OPEN AIR DESIGNS

Wedding & Event Services Agreement

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1. Consultation & Design Services

Open Air Designs includes one (1) complimentary 30-minute consultation (phone, video, or in person) to discuss floral design, décor, rentals, planning services, and your initial Proposal.

Proposals are valid for three (3) calendar days. After that, pricing may be adjusted based on flower market, rental availability, or material costs, and a $50 administrative fee may apply.

Two (2) complimentary revisions are included after this Agreement is signed. Additional revisions—including budget, design, substitutions, additions, or other changes—are billed at $50 per hour and are due upon receipt.

No reductions or design changes will be accepted within twenty-one (21) days of the Event. Additions may be accommodated based on product availability but cannot be guaranteed.

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2. Reservation Fee & Payment Schedule

To reserve an Event date, the Client must submit a signed Agreement together with the applicable Reservation Fee.

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3. Reservation Fee

For Events booked twelve (12) months or more before the Event date, a $500 Save-the-Date Fee is required.

The Save-the-Date Fee:

• Reserves the Event date exclusively for the Client.

• Is non-refundable for any reason.

• Is earned immediately upon receipt.

• Compensates Open Air Designs for reserving the Event date, consultations, scheduling, planning, design preparation, and administrative services.

• Will be applied toward the Client's final contracted balance.

Because Open Air Designs declines other inquiries for the reserved date, the Save-the-Date Fee is non-refundable, non-transferable, and may not be applied to another Event or Client.

Reservation of an Event date is confirmed only upon receipt of the required Reservation Fee and cleared funds. Open Air Designs is under no obligation to reserve or hold any Event date until payment has been successfully received and, if applicable, cleared by the financial institution.

 

4. Payment Schedule

Events booked 12 months or more before the Event

• $500 Save-the-Date Fee due upon signing.

• Once the Proposal has been finalized, 50% of the contracted balance (less the $500 Save-the-Date Fee already paid) is due.

• The remaining balance is due no later than thirty days (30) calendar days prior to the Event.

Events booked 91 days to 12 months before the Event

• 50% of the contracted balance is due upon signing.

• The remaining balance is due no later than thirty (30) calendar days prior to the Event.

Events booked 90 days or less before the Event

• Payment in full is required at the time of booking.

 

Additional Charges

Should the Client request additions, upgrades, or changes after signing this Agreement, any additional charges will be added to the outstanding balance.

If the balance has already been paid in full, the Client authorizes Open Air Designs to charge the approved additional amount to the credit card on file.

 

Accepted Forms of Payment

Open Air Designs accepts the following forms of payment:

• Cash

• Check

• Zelle

• Cash App

• Venmo

• Visa

• Mastercard

• Discover

• American Express

Payments made by credit cards are subject to a 3% credit card processing fee, which will be added to the invoice total.

Clients may avoid the credit card processing fee by paying with Zelle, Cash App, Venmo, cash, or check.

Payments made by personal or business check are subject to bank clearance. An Event date is not considered officially reserved or confirmed until the check has fully cleared the issuing financial institution. Open Air Designs reserves the right to continue accepting inquiries and bookings for the requested Event date until cleared funds have been received.

All electronic payments, including Zelle, Cash App, and Venmo, must be successfully received before flowers are ordered, rental items are reserved, or services are performed.

If a payment due date falls on a weekend or legal holiday, payment must be received on the preceding business day.

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Late or Missed Payments

Time is of the essence under this Agreement. Failure to make any payment by the applicable due date constitutes a material breach of this Agreement.

Open Air Designs reserves the right to suspend design work, purchasing, ordering, delivery, setup, or any other services until all past-due amounts have been paid in full.

If payment is not received by the stated due date, Open Air Designs may, at its sole discretion:

• Assess a late payment fee of $50 on any unpaid balance, or the maximum rate permitted by Florida law, whichever is less.

• Suspend all work and services until the account is brought current.

• Release the reserved Event date.

• Cancel this Agreement.

The Client remains responsible for all non-refundable Reservation Fees, products ordered, rentals reserved, labor performed, and any other expenses incurred by Open Air Designs prior to cancellation.

If collection efforts become necessary, the Client agrees to reimburse Open Air Designs for all reasonable costs of collection, including attorney's fees, court costs, and collection agency fees, to the extent permitted by Florida law.

3. Pricing & Additional Charges

Pricing is based on current wholesale flower, rental, and material costs at the time the Proposal is prepared. Open Air Designs absorbs normal market fluctuations. However, if wholesale costs increase by ten percent (10%) or more before the Event due to market conditions beyond our control, Open Air Designs may, at its discretion, either:

• offer comparable floral substitutions to maintain the agreed-upon pricing, or

• adjust pricing to reflect the increased wholesale costs after providing written notice to the Client.

Any products or services requested by the Client after this Agreement is executed will be billed separately and added to the final balance. If the Agreement has been paid in full, the Client authorizes Open Air Designs to charge the credit card on file for approved additions.

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4. Floral Substitutions

Fresh flowers are seasonal and subject to availability.

Open Air Designs reserves the right to substitute flowers, greenery, containers, or decorative materials with items of equal or greater value when necessary due to seasonal availability, weather, crop conditions, shipping delays, or supplier shortages.

Every effort will be made to preserve the overall style, color palette, and design aesthetic originally selected by the Client.

 

5. Event Changes

Once this Agreement has been executed, reductions in products or services will not reduce the contracted balance or result in a refund. At its discretion, Open Air Designs may apply the value of removed items toward other floral products, décor, or design enhancements of equal value.

 

6. Rescheduling

If the Client requests to reschedule the Event, Open Air Designs will make every reasonable effort to accommodate the new date, subject to availability.

If Open Air Designs is available, this Agreement will transfer to the new Event date. The Client is responsible for any additional costs resulting from the rescheduling, including but not limited to increases in wholesale flower or material costs, seasonal product availability, additional labor or staffing required for design, delivery, installation, or teardown, venue or logistical changes, and any other expenses associated with the new Event date.

If Open Air Designs is unavailable on the requested date, this Agreement will be deemed canceled by the Client, and all monies previously paid will remain non-refundable and non-transferable.

 

7. Cancellation

The Client acknowledges that substantial planning, scheduling, purchasing, and preparation begin immediately upon execution of this Agreement. Therefore, all payments made to Open Air Designs are non-refundable and non-transferable, regardless of the reason for cancellation, including but not limited to illness, weather, travel disruptions, venue changes, vendor issues, acts of God, or any other unforeseen circumstances.

Because these payments are non-refundable, Open Air Designs strongly recommends that the Client purchase Event Cancellation Insurance to protect their investment. By signing this Agreement, the Client acknowledges that Event Cancellation Insurance has been recommended and understands that if they choose not to obtain coverage, they assume the financial risk associated with canceling or postponing the Event.

 

8. Force Majeure

Neither party shall be liable for delays or failure to perform this Agreement due to circumstances beyond their reasonable control, including but not limited to natural disasters, hurricanes, floods, fires, pandemics, government actions or restrictions, acts of terrorism, labor disputes, transportation interruptions, or other events commonly recognized as Force Majeure.

If a Force Majeure event affects Open Air Designs' ability to perform, Open Air Designs will make reasonable efforts to reschedule the Event or otherwise fulfill its obligations, subject to availability. If performance is not reasonably possible, this Agreement shall be governed by the Cancellation and Rescheduling provisions of this Agreement.

 

9. Event Insurance

Open Air Designs strongly recommends Event Cancellation Insurance.

☐ Client has elected to purchase Event Insurance.

☐ Client has declined Event Insurance and understands payments are non-refundable.

 

10. Weather

Outdoor events remain the responsibility of the Client.

Open Air Designs will not install flowers or décor during unsafe weather conditions including rain, lightning, hail, flooding, or dangerous winds.

Open Air Designs reserves the right to delay installation or modify designs to protect staff safety and floral products.

Weather-related changes do not constitute breach of contract.

 

11. Rental Items

Rental items remain the property of Open Air Designs.

The Client assumes responsibility for rental items until retrieved by Open Air Designs or returned to the studio.

Missing, damaged, or destroyed rental items will be charged at full replacement value.

A valid credit card authorization shall remain on file until all rentals have been returned and inspected.

 

12. Delivery, Installation & Strike

Delivery fees are based upon venue location, parking. accessibility, stair or elevator access, quantity of products, number of staff required. 

Installation times are coordinated with venue requirements.

Strike (tear-down) begins approximately fifteen (15) minutes following the scheduled conclusion of the Event.

Weekend or after-hours strike services begin at $200, with final pricing based on labor requirements.

 

13. Client Returned Rentals

If the Client elects to return rental items, they must be returned within three (3) calendar days.

Late, damaged, or missing rentals will be billed immediately to the credit card on file.

 

14. Additional Labor

Should Open Air Designs incur additional labor due to venue delays, weather, power outages, access restrictions, or circumstances beyond its control, additional labor will be billed at $50 per hour per team member.

 

15. Photography

Open Air Designs reserves the right to photograph completed floral designs and décor for use in its portfolio, website, advertising, and social media unless the Client requests otherwise in writing before the Event.

 

16. Design & Inspiration Disclaimer

Photographs, inspiration images, and sample arrangements provided by the Client or Open Air Designs are intended solely as design inspiration and are not intended to be duplicated exactly.

Because fresh flowers are natural products and availability varies by season, growing conditions, and market supply, each arrangement created by Open Air Designs is a custom, one-of-a-kind design. Variations in flower varieties, color, shade, size, shape, texture, bloom stage, and overall appearance are normal and should be expected.

Open Air Designs will make every reasonable effort to achieve the overall style, color palette, and aesthetic agreed upon by the Client while maintaining the artistic integrity of the design. Minor variations from inspiration images or Proposal photographs shall not constitute a breach of this Agreement.