Terms and Conditions
Last Updated: January 2025
Effective Date: January 2025
These Terms and Conditions govern your use of the Velvet & Vine website and decoration services. By accessing or using our services, you agree to be bound by these Terms.
1. Definitions
- "Service" refers to banquet decoration services provided by Velvet & Vine
- "Client" means any person or organization requesting our services
- "Installation" includes delivery, setup, and placement of decorative elements
- "Materials" includes flowers, plants, preserved botanicals, and decorative items
- "Venue" refers to the location where services are performed
- "Agreement" means these Terms and Conditions plus any signed proposals
2. Service Scope
Our decoration services include:
- Initial consultation and design proposals
- Material sourcing and preparation
- Venue assessment and installation planning
- Professional installation at agreed date and time
- Post-event removal and cleanup (unless arrangements are made for client retention)
- Coordination with venue staff and other vendors as needed
Services are provided for events including weddings, corporate functions, celebrations, and other special occasions.
3. Booking and Payment Terms
Booking Process:
- Services are booked through signed proposals and deposit payment
- Dates are held for 7 days pending deposit receipt
- Proposals remain valid for 30 days from issuance
Payment Schedule:
- 50% deposit required to confirm booking
- Remaining balance due 14 days before event date
- Late payment may result in service cancellation
- Accepted payment methods: credit card, bank transfer, certified cheque
Price Adjustments:
- Quoted prices are valid for 30 days
- Material price increases may necessitate quote adjustments
- Significant design changes may incur additional costs
- Clients will be notified of any price changes before proceeding
4. Cancellation and Refund Policy
Client Cancellations:
- More than 60 days before event: 50% deposit refund
- 30-60 days before event: 25% deposit refund
- Less than 30 days before event: No refund
- Cancellations must be submitted in writing via email
Date Changes:
- Date changes requested more than 60 days prior: no fee
- Date changes within 60 days: subject to availability and $200 rescheduling fee
- Multiple date changes may incur additional fees
Force Majeure:
In cases of events beyond our control (severe weather, natural disasters, pandemic restrictions), we will work with clients to reschedule or provide alternative arrangements. Deposits may be transferred to new dates or refunded at our discretion.
5. Material Availability and Substitutions
- Fresh floral availability depends on seasonal factors and supplier conditions
- We reserve the right to substitute materials of equal or greater value if specified items become unavailable
- Significant substitutions will be discussed with clients when possible
- Color palettes and overall design aesthetic will be maintained
- Preserved materials generally have more predictable availability
6. Venue Access and Requirements
Clients are responsible for:
- Arranging and confirming venue access at agreed installation times
- Communicating venue restrictions and requirements to us
- Obtaining necessary venue permissions for our installations
- Ensuring adequate parking or loading access for our vehicles
- Providing accurate venue measurements and layout information
- Coordinating with venue staff regarding our arrival and setup
Installation delays due to venue access issues may result in additional fees.
7. Liability and Insurance
Our Liability:
- We maintain comprehensive liability insurance for our operations
- We are responsible for damages caused by our negligence during installation
- Our liability is limited to the service fee paid for the specific event
- We are not liable for damages caused by venue conditions or third parties
Client Responsibilities:
- Clients are responsible for arrangements after installation is complete
- We are not liable for damage to decorations caused by guests or venue staff
- Fresh florals naturally wilt over time; this is not a defect
- Clients must ensure venue conditions (temperature, ventilation) are appropriate
Disclaimer:
Services are provided without warranty of specific outcomes. We use reasonable skill and care but cannot guarantee results beyond our direct control.
8. Photography and Marketing
- We may photograph our work for portfolio and marketing purposes
- Clients who prefer their event not be photographed must notify us in writing
- We will not share client names or personal details without permission
- Professional event photos may be shared with credit to photographers
- Clients may share photos of our work on social media
9. Ownership and Rental Terms
Fresh Floral Arrangements:
- Fresh arrangements are provided for single-use at the event
- Post-event donation coordination available for qualifying organizations
- Clients may arrange guest takeaway with advance notice
Preserved Arrangements:
- Available for rental or purchase
- Purchase price includes all materials and design
- Rental items must be returned within agreed timeframe
- Damage to rental items results in repair or replacement charges
Decorative Elements:
Containers, stands, and structural elements remain our property unless specifically included in purchase agreements.
10. Intellectual Property
- Design concepts and proposals remain our intellectual property
- Clients may not share designs with competing decorators
- We reserve the right to decline projects that copy our existing work
- Inspiration images provided by clients should be used as reference only
11. Dispute Resolution
In the event of disputes:
- Initial Contact: Contact us within 7 days of the event with concerns
- Good Faith Discussion: We will attempt to resolve issues through direct communication
- Mediation: Unresolved disputes may proceed to mediation
- Governing Law: These terms are governed by the laws of Ontario, Canada
- Jurisdiction: Disputes will be resolved in Toronto, Ontario courts
12. Termination
We reserve the right to terminate service agreements if:
- Payments are not received according to schedule
- Client provides false or misleading information
- Client engages in abusive behavior toward our staff
- Venue denies necessary access or permissions
- Project requirements become unsafe or impractical
Upon termination by us, deposits will be refunded minus any costs already incurred.
13. Changes to Terms
We may update these Terms periodically to reflect changes in our practices or legal requirements. Updated terms will be posted on our website with a new "Last Updated" date. Services booked before changes take effect will be governed by the terms in place at booking time.
14. General Provisions
- Entire Agreement: These Terms plus signed proposals constitute the complete agreement
- Severability: Invalid provisions do not affect the remainder of the agreement
- No Waiver: Failure to enforce any term does not waive our right to enforce it later
- Assignment: Clients may not transfer their agreement without our written consent
- Notices: Official notices must be sent to registered email addresses
- Language: In case of translation disputes, the English version prevails
Contact Information
For questions about these Terms, contact us at:
Velvet & Vine
267 King Street East
Toronto, ON M5A 1K2
Email: [email protected]
Phone: +1 (416) 583-9274