Consultations, Flowers & Services
Terms & Conditions
In this Agreement, the party that is contracting to receive goods and services, ______________________________________, shall be referred to as "Client". The party that is contracting to provide goods and services shall be referred to as "Open Air Designs", LLC, Florist & Wedding Specialist for the event located at __________________________________________________ on ________________ 20___.
By signing below, the "Client", agrees to all Terms and Conditions, as follows:
1. Consultation and Design Service Fees
Open Air Designs Event Consultants offer a complimentary 30 minute consultation which could be in person, by phone, or via email, to discuss flowers and decor and (1) submitted Proposal.
The Client understands that pictures of inspiration that are submitted during the consultation process are to be considered an overall image of the desired style. The Client understands that Floral Design is an art which is subject to the Designer, and that all pieces created for the Event are considered custom and unique for each Client. Photos, images, pictures, graphics, drawings submitted are for inspiration and not duplication. The Client understands and agrees that fresh products, such as flowers and greenery are each unique in color and size and Open Air Designs is not liable for variations.
The Client understands that the initial Proposal is valid for 7 calendar days after receipt. Proposals accepted after this date are subject to a $50 Administrative Fee.
The Client will submit a credit card authorization form to be kept on file for any and all incurred Design Fees, Administrative Fees, and for goods and services. Open Air Designs agrees to keep all Credit Card information secure and will inform the Client of any and all charges prior to processing.
The Client agrees to a $25 per hour Design Fee for requested changes to the initial Proposal due to budget, style, availability, or other options, due at the time of request. The Client understands that Design Fees are non-refundable, non-transferable and are not considered a Retainer Fee. The Design Fee will be charged by invoice, separate from the final Contract.
Upon execution of contract, no more than two (2) changes will be accepted up to 30 days prior to the Event. Deletions or changes 14 days prior to the Event are not permitted, as our supplies have been ordered and purchased. Additions are always accepted and possible, but cannot be guaranteed.
In order to secure your Event date, pricing of goods, and services, with Open Air Designs, a Retainer Fee and signed Contract must be received. Retainer Fees are based upon Total Proposed Balance due, as follows:
Event date 3 months or more - 50% of proposed balance due - minimum of $500
Less than 90 days - Total Proposed Balance due
The Retainer fee secures Design and Administrative services by Open Air Designs from Consultation through the date of your Event. The Retainer Fee does not guarantee pricing, availability of rentals, flowers, and/or services until a contract has been signed, received, and executed. All fees incurred will be deducted from the Retainer amount and reflected in the balance due.
Full payment can be made at any time; the balance is due 21 days prior to the event. Due dates that fall on a weekend or holiday, will be due the business day before.
If at any time, changes of selections or additions are requested by the Client, that result in an increase of balance due to Open Air Designs, the Client agrees that the amount will be added to the balance due. If payment in full has been made, the new charges will be charged to the credit card on file. If a balance is due, the new charges will be added to the balance due and charged according to payment schedule.
If changes of selections or deletions are made that result in a difference, the amount will not be deducted from the balance due or refunded; instead a credit will be issued on account with Open Air Designs, that will expire the day of the Event. The Wedding Designer will confer with the Client to determine where to reallocate funds in other designs.
Payment for Retainer Fee and balance due can be made in cash, check, Visa, Mastercard, Discover, or American Express.
3. Change of Date or Cancellation
Event/Wedding Insurance is highly recommended for any expenses incurred due to Event date changes or cancellations.
Should for any reason the date of the Event change, best effort will be made by Open Air Designs to accommodate the new date. The Client agrees that in the event of an Event date change by the Client, that Open Air Designs cannot accommodate, any expenses including but not limited to retainers and fees that are non-refundable and non-transferable are the sole responsibility of the Client, including additional charges above and beyond those set forth this agreement. The Client understands that last minute Service changes can impact the quality of the Event and that Open Air Designs is not responsible for any compromises in quality owing to such change. The Client also understands that additional Service Fees may apply and will be discussed prior to the Event.
Cancellation of Services by Open Air Designs for Event made by any cause other than by an Force Majeure (ie: natural disaster, death in the immediate family, or sudden injury or illness to bride/groom) up to 30 days prior to the Event, all payments made to Open Air Designs are non-refundable to Client and 50% of the remaining balance will be due immediately as dictated by this contract.
Cancellation of Services by Open Air Designs Event made by any cause other than by an Force Majeure (ie: natural disaster, death in the immediate family, or sudden injury or illness to bride/groom) less than 30 days prior to the Event, all payments made to Open Air Designs are non-refundable to Client and 75% of the remaining balance will be due immediately as dictated by this contract.
Should the Event be cancelled by Force Majeure, death in the immediate family, or sudden injury or illness of the bride/groom, 120 prior to the Event, all payments made to Open Air Designs, are non-refundable to Client.
Should the Event be cancelled by an Force Majeure, death in the immediate family, or sudden injury or illness less than 30 days prior to the Event, all payments made to Open Air Designs, are non-refundable to Client and a $250 cancellation fee will be due.
Due to the inability of Open Air Designs to predict the actual weather of the Event date, Open Air Designs shall not be responsible for any damages or other costs incurred due to inclement weather. Client agrees that any weather that may prohibit any part of their Event taking place will not hold Open Air Designs at fault for the quality or ability of their Service. Open Air Designs acknowledges that they will make their best effort not to allow weather to impact the quality of their Services, but Client understands that last minute changes may be necessary in order to uphold the overall performance of the Open Air Designs Team and other vendors that have been contracted. The Client agrees to allow Open Air Designs to make necessary changes for the safety of their staff, the Client, and their guests, to the details of the Event such as date, time, location, etc in the case of inclement weather. The Client understands that Open Air Designs will not set up, design, or deliver goods or services to an outdoor venue during inclement weather, including rain, hail, lightning, high winds, or other weather that would pose a risk to the products and/or Design Team's safety. Open Air Designs will make every effort to accommodate minor changes due to inclement weather on the day of The Event.
Often a delayed start time of 15-20 minutes as bands of weather pass through the area is possible. However, if a weather delay results in a wait time of more than 30 minutes, additional fees would apply and would be billed at $100 per 30 minutes with a minimum of 30 minutes and billed immediately to the credit card on file. If inclement weather is forecast for the date of The Event, the Client should request a new set up or ceremony start time or location 24 hours in advance in order for Open Air Designs to determine the next available date, time, or change of location in order to coordinate the Onsite Design Team, photographer, officiant, baker, other vendors, suppliers, or venues, as well, as the Event guests.
Open Air Designs highly recommend enlisting and ensuring an indoor backup location for the ceremony such as the reception venue or nearby banquet hall.
5. Rental Items
Open Air Designs offer many styles of glassware, centerpieces, stands, candelabras, chuppas, pergolas, arches, bird cages, lanterns, votives, mirrors, chairs, linens, and many other interesting rental items. Client agrees to pay retail or replacement price for any and all damaged rental items whether caused by client, guest, vendor, other person, or incident before, during, or following the Event, other than Open Air Designs Team. A valid credit card and credit card authorization form shall remain on file throughout the terms of this agreement as security for damaged, destroyed, or missing rental items.
6. Provided Items
Clients may elect to secure additional decorating services by our Design Team. This includes placing additional decor that the Client provides to Open Air Designs prior to the event. The Client understands and agrees that full details of placement, complete inventory, and photos of each item must be provided to Open Air Designs at time of contract. The Client further agrees to assume all responsibility for the provided items throughout the duration of the Event. The Client assumes all liability associated with provided items that are damaged, missing, misplaced, or destroyed on the day of the Event. Open Air Designs will not be responsible to replace or compensate the Client for any provided items used for decoration purposes for the ceremony or reception that are damaged, missing, misplaced, or destroyed.
7. Service Fees
Delivery | Set Up | Design | Strike | Administrative
Events that require delivery only: An Open Air Designs Team Member will deliver flowers and products to the designated location at agreed upon time to requested location no less than 1 hour prior to the Event time. Deliveries requested outside of business hours or at a specific time are subject to an additional fee. Delivery fees are based on venue address, parking, location of ceremony/reception, stairs/elevator access, date, Team Members required, and type and quantity of items delivered and include packaging of flowers and products.
The Client or Assignee designated in writing by Client, will be required to sign for all products and/or rentals. By signing this contract, the Client acknowledges that Open Air Designs will not be liable for the condition of flowers and/or products after receipt of flowers and products. The Client assumes all responsibility for the condition of flowers and/or products, including rental products. The Client agrees to pay retail or replacement price provided by Open Air Designs for any and all damaged rental items whether caused by client, guest, vendor, other person, or incident before, during, or following the Event, other than Open Air Designs Team. A valid credit card and credit card authorization form shall remain on file throughout the terms of this agreement as security for damaged, destroyed, or missing rental items.
[ ] Election to pick up rental items [ ] Election to return rental items
Events that require Setup: Setup is defined as placement of designed pieces and/or rental items by the Open Air Designs Team. Set up will begin no more than 3 hours prior to the event and will allow 15 minutes between completion and the beginning of guest seating. Set Up Fees are based upon venue layout, types of Designs, and number of Team Members required, and charged by the hour. The Set up Fees listed above are customized for the goods and services of this Event.
Events that require onsite Design: Onsite Design is defined as creating visual art using plants, flowers, and decorative materials at the Venue. Onsite Design requires the expertise and skill of the Wedding Designer. Design Fees are based up actual time to complete the design and are charged by the hour.
All Set up and Design Fees are calculated by a formula per product and service. Please note that even small changes in products can affect Delivery, Setup, and Design fees.
Events that require Strike: removal of rental items, decor, etc by Open Air Designs Team will begin 15 minutes after the agreed upon time for the end of the Event. Due to safety issues, Open Air Designs cannot begin to remove rental items from the venue until all guests have cleared the room. The minimum Strike fee after 8pm and on weekends is $125 but varies based upon venue address, parking, location of ceremony/reception, stairs/elevator access, date, Team Members required, and type and quantity of items to be retrieved.
Some rental items are eligible for return by the Client or their assigned agent. By choosing below, the Client assumes all personal responsibility for the return of all rental items listed in this Contract, to the Open Air Designs Studio 38860 US Hwy 19 N, Tarpon Springs, FL 34689 on the next business day following the Event. The Client agrees to pay retail or replacement price for any and all damaged or missing rental items whether caused by the Client, guest, vendor, other person, or incident before, during, or after the Event, other than Open Air Designs Team Member. The Client agrees to maintain current credit card information and authorizes any and all charges for missing or damaged pieces returned on the next business day, following the Event, after 2pm, to the
[Visa] [Mastercard] [Discover] [Amex] credit card on file, ending in (last four digits) ___ ___ ___ ___ exp date_____/______ CCV _____.
[ ] Election to return rental items [ ] Request Strike of rental items by Open Air Designs Team
If the Design Team is delayed or extended beyond agreed upon time, for Set up, Design, or Strike, due to power outage, weather, other vendor, or unforeseen obstacle presented, at no fault of Open Air Designs Team Members, a minimum of $25 per hour, per Open Air Designs Team Member, fee will apply and be charged to credit card on account immediately.
8. Other Vendors
While Open Air Designs will work with any and all contracted vendors to ensure the success of each event, the Design Team cannot be held responsible for any products or equipment that is provided by another vendor, such as rental decor/arch.
It is the Client's responsibility to coordiate delivery and set up schedules to ensure that Open Air
Designs Team can arrive and begin set up of flowers, as scheduled. Any delays in installation due to other vendors will be charged to the Client at a rate of $50 per hour with a minimum of 1 hour, immediately.
Open Air Designs will provide and deliver flowers to be used for wedding cakes. It is the responsibility of the Client to contract a baker or other agent to place and/or decorate the cake with the flowers. Open Air Designs Team are not permitted or insured to touch food items.
[ ] I do not require cake flowers
[ ] The venue coordinator will place cake flowers
[ ] The baker will place cake flowers
[ ]The client will place cake flowers
COVID 19/Global Pandemic Disclaimer:
Open Air Designs is committed to exhausting all efforts to fulfill all Client requests for specific named flowers and specific colors, shades, and hues of fresh flowers, fresh greens, and containers.
The Client understands and accepts that due to global shortages and limited availability of flowers and products, specific colors and/or specific named flowers, may not be available for the Event. The Client understands that any flower, color, or product stated in this contract may require substitution, even as few as three days prior to the Event. Open Air Designs will discuss any significant substitutions of featured flowers, colors, or products stated in this contract, as soon as possible. Other less significant substitutions for accent flowers, greenery, or product that was represented in the pictures of inspiration may be substituted at the discretion of the Designer. Any substitution made will be of similar style and value to the original design; refunds will not be issued.
By signing below, the named Client agrees to all Terms and Conditions contained herein.
NAME - (print) Financially Responsible Party Signature | DATE