EVENT AGREEMENT
PAYMENT TERMS & INSTRUCTIONS
I (hence forth known as ‘The Client’) shall understand that these terms & conditions (also known as ‘The Agreement’) shall go into effect either at such time as the client signs the proposal or at such time as money is exchanged between the client and Moonflower Design (hence forth known as ‘MFD’).
This proposal is a custom order. MFD agrees to provide all the services and products specified in the proposal and will work with the Client in the event that adjustments need to be made.
Payment Terms:
To confirm the reservation following the initial consultation, the Client shall pay a non‑refundable retainer of $200.00 (“Deposit”), which will be applied toward the total cost of services. Additionally, a 20% administrative service fee will be applied to the total cost of the product for all events, without any exceptions. Visa, MasterCard, Discover, Personal Checks or Cash are acceptable forms of payment. Out of state checks will be accepted with a mandatory 10-day grace period. American Express is an accepted form of payment. However, an additional fee of 3.5% will be incurred.
Final selections and full payment of the remaining balance is due (30) days prior to the event date.
If the event is booked fewer than (30) days prior to the event date, final selections and full payment shall be due upon booking.
Securing the Event Date:
Upon the initial consultation, MFD will reserve the event dates for a period of (7) calendar days. Following this period, the Client is required to submit the non-refundable deposit, as detailed in the 'Payment Terms' section above. This deposit covers the administrative services provided by MFD and will be itemized in the client’s proposal. Failure to remit the deposit may result in MFD being unable to guarantee availability on the originally requested date.
Proposal Adjustments:
The Client agrees to provide MFD with any changes or adjustments pertinent to the services MFD is contracted to provide no later than (21) days prior to the event date. The initial consultation and proposal are offered as a complimentary service. However, any further revisions or excessive modifications made to the proposal will result in a fee of $95/hr. The Client agrees that the total cost of services may increase based on the Client’s changing preferences for flowers, rental items or arrangement sizes, and/or quantity of flowers needed. MFD must be notified of these changes and/or adjustments no less than (21) days prior to the event date ‒ this includes changes to quantities, time adjustments, exclusions, substitutions, etc.
MFD will make every effort to accommodate additions requested fewer than (21) days prior to the event. Any change in cost required by said additions will be added to Client’s cost summary and must be paid for at the time of order without exception. Reductions in arrangement sizes or quantities occurring fewer than (21) days prior to the event will be discussed with the Client on a case by case basis. Refunds will not be issued if flowers have already been ordered but FA can use the extra flowers in alternate ways within the same price point as the original quoted element with the Client’s approval.
Flower Substitutions:
MFD will make every reasonable effort to procure the exact flowers in the exact colors as requested by the Client. However, being products of nature, certain flowers or exact colors of flowers may not be available due to circumstances beyond MFD’s control, including but not limited to weather, seasonality, supply chain complications, etc. Should MFD be unable to procure the exact flowers or exact colors as requested, the client hereby enables MFD to use its professional judgment in order to procure a suitable and appropriate substitute, taking care to choose substitutions that
complement the other wedding flowers and match the wedding colors. MFD will notify the Client immediately should the need arise to make any substitutions amounting to more than just an adjustment of exact color and should the market price of the contracted flowers increase more than 5% above of the price quoted in the original proposal.
Repurposing:
Arrangements that are to be repurposed from their original location to a secondary location at the request of the Client will be subject to a Relocation Fee that will be determined by the scope of work required. MFD does not recommend relocation and, as such, cannot guarantee the condition of the flowers for the secondary use as environmental conditions and other circumstances beyond MFD’s control may have an effect on the condition and quality of the arrangements. MFD will make every reasonable effort to rearrange and re-dress repurposed arrangements as needed. MFD cannot guarantee the condition and quality of any arrangement that is repurposed by anyone other than MFD staff.
Rental Terms and Conditions:
All rental items, as noted in the proposal, will be picked up by MFD at a previously agreed upon time and location. The Client is responsible for informing MFD of any specific pick up requirements set forth by their contracted event venue (7) days prior to the event date.
Rental items that require pick up outside of regular business hours (i.e., after hours, late night and Sundays) are subject to an additional fee. The fee will be determined by the distance of the event from MFD’s studio location(s) as well as the amount of labor required. Should the Client fail to notify MFD in advance of pick up requirements, an additional fee will be applied to the credit card on file. If the rental items are not ready to be picked up at the agreed upon time and location due to event delays, extensions or due to the items not being present at the time of pick up, a fee of $95/hour (with a 1 hour minimum) will be assessed. The Client will be notified via email of any charges and provided a receipt for the charge to the card on file.
All items must be returned in the same condition in which they delivered. The replacement cost of any damaged or missing items are the responsibility of the Client
and will be charged to the card on file. The Client will be notified via email of any charges and provided a receipt for the charge to the card on file.
Client Provided Décor:
Any décor being provided by the Client, as outlined in the event proposal, must be delivered to MFD no later than (7) days prior to the event date. All décor must be delivered in ‘Table Ready’ condition ‒ i.e. without price tags, cleaned and assembled. If décor is delivered to MFD not in ‘Table Ready’ condition then the Client will be charged a cleaning/assembly fee, to be determined by the scope of work, to the credit card on file. MFD is not responsible for set up or assembly of any décor provided by the Client that is not outlined in the event proposal.
Candle Lighting:
MFD will only be responsible to light candles provided by MFD. If the Client provides their own candles and wishes for MFD to light them, this must be noted in the agreement no less than (7) days prior to the event and a candle lighting fee will be assessed based on the scope of work required. If the Client chooses not to pay the fee required by MFD, it is the Client’s responsibility to arrange with their event venue for their candles to be lit.
Photography/Image Use Release:
MFD reserves the right to photograph their work and product and are considered the owners of such images pursuant to federal copyright law (Title 17, Chapter 2, Section 201-202 of the United States Code). The Client agrees and warrants that MFD’s photography of the event will not interfere with any contractual obligations that the Client may have with other photographers. MFD has the irrevocable right to reproduce, publish, exhibit, and otherwise use the images created by MFD here under for advertising and marketing purposes, offline and online, including usage as samples on MFD’s website, on promotional materials, in albums presented to prospective clients, or provided to various vendors, even locations and venues for display. Client consents to the use of any published materials, including blog content or advertising copy that coincides with such publication or use of the images. Client releases and discharges MFD from claims associated with the use of said images.
Health & Safety:
The Client further understands that MFD complies with all health and safety laws, directives, rules and regulations put forth by State and Federal governments in an effort to protect its staff and clients. MFD politely requests the same respect from the Client.
Event Postponement & Cancellation:
Cancellations and postponements must be declared to MFD by the Client in writing in a timely manner. The Client acknowledges that cancelling the event constitutes a breach of the Client’s obligation to MFD and that MFD would be harmed.
(21) days or more prior to the event date:
In the event of a cancellation (21) days or more before the event date, a refund will be for monies in excess of the non- refundable deposit, and associated credit card fees incurred by MFD to process the refund.
In the event of a postponement declared (21) days or more before the event date, MFD and the Client agree to work to find a mutually acceptable date within one calendar year from the original event. No additional fees will be assessed for events rescheduled to a date within one calendar year of the original event date. For events rescheduled more than one calendar year from original event date, a $200 rescheduling fee will apply. If MFD is not available on the new date requested by the Client, the event contract shall be cancelled, and a refund will be issued to the Client minus the deposit, and associated credit card fees incurred by MFD to process the refund.
(21) days or less prior to the event date:
In the event of a cancellation or postponement for any reason declared fewer than (21) days prior to the event date the Client is responsible for the non-refundable deposit, plus 70% of the event total as of the date of cancellation or postponement minus any credit card fees incurred by MFD to process the refund. The parties then agree to the following:
Postponements will be treated as a cancellation. The Client forfeits the non- refundable deposit, plus 70% of the event total as of the date of the postponement and will be responsible for paying any additional costs towards the new date. A $200 rescheduling fee will apply if the event is postponed outside of one calendar year from the original date. If the event is postponed more than once and the final agreed upon date is outside of one calendar year from the original date a $200 rescheduling fee will apply.
Force Majeure:
The execution of the contract is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party ‒ such as natural disaster, war, acts of terrorism, government regulations, strikes, civil disorder or curtailment of transportation facilities ‒ to the extent that such circumstance makes it illegal or impossible for MFD to perform or provide contracted goods.
Should the event be cancelled due to force majeure event, MFD and the Client agree to work to find a mutually acceptable date wherein a rescheduling fee will not apply. If MFD is not available on the new date requested by the Client, the event contract shall be cancelled, and a refund will be issued to the Client minus the non-refundable deposit and associated credit card fees incurred by MFD to process the refund.