Terms & Conditions

Last Updated: July 2026

These Terms & Conditions form the agreement between The Botanic Studio ("we", "our", "us") and the person(s) making the booking ("the Client", "you", "your"). By paying the booking fee, you acknowledge that you have read, understood and accepted these Terms & Conditions.

1. Booking Your Wedding

1.1 A booking is confirmed only when:

• A £100 non refundable booking fee has been paid.
• We have confirmed acceptance of your booking in writing.

1.2 Your booking fee secures your wedding date and covers the time spent creating quotations, design concepts, consultations, administration and reserving space within our wedding diary.

1.3 The booking fee also becomes a deposit for any hire items and is only refunded after the wedding. It is non refundable should you cancel your booking.

1.4 Wedding dates cannot be reserved without payment of the booking fee.

1.5 All quotations remain valid for 14 days from the date issued unless otherwise stated.

1.6 After 14 days, we reserve the right to amend prices or availability without notice.

2. Quotations & Pricing

2.1 All quotations are individually prepared based upon your requirements at the time of enquiry.

2.2 Due to seasonal availability, wholesale flower prices and market conditions, quotations may be amended before your booking is confirmed.

2.3 Once your booking has been confirmed, the agreed floral order may only be reduced by a maximum of 10% of the original quoted value.

2.4 Additional flowers or hire items may be added to your order at any time, subject to availability.

2.5 Any additions requested after the final consultation may be subject to availability and additional administration charges where appropriate.

3. Consultations & Design

3.1 Your quotation includes reasonable consultations required to plan your wedding flowers.

3.2 Final design details should normally be agreed no later than six weeks before your wedding.

3.3 Inspiration photographs are welcomed and used as guidance only. Every arrangement created by The Botanic Studio is individually designed and no arrangement can be replicated exactly.

3.4 We reserve the right to make design adjustments where necessary to ensure the best possible finished result whilst remaining faithful to the agreed style, colour palette and overall design.

3.5 All floral proposals, mood boards, design concepts, sketches, photographs and written quotations remain the intellectual property of The Botanic Studio and may not be reproduced or used by another florist or supplier.

4. Flower Availability & Substitutions

4.1 Flowers are natural products and remain subject to seasonal availability, weather conditions, crop quality and international supply.

4.2 Whilst every effort will be made to source the varieties discussed during your consultation, we cannot guarantee the availability of specific flower varieties.

4.3 Where substitutions become necessary, we reserve the right to replace flowers with blooms of an equal or higher quality, style and value while maintaining the agreed overall colour palette and design.

4.4 Any substitutions made will always be chosen to preserve the overall appearance and quality of your wedding flowers.

5. Exclusivity of Floral Supply

5.1 The Botanic Studio is commissioned to provide the floral styling for your wedding.

5.2 To protect the quality, consistency and reputation of our work, flowers supplied by supermarkets, wholesalers, online retailers, family members, friends, venue stylists, cake makers, another florist or any third party must not be incorporated into or displayed alongside our floral designs unless agreed by us in writing before the wedding.

5.3 This includes, but is not limited to:

• Bridal flowers
• Ceremony flowers
• Reception flowers
• Cake flowers
• Table flowers
• Floral arches
• Floral meadows
• Bud vases
• Venue dressing containing fresh flowers

5.4 Should this condition be breached, The Botanic Studio reserves the right to withdraw from the booking or remove our floral designs from the venue without refund if the breach significantly affects our professional reputation or the agreed design.

6. Payments

6.1 The £100 booking fee is payable at the time of booking and is non refundable until after the wedding once we have all our hire items back.

6.2 The remaining balance is due no later than 28 days before your wedding date.

6.3 An invoice showing the outstanding balance will normally be issued approximately six weeks before your wedding.

6.4 Payments may be made by bank transfer or any other payment method agreed by The Botanic Studio.

6.5 If full payment has not been received by the due date, we reserve the right to suspend work on your order and, if necessary, cancel your booking. In these circumstances, any monies already paid will be retained to cover work undertaken and losses incurred.

6.6 We are under no obligation to order flowers, purchase sundries or commence preparation until payments have been received in accordance with these Terms & Conditions.

7. Changes to Your Order

7.1 We understand that wedding plans can evolve, and we will always do our best to accommodate reasonable changes.

7.2 Requests to increase your order are welcomed wherever possible and remain subject to flower availability and our workload.

7.3 Requests to reduce your order after booking are limited to a maximum reduction of 10% of the original quoted value.

7.4 Significant changes requested within 28 days of the wedding may not be possible due to flowers already having been ordered or prepared.

7.5 Any agreed amendments may result in a revised quotation.

8. Postponements

8.1 If you choose to postpone your wedding, we will make every reasonable effort to transfer your booking to the new date.

8.2 Transfer of your booking cannot be guaranteed and will depend upon our availability.

8.3 If we are unavailable on your new wedding date, your postponement will be treated as a cancellation under Clause 9.

8.4 Where a wedding is postponed into a different calendar year, a revised quotation may be necessary to reflect increases in wholesale flower prices, supplier costs, transport costs and general operating expenses.

8.5 Any payments already received will be transferred to the new booking where applicable.

9. Cancellations

9.1 All cancellations must be confirmed in writing.

9.2 The booking fee is non refundable.

9.3 If cancellation occurs after flowers, containers or sundries have been specially ordered for your wedding, these costs remain payable.

9.4 If cancellation takes place within 28 days of your wedding, the full balance may become payable where flowers have already been purchased, work has commenced or losses have been incurred.

9.5 We strongly recommend that all couples arrange suitable wedding insurance to protect themselves against unforeseen circumstances.

10. Delivery & Venue Access

10.1 Delivery times will be agreed before your wedding wherever possible.

10.2 It is your responsibility to ensure that the delivery address, venue details and contact information are accurate.

10.3 We cannot accept responsibility for delays caused by incorrect information supplied to us, road closures, severe weather, venue restrictions or circumstances beyond our reasonable control.

10.4 Safe and reasonable access to all delivery locations must be provided.

10.5 If venue access is delayed or restricted, additional charges may apply where our staff are required to wait or make additional journeys.

10.6 Bridal flowers will normally be delivered approximately two hours before your ceremony unless otherwise agreed.

11. Collection of Hire Items

11.1 Many of our containers, stands, plinths, candle holders and decorative items are supplied on a hire basis.

11.2 Hire items remain the property of The Botanic Studio at all times.

11.3 Collection arrangements will be agreed before your wedding.

11.4 Clients are responsible for ensuring that hired items remain available for collection at the agreed time.

11.5 If additional journeys are required because hire items are unavailable, an additional collection charge may apply.

11.6 Any hired item that is lost, damaged beyond normal wear, broken or not returned will be charged at its full replacement value.

11.7 Fresh flowers remain the property of the Client unless displayed within hired containers that belong to The Botanic Studio.

12. Candles & Venue Safety

12.1 The Botanic Studio accepts no responsibility for the lighting, supervision or extinguishing of candles after installation.

12.2 Where candles are incorporated into a floral display, responsibility passes to the venue once installation has been completed.

12.3 Clients must ensure that their venue permits the use of naked flames.

12.4 We reserve the right to refuse installation of candles where we believe doing so would present an unacceptable safety risk.

13. Fresh Flowers

13.1 Fresh flowers are natural products and, with proper care, should remain beautiful throughout your wedding day.

13.2 Once flowers have been delivered and accepted, their condition may be affected by factors beyond our control, including high temperatures, direct sunlight, strong winds, heavy rain, lack of water, frost, excessive handling or unsuitable storage.

13.3 We cannot accept responsibility for deterioration caused by environmental conditions, venue temperatures or the manner in which flowers are handled after delivery.

13.4 Care instructions provided by The Botanic Studio should be followed wherever possible.

14. Installation & Responsibility

14.1 Responsibility for all floral arrangements transfers to the Client upon delivery and completion of installation.

14.2 Where arrangements remain in hired containers, ownership of the containers remains with The Botanic Studio.

14.3 We cannot accept responsibility for damage caused by guests, venue staff, contractors or third parties once installation has been completed.

14.4 Any floral arrangements moved by persons other than The Botanic Studio are moved entirely at the Client's own risk.

15. Photography & Marketing

15.1 We love sharing our work and may photograph your flowers before, during or after installation.

15.2 We may also use professional photographs supplied by your photographer or venue, where permission has been granted, for our website, brochures, advertising and social media.

15.3 By booking The Botanic Studio, you grant permission for photographs of our floral designs to be used for promotional purposes.

15.4 We will never publish personal contact details or sensitive information without your permission.

16. Complaints

16.1 We sincerely hope you will be delighted with your wedding flowers.

16.2 Any concerns regarding the quality or condition of your flowers should be reported to us as soon as reasonably possible and, wherever practical, within two hours of delivery so that we have the opportunity to investigate and, where appropriate, resolve the matter.

16.3 We cannot accept responsibility for concerns reported after flowers have been altered, moved, dismantled or disposed of.

17. Limitation of Liability

17.1 Our liability shall be limited to the total value of the goods and services supplied under the booking.

17.2 We shall not be liable for indirect or consequential losses, including but not limited to loss of enjoyment, accommodation costs, travel expenses or other financial losses arising from circumstances beyond our reasonable control.

17.3 Nothing within these Terms & Conditions limits or excludes liability where it would be unlawful to do so under English law.

18. Circumstances Beyond Our Control

18.1 We shall not be held responsible for delays or failure to perform our obligations where caused by circumstances beyond our reasonable control.

18.2 Such circumstances may include, but are not limited to:

• Severe weather
• Road closures or major traffic incidents
• Fire or flood
• Industrial action
• Government restrictions
• Supplier failure
• Widespread flower shortages
• Natural disasters
• Serious illness or family emergency affecting key members of The Botanic Studio

18.3 Where such circumstances arise, we will make every reasonable effort to minimise disruption and fulfil our obligations.

19. Privacy

19.1 Personal information provided by you will be used solely for the administration of your booking and the services requested.

19.2 We will process and store your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

19.3 Your information will never be sold to third parties.

19.4 Where necessary, limited information may be shared with venues or trusted suppliers solely for the purpose of delivering your wedding flowers.

20. Governing Law

20.1 These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

20.2 Any disputes arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

21. Acceptance

21.1 Payment of the booking fee confirms that you have read, understood and accepted these Terms & Conditions.

21.2 These Terms & Conditions form the entire agreement between The Botanic Studio and the Client and supersede any previous discussions, quotations or correspondence relating to the booking.

21.3 Any variation to these Terms & Conditions must be agreed in writing by The Botanic Studio.

Contact Details

The Botanic Studio

Website: www.botanicstudio.co.uk

Email: sarah@botanicstudio.co.uk

Telephone: 07738 687 171