Wedding & Event T&Cs
1. Consultations
Consultations are complimentary and each event is entitled to three forty minute consultations. Additional consultations, site meetings and quote changes will incur charges to cover time and travel costs. Email contact is welcomed during the planning process. I aim to respond to all emails within 72 hours, but during peak seasons it may be longer.
It is paramount to my process that I understand your expectations and requirements, so please take time to read all correspondence and any breakdown of items ordered thoroughly.
2. Booking and payment
The deposit is £250 (unless otherwise discussed). This secures the services of Rook Botanics for the date agreed. This is nonrefundable, but will be deducted from your final outstanding balance. Payments are to be made by bank transfer using the payment details from the invoice. On receipt of the deposit, the prices and dates are secure.
No wedding or event is booked until the deposit has been paid.
Payment of the deposit is deemed as acceptance of these terms and conditions.
The final invoice for your wedding flowers will be issued to you after your order has been confirmed. This is usually three months prior to your wedding or event. Full payment must be received prior to your wedding and no less than 30 days before the event date. Rook Botanics reserves the right to cancel any wedding or event flowers if payment is not made by this date.
3. Minimum order
Rook Botanics has a £1000 minimum spend for our on site wedding installation service. Please keep this in mind when considering your order. Whilst we are happy to accommodate changes to your wedding order after your final invoice has been sent, any additions must be made no later than 14 days prior. Any reductions in the order must be no greater than 10% of the original bill.
4. Postponement and cancellation
Should you decide to postpone your wedding or event, then your deposit and any other monies paid will automatically be transferred to your new date. The prices given in your initial quote are only valid for your original booking and may be subject to change if the new date is more than 3 months after your original date.
Cancellation of your wedding must be notified as soon as reasonably possible. Any deposit paid will be retained regardless of the circumstances of the cancellation.
Payment in full must be made up to 30 days prior to the date of your wedding. If you cancel within this time, after we have received payment from you, we will be unable to offer a refund, and will retain the full amount. Please see below for following timescales and refund amounts:
• 9 months or more before event date: deposit retained, no further payment required
• 8 - 4 months before the event date: deposit retained, and an admin fee of £150 required
• 3 - 1 month before the event date: deposit retained, and 50% of final amount payable
• 30 days up to event date: deposit retained, and full amount payable.
5. Availability of flowers and fresh materials
Whilst we strive to meet our clients specific requests, all products / flowers are subject to availability. In the event of supply difficulties, we reserve the right to substitute a similar product / flower. 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.
Rook Botanics is not responsible for any medical issues arising from contact with our flowers / products. The client, by acceptance of these terms and conditions, acknowledges this for themselves and all guests.
6. Event set up
Rook Botanics will personally deliver and set up your flowers unless otherwise agreed. For larger events, freelance assistants are brought in to ensure smooth and timely set up.
The flowers will be handed over in the finest condition possible with a topped up water source. We accept no responsibility for damage that occurs after we have left the venue or after flowers have been collected. We advise that all flowers be kept in a cool space out of direct sunlight and if they are to be used more than 6 hours after collection / delivery, the water source should be checked and topped up if needed.
Rook Botanics requires that we are the sole provider of floral arrangements and / or fresh flowers and foliage décor. If you wish to add your own arrangements, please notify us. Please note, other than church flower teams, we will not work or partner with any other provider of floral décor for your event. This is non-negotiable.
7. Sundry hire
Items hired or borrowed from Rook Botanics (such as vases, containers, props) shall at all times remain the property of the florist. The client is responsible for the goods during the hire period from the time of delivery until the goods are collected or returned.
All items must be returned in the condition they were delivered or a replacement fee for the item will be charged. The hire period for all goods supplied will be variable and agreed prior to your wedding day or event, along with details for return / collection.
8. Use of magnets
You may be asked if you would prefer magnets instead of pins to attach corsages onto clothes. Please ensure that guests wearing these do not have a pacemaker fitted. A magnet may stop the pacemaker from working properly. Rook Botanics accept no responsibility for any resulting health issue which may arise from magnets and pacemakers or ICDs.
9. Photography and filming
Rook Botanics reserves the right to take photographs and videos of the flowers, floral designs and venue set up prior to the wedding. These may be used for promotional purposes on social media, the Rook Botanics website and other marketing materials.
Any designs produced for the client are the intellectual property of Rook Botanics and images of them should not be used for anything other than personal use unless otherwise agreed.
10. Complaints
Any complaints must be made within 24 hours along with photographic evidence. No responsibility can be taken with regards to poor condition once flowers have been approved.
11. Disclaimer
We will endeavour to ensure that the Rook Botanics service is fully operational and error-free. However, we cannot guarantee this. Acts of God, sudden ill health and adverse weather conditions may affect our ability to deliver the product or service. We have contingency plans for such occasions of sudden ill health. If Sarah Rushbrooke of Rook Botanics is unable to personally complete or deliver your event, then this will be completed by a member of our experienced freelance team or outsourced accordingly. Ultimately, we can accept no responsibility for Acts of God, sudden ill health or adverse weather conditions and if we are prevented from providing the service or product as agreed, then we can only offer a refund of full monies paid.