Consultation and Design Service Fees

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Wedding and Event Terms and Conditions

Upon acceptance by signature of both parties and payment by the Client to Open Air Designs, this Proposal shall be considered a binding contract ("Agreement") for the ("Event") on the above stated date and location. The "Client", agrees to all Terms and Conditions, as follows:

 

Consultation and Design Service Fees

 

Open Air Designs Wedding Consultants offer a complimentary 30 minute consultation by phone, in person, or via email to discuss flowers and decor and (1) submitted Proposal. The Client understands that the initial Proposal is valid for 3 calendar days after receipt. Proposals accepted after this date are subject to a $50 Administrative Fee.

 

The Client agrees to a $50 per hour Design/Administrative Fee for requested changes to the initial Proposal due to budget, style, availability, or other options, due at the time of request. The Design Fee will be charged by invoice, separate from the final Contract.

 

Upon execution of the contract, no more than two (2) revisions will be accepted. Deletions or changes 21 days prior to the Event are not permitted, as our supplies have been ordered and purchased. Additions are possible, but cannot be guaranteed.

 

Payment

 

In order to secure your Event date, for products 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 12 or more months - Retainer Fee of 20% of proposed balance due - minimum of $500

Event date 3-9 months - Retainer Fee of 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 specific rentals, flowers, and/or services. All fees incurred will be deducted from the Retainer amount and reflected in the balance due.

 

Full payment guarantees pricing and 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.

 

The Client understands that they are contracted to pay the proposed balance due total. 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 may 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.  There is a 2% administrative fee on all invoices.

 

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, payments, or other fees 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 may be discussed prior to the Event.

 

Event/Wedding Insurance is highly recommended for any expenses incurred due to Event date changes or cancellations.

 

Should the Client cancel the Event for any cause including Force Majeure (ie: natural disaster, death, sudden injury or illness of Client or espoused) all payments made to Open Air Designs are non-refundable to Client.

 

Event/Wedding Insurance is highly recommended for any expenses incurred due to Event date changes or cancellations.

 

Should the Event be canceled by a Force Majeure, death in the immediate family, or sudden injury or illness less than 7 days prior to the Event, all payments made to Open Air Designs are non-refundable but are transferable to a future date and/or Event.

 

​____ The Client has elected to secure Event Insurance.

​____ The Client has elected NOT to secure Event Insurance and acknowledges that payments made to Open Air Designs will not be refunded due to cancellations.

 

Weather

 

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 due to the weather. Client agrees that any weather that may prohibit any part of their Event taking place does not hold Open Air Designs at fault for the quality 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 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.

 

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 authorization form shall remain on file throughout the terms of this agreement as security for damaged, destroyed, or missing rental items.

 

Services: Delivery, Set Up, Design, Strike, Administrative

 

Events that require delivery only: The driver will deliver at agreed upon time to the requested location. Deliveries requested after business hours 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.

 

Events that require Setup: Setup is defined as placement of designed pieces 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 on actual time to complete the design and are charged by the hour.

 

Client acknowledges that Open Air Designs will not install flowers on any food item.

 

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 $200 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 located at 38860 US Hwy 19 N, Tarpon Springs, FL 34689. If items are not received within 3 days following this Event, or are received broken, damaged, or deemed unusable, the Client agrees to pay retail or replacement price for any and all items, whether by 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 immediately upon inspection.

 

If the Design Team is delayed or extended beyond agreed upon time, for Set up, Design, or Strike, due to power outage, weather, 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.