose those flowers elsewhere in your ceremony or reception.

  • MAJOR CHANGES result in the aforementioned fee. Major changes may include, but not limited to: deletions of centerpieces, ceremony pieces, bridal bouquets, arbors/arches, large-scale installations, and so on. If, for example, you ordered 40 medium centerpieces, and your final guest list requires 35, those additional 5 centerpieces would not be deleted without a fee, and would instead be repurposed elsewhere in the reception. 

    • If you must make a change, you will be charged an additional $500 per change for bridal bouquets, centerpieces, tablescapes, arches, hanging installations, aisle florals, and larger-scale/ticket items, in addition to the cost of the item/piece itself and taxes. We appreciate your understanding. 

  • MINOR CHANGES may include: boutonnières, corsages, bud vases, and other small-scale items. 

    • If you must make a change, you will be charged an additional $100 per change for boutonnieres, bridesmaid’s bouquets, flower girl items, corsages, and other smaller scale items.

  • We will always communicate with our clients with honesty and integrity. We will not add an item or cost to the final invoice until we have written consent, in the form of an email, from the client and stakeholders. We expect the same in return from our clients.

  • The client trusts Blue Door Flower Co. to be a part of their wedding day vision, and as such, Blue Door Flower Co. reserves creative license to create custom florals for your event. 

 

PHOTOGRAPHY/VIDEOGRAPHY:

Blue Door Flower Co. reserves the right to use photos and images of the couple and the wedding flowers and other ceremony decorations for their website and other means of marketing and advertising. You permit us to photograph and/or video the events and use the photographs for marketing and information purposes, or publications, exhibitions and professional awards. This includes, but is not limited to social media, brochures, websites, Pinterest, advertising, magazine submissions and other publications related to self-promotion and marketing. We will always give credit to the photographer and/or videographer for any such images used. 

We will not publish any photos until after the event has begun. You must seek our consent prior to photographing us at the event or using any of our photos or videos. You must seek our prior written consent before any publication of information about us in the media or otherwise. 

COLOR AND CULTIVAR SUBSTITUTIONS:

The client understands that flowers are natural, and as such, flower colors can vary from flower to flower, and accepts that some variation in color is a natural phenomenon in nature, therefore in many cases  Blue Door Flower Co. cannot guarantee exact matches of color and cannot be held liable for variations in color that are not an exact match to other wedding items (dresses, ribbons, etc). However, we will do our very best to use the colors, and variations of the colors, indicated in your chosen color palette. We guarantee you will not be disappointed by the colors and blends that we curate for your event!

Client-Provided Items: Items provided by the client (vases, ribbons, etc.) must be brought to  Blue Door Flower Co. no later than two weeks prior to the wedding date and in usable condition...clean, polished, price tags removed, etc. We will NOT remove tags/stickers-this is the responsibility of the client.

 

CONSULTATIONS:

After the initial one-hour complimentary consultation, the client is entitled to a check-in halfway to their event date. Any other consultation or discussion requiring site visits and/or phone calls will be done by appointment only. Additional consultations (beyond a quick email), site visits, and so on outside of the initial consultation will be charged at $50/hour, and will be added to the final invoice. We cannot guarantee that we can meet with you if you arrive without an appointment or a prior phone call. This also applies to email conversations.

  • Subsequent consultations/meetings will be subject to an hourly rate of $50/hour. BDFC will keep track of meeting minutes and times, and add hourly rates to the final invoice.

 

MISSING/LATE PAYMENTS:

If any payment is not made on a given due date, an additional service charge of 20% of the entire wedding balance will be assessed. Floral products are not ordered or cut until the balance is paid in full. This means that in addition to paying a late service charge on your entire wedding balance, we also cannot guarantee that the flowers planned will be available. Our wholesalers typically require a 4-6 week lead time for larger events; if we need to place orders under that time, they are unable to guarantee that those flowers will be ordered on time. Please plan accordingly and mark due dates in your calendar to avoid this.  We price the wedding initially based on pre-booked flower prices. If that deadline is not met, we must order flowers at higher market prices, which in turn raises your cost.

  • We will send you a reminder 4 weeks before your next payment is due. If you have a payment due on February 8, you will receive an email reminder on January 8. 

 

WEATHER:

If your event takes place on a day that is considered to be extremely hot/humid (80 degrees or higher), we will do our very best to prevent blooms from wilting through the use of hidden water sources and floral preservatives. We will set up within two hours of the ceremony, unless otherwise indicated, to avoid wilting. However, if your event is outdoors on a very hot, sunny day, we cannot guarantee the freshness of your blooms outdoors. Cut flowers do not do well in hot or very sunny conditions, and the couple should plan/consider moving the ceremony space to a shadier/cooler area. If this advice is not followed, we cannot guarantee that your flowers will not wilt.

  • In the event of an extreme weather forecast such as heavy rain, thunderstorms, high winds, and so on, we may need to move your ceremony to an indoor location for the safety of your guests, our team, and finally, the flowers (Please refer to the Force Majeure Clause for further information). We will make this decision to ensure the safety of our team, as well as to ensure the quality of your flowers. Please be sure to speak with your venue coordinator/planner and ensure that you have a weather back-up plan such as a tent or alternative indoor space. Blue Door Flower Co. is not responsible for any damage done to installations, flowers, centerpieces, aisle markers, and so on that are exposed to extreme weather after being given the instruction to avoid such a situation, or without a clear back-up/weather plan. Again, we take the safety of our clients, their guests, and our team very seriously, and will not risk being in a dangerous situation. Bottom Line: Have a backup plan!

 

FORCE MAJEURE ("ACTS OF GOD") CLAUSE:

A Force Majeure incident includes Acts of God and any act, event, non-happening, omission, or accident beyond reasonable control, and includes in particular (without limitation) the following:

  1. Novel or ongoing pandemic.

  2. Strikes, lockouts, or other industrial action.

  3. Civil commotion, riot, invasion, national emergency, terrorist attack or threat of terrorist attack, war (whether declared or not), or threat or preparation for war.

  4. Fire, explosion, power outage, storm, flood, earthquake, blizzard, hurricane, tornado, subsidence, national or regional emergency, outbreaks, or other natural disaster.

  5. Impossibility of the use of railways, shipping, aircraft, motor transport, or other means of public transportation or private transportation.

  6. Impossibility of the use of public or private telecommunication networks.

  7. The acts, decrees, legislation, regulations, or restrictions of any government, military, or civil authority.

Where there is a Force Majeure Event (including but not limited to: pandemic, plague, riots, strikes, acts of nature {floods, hurricanes, wildfires, tornadoes, other extreme weather events}, and so on), we will not be considered in breach of this Agreement, to the extent that our obligations are unable to be performed by such an event. We will not incur any liability to you for any Loss or Damage of any nature incurred or suffered in connection with any Force Majeure Event. This includes any liability in relation to extreme weather conditions where flowers have endured extreme temperatures or high winds. You will remain liable to us for the retainer fee, and any amounts equivalent to the cost of any flowers or materials purchased to meet our obligations under this agreement up until the Force Majeure Event.

 

DISPUTES:

In the unlikely event that a dispute arises, you acknowledge and agree that confidentiality is paramount to our reputation. At no time will any communications or discussions be made public, including but not limited to any social media websites. Any public discussion or comments considered defamatory, negative or otherwise damaging and will be the subject of compensation in any mediation or litigation claim.

In the event of any dispute that cannot be resolved, both parties agree to obtain an independent professional arbitrator/dispute resolution specialist to make a determination on the dispute and each party agrees to pay their own costs.

LIMITATION OF LIABILITY:

In the unlikely case that Blue Door Flower Co. fails to provide the services hereunder due to reasons other than those listed in Force Majeure Paragraph herein, client’s recovery and the company’s liability is limited to the total amount paid from client to the company in accordance with the design plan and the company will have no further liability to client, regardless of the total amount of costs or damages claimed by client.

ASSUMPTION OF RISK:

Client is responsible for and assumes the risk of injury to client throughout the event. Client, their heirs, assigns and next of kin, agree to fully release the company and the company’s staff from any and all liability, claims and/or litigation or other actions that client may have for injuries, disability, or death or other damages of any kind, including but not limited to, direct, special, incidental, indirect, punitive or consequential damages.
– The company and the clients shall maintain constant and immediate communication with each other in cases of last-minute changes, modifications on any matter relating to wedding décor related concerns.
– It is a client's responsibility to advise the company of any allergy or sensitivity to the flowers provided by the company and the client will not hold the company responsible for any possible reaction to sensitivities not discussed.
– Company requests to be informed at least 4 (four) hours in advance if a rain plan is going to be put into effect. Client understands and agrees that some installations might not be able to be carried out if the rain plan is utilized, or if the plan is communicated in less than 4 hours in advance.
– Company reserves the right to terminate the services and leave the location of the Event(s) if company experiences inappropriate, threatening, hostile or offensive behavior from person(s), unruly guests, vendor(s) at the Event(s); or if safety of company is in question. Should such an incident occur, the company will notify the client, and try to find a solution to avoid a hazardous/abusive situation. In any outcome, the company will be entitled to keep the entirety of company fees without repercussions. We simply will not put our valued team at any kind of risk of harm or threatening behavior.

 

OTHER SPECIFICS:

  • Exclusivity Clause: Blue Door Flower Co. will deliver wedding party personals to a predetermined location, and install/set-up the ceremony arch/aisle florals/installations on-site. We will also set-up centerpieces and reception arrangements on-site. We WILL NOT work with other florists on a single event. Failure to communicate such a situation with  Blue Door Flower Co. will result in a breach of contract, and penalties may ensue. Penalties may include, but are not limited to, a 20% charge of the overall cost of the wedding/event.

    • Blue Door Flower Co. will NOT allow repurposing of items such as arches, bridesmaid’s bouquets, and other ceremony installations/florals without prior approval. The reason for this is it simply does not look good, and does not represent our aesthetic or branding. Similarly to aforementioned specifics, we will not accept “DIY” flowers or any kind of flowers put together by the family/friends. If this is done without prior approval, it will be considered a breach of contract and aforementioned penalties may ensue.

  • Vermont Sales and Use Tax: Blue Door Flower Co. is a registered LLC in the State of Vermont, and therefore adheres to Vermont’s 6% Sales and Use Tax.

  • 2024 IRS Mileage Rate: Blue Door Flower Co. will adhere to the 2024 IRS mileage rate of $0.67 per mile beyond the limits of the Town and Village of Woodstock, and closely surrounding towns.. The cost of travel is always included within the radius of Woodstock, Quechee, Pomfret, Barnard, and Bridgewater. Any delivery/installation beyond these towns is subject to a charge of $0.67/mile, and will be tracked and added to the final invoice.Mileage rates will be calculated door-to-door (from our studio address to the venue location) using Google Maps. We will use the most efficient/shortest distance possible. If, for example, your wedding/event is 90 miles one-way (180 miles round-trip) from our studio, you will see a charge of $120.60 added to your final invoice to account for mileage. 

  • Design Fees: Blue Door Flower Co. applies a design fee inclusive of all design, delivery, and set-up inclusive of design and creation of flowers and rented items, and a single, timed delivery of all floral decor and wedding party flowers to the wedding location. It also includes professional set-up of all floral decor. This fee covers the cost of at least two floral professionals working intensively throughout the day to bring your vision to life. Delivery varies depending on how much labor is involved. If we are doing set up and coming back to tear down it will be at the higher end. If we are just dropping off personals then we can work within your budget.

  • Consumption/Use of Florals: Blue Door Flower Co. shall be released from any liability incurred as a result of consumption/contact/ingestion/and so on of wedding florals. Florals that will be used as cake flowers or other consumables will always be deemed non-toxic by our team. We are not responsible for any allergic reactions caused by unknown allergens. We will not allow the use of flowers such as ranunculus and foxglove, among others, to be used in, on, or near consumables. They are highly toxic to humans and animals, especially young children, and we will make any caterers/bakers aware of this in writing. We are released from any responsibility or liability should a vendor fail to apply our advice.

  • Travel Costs: All travel costs, including accommodation, flights, and so on, are to be paid for at the expense of the client if the event takes place three or more hours from our Woodstock, Vermont studio, out-of-state, or internationally. This includes, but is not limited to, plane tickets, Airbnb/hotel rooms, price of gas if driving, and so on. The Client will be invoiced for these costs in the final invoice.

 

We can’t wait to hear your story and work with you in 2O24 and 2O25! 

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