Wedding Terms & Conditions
Thank you for choosing local, natural, seasonal, and sustainable flowers. At Holly Grows, we take great pride and do our utmost to ensure that the clients’ event planning experiences are fun, creative, professional, smooth, and relaxed. We grow as many of your flowers as possible in our cut flower garden in the Scottish Borders and any additional blooms will be sourced from other wonderful local or British growers. Your flowers are arranged at our studio and transported and set up with care at your venue.
Please read the following document carefully. By accepting the quotation, paying the booking fee and contracting our services, you agree to the terms and conditions outlined in this document.
1. What Happens Next
Holly Grows’ creative service leads the client from the enquiry to an initial email consultation, through to a quotation, and one-hour consultation roughly 10 weeks before the event date, styling and installation on the day itself, and take down the following day.
Holly Grows hope to be efficient and responsive to the client’s vision that they can compile a comprehensive plan in one consultation session. Should the client require more consultations, Holly Grows will charge £100 per session. Holly Grows will contact you to arrange a consultation which will be scheduled around 10 weeks before the event date.
2. Consultation Process
After the initial email enquiry and submission of your wedding consultation form here are the next steps:
Step 1: Client issued with an itemised quotation created with direction on requirements and budget from initial enquiry information;
Step 2: 2-week consultation period from the date the quotation was issued where client can request changes and amendments;
Step 3: Quotation agreed and 20% booking fee invoice issued;
Step 4: Booking fee paid and date reserved in diary;
Step 5: Within 2 weeks after the booking fee has been paid, you will receive a proposal document with moodboards to outline the initial vision for your wedding flowers.
Step 6: We will contact you no later than 12 weeks before your wedding day to organise your consultation;
Step 7: In-depth 1 hour consultation conducted online 10 weeks before event;
Step 8: Remaining balance paid 8 weeks before event less the 20% booking fee.
Step 9: Holly Grows grow, harvest and create your flowers for you and take care of all the planning and set up on the day.
3. On the Day
Deliveries will need to be received by an appointed person either the couple, a member of the venue staff or a nominated guest who is allocated to show where the flowers will be set up and installations to be made, provide access to water for flower vessels, and provide any other key information relating to any on-site set-up required.
If your venue doesn't have access to cold, fresh water, this will have to be provided for us prior to arrival, for instance, in a marquee or an ancient property without plumbing. We can advise on the volume of water required for the arrangements in your order.
Flower arrangements and on-site installations are time consuming and require adequate time to construct. We will always arrive early for set-up and in plenty of time before the start of the wedding. The flowers should be in place and our team off-site at least 1 hour before your guests arrive. Guests will arrive from 1 hour to 30 mins prior to a ceremony start time. For example, if the hire of your venue is from 10am onwards and your ceremony begins at 1pm, and access to your venue cannot be granted before 10am, this will not give us enough time to complete our work on the day. Please make sure that there is enough time allocated for us to complete our set-up with the minimum amount of time pressure possible.
Holly Grows will liaise directly with the venue about access, set up and take down logistics.
Holly Grows ask that any fixed, on-site installations such as archways are not moved as these have been designed and arranged to be site specific and are bespoke to the location and space in which they were assembled. Other large arrangements such as urns, pillars and large grounded florals are heavy, full of water and hidden glass vessels. When full of flowers, it is impossible to lift large arrangements without damaging them. If any elements of the floral styling are moved to a different location by the client, their guests, or the venue staff, Holly Grows accepts no responsibility for any damage or detriment to the overall look of the floristry arrangement after it has been moved.
Small, single items such as bud vases and other lightweight arrangements can be moved gently and carefully but again, Holly Grows accepts no responsibility for any damage or detriment to the overall look of the floristry arrangement after it has been moved.
We do not offer a turnaround service. If your ceremony and reception are taking place in the same room, we will set-up your ceremony and deliver the reception flowers to a safe place at the venue to be added to the dinner tables either by the venue staff, catering staff, or an on-the-day coordination team. If your venue doesn't have separate spaces for ceremonies and receptions, please take into account that the arrangements chosen should be small and easily portable or are able to stay in place if choosing archways and larger arrangements for your ceremony. We are happy to advise how to plan for these scenarios.
If the client has hired candles from Holly Grows, it is the responsibility of the event organisers, caterer or venue staff to light them prior to the event.
Holly Grows takes the utmost pride in their work and once they are happy with the arrangements, styling and installations at the venue, they will take photographs of the finished set up. Holly Grows accepts no responsibility for any damage caused to the arrangements and installations once they have left the delivery address or venue.
If floral installations or arrangements are to be constructed and positioned outside, Holly Grows accepts no responsibility for damage caused by adverse weather conditions. In the event of adverse weather during the set-up time, such as winds, rain, cold temperatures, or hot temperatures which will have an adverse effect on the flowers, we reserve the right to construct installations in an alternative and suitable site indoors. We will discuss a "plan B" that you are happy with during your consultation.
4. The Next Day
Unless otherwise arranged, we will always return the following morning to collect and clear your wedding flowers from the venue. Please let us know if you are planning any next day events or if you would like to organise an alternative collection time.
If the client has ordered on-site installations and/or designs that require armatures, vases and vessels from our collection, Holly Grows will return to clear and collect these the day after the event or at another arranged time. This service is included in the costs outlined in the quotation. All the vases, vessels, floristry tools, and materials are reusable, on hire to the client and remain the property of Holly Grows.
Holly Grows will deliver all bouquets in glass vases of water, a presentation box and tissue. Please keep your bouquet in the vase until the very last minute so that it will stay hydrated for as long as possible for your ceremony, photos and the start of your reception. We will collect the bouquet vases the next day.
Holly Grows will always return to the venue to collect all vases, vessels, and any other props, take down the installations, and remove all of the flowers to be composted. If the client wishes to keep or gift any venue flowers, they must be removed from the vases and vessels prior to the collection. Please bear in mind that there is no guarantee that the flowers will be in suitable condition the following day because of handling, hot venues, candlelight and designs that require flowers to be out of water. Please be aware that for several arrangements and installations, the flowers will be fixed in place by tying, chicken wire and/or pin frogs, so please do not try to pull them out of the vessels. This is because of our strict no foam and no plastic approach to designing and will make it difficult to remove some flowers from their vessels. Please ask us to advise if you wish to keep the flowers and we will discuss how best to keep your flowers.
5. Booking Fee
Once the quotation, budget and provisional plan is agreed, the 20% booking fee is required to book the date in Holly Grows diary and is payable on the approval of the quotation which will be open for 2 weeks from the date of issue.
The booking fee will be deducted from the final spend of the services on the invoice for the remaining balance. No booking will be confirmed until the booking fee is paid. By paying the booking fee, the client agrees to the Terms and Conditions outlined in this document and to pay the amount listed in the quotation as a minimum spend.
6. Security Deposit
Holly Grows require a refundable security deposit for the use of vases, vessels, and other props. The standard deposit is £100 but may be higher depending on the value and number of props on hire. The payment will be added to your final balance payable 8 weeks before your event. The deposit will be returned to the client on the safe collection of these items after the event. All props, glassware and other styling items provided by Holly Grows in provision of the services are on loan to the client and remain the property of Holly Grows. Holly Grows will collect these items from your venue within an agreed timescale after the event date. The client will be solely responsible for any loss or damage to these items. Any losses or breakages will be taken from the security deposit. If the loss or damage exceeds the deposit, Holly Grows will invoice the client for any additional costs of replacements.
7. Costs and Payments
Holly Grows has agreed to provide you with the services outlined in your quotation and the cost of the services has been agreed in advance of paying the booking fee. There will be no hidden costs along the way and the total amount outlined in the agreed quotation will be fixed. If the client decides to add to their order within 8 weeks of the event date, Holly Grows will revise the costs outlined in the quotation. The client will be notified of any alteration to cost before the final invoice is issued.
Please note, the client can add items to the order up to 4 weeks before the event date. However, the client cannot remove items to reduce the costs outlined in the quotation by more than 10% after the budget has been agreed, quotation approved, and the booking fee has been paid. This term is in place as it is crucial for us to be able to plan what flowers we are growing and the scope of our wedding work for the year by a minimum.
However, Holly Grows is committed to being flexible in situations which require necessary changes in guest numbers or other changes due to unforeseen circumstances. Where Holly Grows is content to change an order to accommodate changes within your set budget, each request to downsize an order by more than 10% will be reviewed on a case-by-case basis.
Holly Grows accept online payments via BACS and PayPal. If you would like to pay by a debit or credit card, please ask us to include an online payment link on your invoice. We can also accept card payments if you would like to come to the studio and pay in-person.
If you are paying in a different currency, please ensure that we receive the full amount when converted to British Pounds Sterling.
Payment of the remaining balance minus the booking fee is due 8 weeks before the event date. This is the payment due date. If the client fails to pay the invoice by the payment due date, Holly Grows reserves the right to issue a late payment fee. Payments are considered late if they are not received by 9am the next working day after the payment is due. If the client is unable to adhere to the payment schedule, please contact Holly Grows as soon as possible. If the client does not contact Holly Grows about a late payment or to organise an alternative payment schedule, for orders up to £999.99, the late payment charge is £40, for orders ranging from £1000 to £9999.99 the late payment charge is £70 and for orders £10,000 and above the late payment charge is £100. If the client does not pay the balance, Holly Grows will not provide the services for the event. Holly Grows will not be liable for any loss incurred by the client due to failure to comply with these payment terms.
8. Prices
Please note that all prices are non-negotiable.
9. Cancellations
The client’s event date will be agreed at the time of paying the booking fee. The remaining balance is due 8 weeks before the event date. If your event date changes or is postponed, the booking fee will be transferred to the new event date providing that Holly Grows is in the position to provide the services on the new event date. Where a date change is agreed by Holly Grows, the final balance will be due 8 weeks from the new event date. However, where such a transfer is not possible, the 20% booking fee will not be refunded. In the event of a cancellation without an agreed postponement, Holly Grows will retain the booking fee. In the event of a cancellation after the remaining balance has been paid, Holly Grows will issue the client with a refund minus reasonable expenses that Holly Grows has incurred. If the event is cancelled after the date which is 6 weeks before the event date, then no refund will be issued to the client.
10. Creative License
In providing the services agreed in the quotation, the client grants Holly Grows creative and artistic license in relation to the choice of flowers and materials used. We will always work in close consultation with the client in line with their requests and wishes for the designs where seasonally possible. In the event that changes have to be made, we will make them as close as possible to the client's request.
Holly Grows require that they are the only florist contracted to deliver the services and that no one else adds to their designs or alters them in any way.
11. Seasonal & Sustainable Produce
All floral products are subject to their seasonal availability. Due to the seasonal nature of Holly Grows’ service and the unpredictability of nature and weather, Holly Grows is unable to commit to any requests for specific flower varieties. Holly Grows requests that the clients trust the seasonal process and embrace the seasonality and sustainability of Holly Grows natural and environmentally conscious way of working. Each season has its own unique beauty and ingredients, and Days of Dahlia can always assure that the client’s flowers will be a beautiful representation of that moment.
Holly Grows is committed to reducing flower miles and the carbon footprint of their business and will never import any flowers from overseas that have been grown with chemicals and pesticides or use any materials that cannot be reused, recycled or composted. Holly Grows will never use any floral foam in their work.
Flowers and plants are a natural product that are grown and nurtured by Holly Grows. They are affected by climate and environmental conditions and therefore, Holly Grows cannot guarantee the exact colour, shape or size of any flower, plant or other natural product. Holly Grows will endeavour to keep as close as is reasonably possible to the colours and details requested.
10. Returns
Please understand that due to the perishable nature of flowers, Holly Grows are unable to accept returns.
11. Promotion
For promotional purposes, Holly Grow may exhibit the client’s professional event photographs on their website, Instagram, Facebook or other relevant websites, exhibitions, editorials, digital and print marketing as part of their portfolio with permission from the client and the client’s photographer. Holly Grows acknowledges that the use of any such photographs will be under licence only and it will only use such photographs in accordance with the permission obtained by the copyright holder (the photographer), together with any conditions attached to the same.
12. Complaints and Dispute Resolution
In the event of a complaint the client is requested to put this in an email to hello@hollygrows.co.uk and Holly will respond within 2 working days. If the complaint is not settled to the satisfaction of both parties then appropriate dispute resolution services must be explored prior to litigation.
The law of Scotland will apply to the interpretation of these terms and conditions. The parties agree that any litigation arising from services provided by Days of Dahlia will be conducted within the jurisdiction of the Scottish Court and Tribunal Service.
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Thank you!
Well done for making it through the small print!
If you have any questions or would like any further information about any of these terms and conditions, please don’t hesitate to get in touch with us.
Thank you for choosing local, natural, seasonal, and sustainable flowers for your wedding.