INQUIRES
_______ We accept a limited number of events each year. Available dates book quickly so we suggest contacting us as early as possible in your planning process. Once you decide to book Sacred Romance after the initial estimate, we schedule an in person Design Meeting to really go over your vision. We ask that you come prepared with any ideas, pictures, and color swatches you may have. Not sure what your style is? No problem. We are committed to working with you to produce an exceptional design and event within a reasonable price range. Initial Design Meetings are strictly to discuss Sacred Romance Floral’s™ services and the Client’s vision.
BOOKING
_______ Dates are booked on a first come, first served basis. You can secure your date with a deposit (Retainer Fee: 50% of the total estimated cost) and a signed contract. The deposit is refundable for fourteen (14) days after paid. After 14 days the deposit is no longer refundable.
EXCLUSIVITY CLAUSE :
It is understood that SACRED ROMANCE FLORAL DESIGN will act as the sole and exclusive florist for your event. By signing this contract The Client agrees that no other person, company, Friend, Family Member, professional or otherwise, shall provide fresh or artificial floral products for The Client’s event location or event reception without the consent of Sacred Romance Floral Design. This clause is to protect the image of Sacred Romance Floral Design from assumptions that might occur from the event’s attendees. Some exceptions may apply, inquire with Jennifer, lead Designer at Sacred Romance Floral Design.
PAYMENTS
_______ All payments are non-refundable after fourteen (14) days once tendered. Clients shall pay any attorneys’ fees, court costs, or other costs incurred in collection of delinquent accounts. Order must be paid in FULL 30 days prior to date. If event is booked within 30 days of event date, invoice must be paid in full. Note that planning, design services and coordination prior to, or on the event day, shall cease until any balance more than fourteen (14) days past due is paid in full. After any payment is fourteen (14) days past due, Sacred Romance Floral™ shall be entitled to terminate your Contracted Agreement immediately, and shall retain the Retainer Fee and any payments already tendered. If an Agreement is signed less than thirty (30) days from the event date, payment in full shall be due upon the signing of this Agreement and all payments shall be non-refundable.
PROCESSING FEE:
We accept Visa, MasterCard & American Express for payments towards our services. The Fee for Credit Card Payments is 4%. Should you choose to pay with check or cash, no additional charge will be required. Please discuss payment options with the Designer.
WHAT THE NEXT YEAR WILL LOOK LIKE/TIMELINE
_______ This is the timeline that Sacred Romance likes to run under. These are all and the only areas that apply to Sacred Romance.
10-12mo Prior - Request and Receive Quote/Estimate. Make 2-Edits. Compare to other potential Florists.
8mo - Hire Florist. Complete contract, receive invoice. Pay Deposit.
6mo - Meet with Sacred Romance in Person. Go over all details.
For 6mo - We will be going back and forth with ideas, making edits, deciding and finalizing details, site walks, flower choices, trip to flower mart if wanted/needed.
6 Weeks Prior - Schedule Final Payment + Final In-Person Sample meeting.
4 Weeks Prior - Have final In-Person Meeting. Pay remaining Balance.
1-2 Weeks Before - Finalize table/guest count + any small details. Confirm Photo + Delivery time. Make sure rental clause is current. Any last minute requests.
IMAGE RELEASE/MODEL RELEASE
_______ This contract serves as a model release giving Sacred Romance Floral the irrevocable right to use any and all photographs, taken at the event by Sacred Romance Floral and/or outside vendors, in all forms and in all media and in all manners, without any restriction as to changes or alteration, for advertising, trade, promotion, exhibition, or any other lawful purposes. Parties agree that Sacred Romance Floral may send photographers to photograph specific works of art created at locations specified throughout contract, unless otherwise discussed. Sacred Romance Floral may reproduce, publish, exhibit and otherwise use the images created hereunder, without specific identifications or persons or events (1) as samples of out work to be shown to perspective clients, either in photographic or electronic form, including our website, (2) for instructional purposes to be shared with aspiring florists and working photographers, and (3) for generic institutional purposes, including use in published interviews and competitions. Any such use shall be judicious and consistent with the highest standards of taste and judgment.Sacred Romance Floral can grant use of the images to third parties and all compensation for use and credit for the images remain the property of Sacred Romance Floral, Client waives any right to inspect or approve the photograph(s), finished version(s) incorporating the photograph(s), or the use to which it may be applied, including written copy that may be created and appear in connection therewith. This release is binding on the Client, their legal representative, heirs, and assigns.
PRODUCT AGREEMENT
_______Sacred Romance Floral Design uses only the best products available. Each item is carefully inspected to ensure freshness, longevity, and quality. In the rare occasion a product does not meet your full expectation upon delivery, Sacred Romance Floral Design will replace the specified piece(s) and refund you for the amount of the piece that did not meet your expectations. It is your responsibility to notify Sacred Romance Floral Design immediately if you notice something does not meet your expectations. The item(s) must be shown to Sacred Romance Floral Design within three (3) hours of delivery time in order to receive refund of that piece. Fresh flowers are subject to wilting or showing negative effects when the water isn't changed, when placed in a room with a temperature of 72 degrees or higher, or are subject to warm or cool drafts. In the event where arrangements are delivered incorrectly or are not what you expected Sacred Romance Floral Design will review the case and make a decision on what will be credited.
SUBSTITUTIONS:
Sacred Romance Floral Design reserves the right to make substitutions in the event the flowers received are not of the quality suitable for your wedding or special event. In this event, the integrity of the proposed color scheme will be maintained and flowers of equivalent value will be used. Sacred Romance Floral Design uses only the best products available. Each item is carefully inspected to ensure freshness, longevity, and quality. In the rare occasion a product does not meet your full expectation upon delivery, Sacred Romance Floral Design will replace the specified piece(s) and refund you for the amount of the piece that did not meet your expectations. It is your responsibility to notify Sacred Romance Floral Design immediately
if you notice something does not meet your expectations. The item(s) must be shown to Sacred Romance Floral Design within three (3) hours of delivery time in order to receive refund of that piece. Fresh flowers are subject to wilting or showing negative effects when the water isn't changed, when placed in a room with a temperature of 72 degrees or higher, or are subject to warm or cool drafts. In the event where arrangements are delivered incorrectly or are not what you expected Sacred Romance Floral Design will review the case and make a decision on what will be credited.
ARTISTIC LICENSE:
By commissioning Sacred Romance Floral Design to design and create floral pieces for your event, we are entrusting the artists and representatives to utilize their design skills and capabilities shown during consultations and other events. We entrust Sacred Romance Floral Design to choose all floral varieties, color schemes and textures that will best showcase the ideas for the event. By signing this agreement, we allow Sacred Romance Floral Design full Artistic License to create distinctive and unique floral pieces and table-scapes.
RENTALS
• Renter must have valid credit card kept on file with Sacred Romance Floral Design.
• The date and rental item(s) are not reserved until deposit and signed rental agreement are submitted to and received by Sacred Romance Floral Design.
• Renter is responsible for the item(s) following the event. Sacred Romance Floral Design does not assist in even clean up.
• Renter shall return item(s) within 7 days from the rental day date that appears on invoice. The renter will pay the item’s(s) full value if the item(s) are not returned within 7 days. The renter’s credit card on file will be charge. If you would like Sacred Romance to pick up items, a fee will incur.
• Invoice is to be paid in full prior to or at time of customer pick-up or Sacred Romance Floral Design delivery.
• The renter is responsible for loss or damage of item(s) and will pay for the cost of replacement or repair. This cost will be assessed within 5 days of return and presented in a separate invoice payable within 15 days. The replacement value of item(s) will be determined by age and condition at time of rental.
• There is no warranty that rented item(s) are free of defects.
• The renter agrees that Sacred Romance Floral Design holds no liability for any damage or injury caused by the use of rental item(s) to renter or any third party.
The renter assumes all risk of personal property damage or personal injury and if any accident involving Sacred Romance Floral Design’s rental item(s) has occurred while it is in renter’s possession, renter shall make Sacred Romance Floral Design aware by written statement of details of occurrence of event including police report and names and addresses of witnesses.
• $50 cleaning fee will be assessed if item(s) are returned with excessive dirt as determined by Sacred Romance Floral Design.
• All food service item(s) must be returned wiped free of food. A $100 fee will be charged if item(s) are not left in this condition.
• Returned checks will incur additional charges including but not exceeding all bank fees plus $15 processing fee.
• Refund requests must be made in writing, and will be responded to promptly by management. If item(s) is ordered and delivered but not used, no refund will be approved.
NOTE* Items must be returned clean, and ready for use. They must be transported correctly in boxes with padding. Sacred Romance will leave packing supplies for your use.
CUSTOMER PROVIDED ITEMS
_______Sacred romance holds items for our customers from vases to decor. Any items that Sacred Romance Floral Design comes into contact with or will be supplying must be signed off on to ensure no confusion on event day. Three (3) days prior to your event date, Sacred Romance Floral Design will send a copy of the packing slip for your approval. If any items that are not on the packing slip that should be, it is your responsibility to notify Sacred Romance Floral Design immediately. Client is reasonable for removing items from event venue. Sacred Romance Floral Design will leave a packing slip for your organization, but is no way responsible for any item left at the venue after the resolution of event. Sacred Romance Floral Design assumes responsibility of items ONLY during set up. Sacred Romance Floral Design assumes zero responsibility for damaged or lost items at or after the event. Items must be provided clean, and ready to use.
WEATHER
________ In the case of heavy wind or extreme heat, Sacred Romance will be limited. We do our best even in the harshest of conditions to get the job completed, but weather can be an issue. If we have planned to put tall glass vases in an outdoor setting and have high winds, we will have to adjust the plan. If altar is hit by direct and harsh sun, may not be able to reuse any of the display at reception. If reception area or ceremony site are under direct and harsh sunlight, Sacred Romance will not be able to set out centerpieces until the last second. Furthermore, in these conditions, even in adequate water, the arrangements may show signs of weather damage with sensitive flowers. We do our best to use all the tips, tricks, and products available to still achieve your ideal vision even in these conditions, and we will make you well aware of any red flags we see and keep you in the loop no matter what.
DURING PHOTOS/WEARING PRODUCT
_______ Photographers tend to start photos hours before the Wedding. We have seen photographers keep sensitive flowers out of water for hours leading up to ceremony time. The flowers are designed to only be out of water while you walk down the aisle, and a very short time at the reception. Even the most experienced and professional photogs have kept flowers out of water for far too long.
Vases will be kept on all the Bridal Parties seat as well as your vase on your Sweetheart table. Please keep bouquets in water as much as you can to avoid wilting.
Please remind your Groom and Groomsmen they are wearing delicate, real flowers on their lapels, need to be gentle on hugging.
ARTIFICIAL PRODUCT
________ In the case of too much heat, or flowers hanging on a chandelier that is very hot, artificial faux product may be used with your consent. This is something we try to stay away from, but its a floral secret in our industry. We use real touch and wax flowers. Again, we try to stay away from this, and have rarely done it, but in come cases is necessary. We incorporate fresh flowers with the faux anywhere that we can.
CANCELLATION OF SERVICES RENDERED; CANCELLATION OF SERVICES TO BE RENDERED
_______ In the unfortunate event that either Client individually or both Clients jointly decide to cancel or call off the event for any reason, or should Clients have a change of heart for any reason with respect to using Sacred Romance Floral’s™ services, an official notice of termination of the Agreement due to the cancellation of the event or change of heart must be given to Sacred Romance Floral™ in writing and the following terms shall apply: Sacred Romance Floral™ shall be entitled to retain the non-refundable, non-transferable Retainer Fee identified in the Agreement regardless of when such notice is given to Sacred Romance Floral, as well as any subsequent payments made by Clients prior to Sacred Romance Floral’s™ receipt of the notice of termination. If the notice of termination is received by Sacred Romance Floral less than ninety (90) days prior to the event date, Clients shall be responsible for fifty percent (50%) of the remaining balance of the Payments due, due to Sacred Romance Floral™ within five (5) business days of Sacred Romance Floral’s™ receipt of the written notice of termination. If the notice of termination is received by Sacred Romance Floral™ less than thirty (30) days prior to the event date, Client individually or Clients jointly shall be responsible for one hundred percent (100%) of the remaining balance of the Payments due, due to Sacred Romance Floral™ within five (5) business days of Sacred Romance Floral’s™ receipt of the written notice of termination. **The termination fees stated herein represent a reasonable estimate of the loss suffered by Sacred Romance Floral™ in the event of a termination of the Agreement due to a cancellation of the event or change of heart with respect to Sacred Romance Floral’s™ Services, as compensation for the decreasing likelihood of rebooking Client’s date upon such late notice and for Services already rendered by Sacred Romance Floral™ prior to the termination, and are not intended to be a penalty.**
***Cancellation due to the loss of life of the Client individually or one of the Clients jointly shall result in a full termination of the Agreement or Contract and reimbursement of tendered payments in full.***
FEES
________ Sacred Romance charges a Design Fee. This is to cover designs, time, in-person meetings, shopping, planning, correspondence, site walk(s), sample/preview meeting, final in person meeting, week of Staff/Florists, vehicle usage, and day of set up. 7.75% tax is also applied to everything but services. Delivery Fee is based on Mileage. A 4% Fee will be charged for Credit Card Payments. Hourly Fees with incur for Staff.