Effective Date:  01/05/2026  |  Last Updated:  01/05/2026

Welcome to Flower Haven Farm, a South African-based cut flower farm offering seasonal floral products, botanical items, on-farm experiences, and educational workshops and talks.

These Terms and Conditions (“Terms”) apply to all wedding, function and event customers, and are to be read in conjunction with the General Terms & Conditions on our website.  By accessing or using any of our wedding, function or event offerings, you agree to be bound by these Terms.

01.  Definitions

1. “We”, “Us”, “Farm” or “Our” refers to Flower Haven Farm, its owners, staff, and authorised representatives.
2. “You” or “Customer” refers to any person interacting with our business for a wedding, function or event.
3. “Services” include the supply of wedding, function and event related floral services and experiences.
4. “Products” refer to all floral items, botanical goods, and related merchandise provided for your wedding, function or event.

02. Scope of Services

We are a flower farm and farmer-florist. Our services include:

• Growing and supplying seasonal flowers
• Designing floral arrangements
• Delivering and/or setting up agreed floral elements

We are not:

• Event planners
• Decor stylists (beyond florals)
• Venue coordinators
• Hiring companies
• On-the-day event managers or MCs

Our role is strictly limited to the flowers and agreed floral setup only.

03. Seasonal Availability

All flowers are seasonally grown.  While we aim to meet preferences:

• Specific flower types and colours cannot be guaranteed
• Substitutions of equal or greater value may be made

Customers agree to trust our creative direction based on seasonal availability.  Where possible we do, when required, source in flowers which we do not have growing on the farm.

04. Quotation & Scope Agreement

Your quotation is based on:

• Confirmed floral items
• Agreed quantities
• Setup requirements discussed

Important:

• The quote defines the full scope of work
• Any additions, changes, or requests outside this scope will be requoted and charged separately
• Verbal or informal requests do not form part of the agreement unless confirmed in writing

05. Setup Fee – What It Covers

A setup fee is charged to cover:

• Time spent on-site
• Professional floral installation
• Transport, handling, and logistics
• Skilled labour and expertise
• Use of tools and equipment

This fee ensures we can operate sustainably and does not include:

• Styling non-floral elements
• Moving furniture
• Coordinating vendors
• General event assistance

06. Boundaries & Out-of-Scope Work

To maintain quality and fairness, we will not:

• Assist with venue setup unrelated to flowers
• Coordinate timelines or manage the event
• Act as planners, stylists, or troubleshooters
• Perform tasks outside agreed floral scope

If additional requests arise on the day:

• We reserve the right to decline
• Or proceed at an additional charge (if feasible)

07. Customer’s Responsibilities

The customer (or appointed representative) must:

• Be available (or assign someone) on setup day
• Provide clear access to the venue
• Ensure all non-floral setup is completed before our arrival
• Communicate final placement instructions in advance

08. Assistance Requirement

For larger or more complex installations, the customer must provide able-bodied assistance if requested.  This includes help with:

• Carrying items
• Accessing difficult areas
• Supporting installation logistics

If no assistance is provided:

👉 Additional labour/setup fees will be charged
👉 Delays or reduced scope may occur

09. Timing & Delays

Setup times will be agreed in advance.  Delays caused by:

• Venue access issues
• Incomplete setup
• Lack of assistance

…may result in:

• Additional charges
• Reduced installation scope

10. Changes & Additions

All changes must be made in writing.

• Late changes may not be accommodated
• Additional items will be quoted separately
• Last-minute requests may incur rush fees

11. Ownership & Hire Items

Unless otherwise agreed:

• All hired items (vases, stands, structures) remain our property

These must be:

• Left in a designated collection area
• Not removed from the venue
• Damages or losses will be charged accordingly

12. Pricing & Sustainability

Our pricing reflects:

• Seasonal farming costs
• Skilled floral design
• Time and labour
• Logistics and setup

We do not:

• Discount by reducing quality
• Provide unpaid labour
• Absorb additional work outside agreed scope

This ensures we can continue operating a sustainable, high-quality flower business.

13. Acceptance of Terms

By accepting our quotation, you, the customer confirms that you:

• Understand the scope of floral services
• Accept the boundaries outlined above
• Agree to additional charges if scope changes
• Acknowledge that we are flower providers, not event coordinators

“We are passionate about creating beautiful floral experiences, but we are equally committed to protecting the sustainability of our business. Respecting the agreed scope ensures we can deliver exceptional flowers without compromising quality or fairness.”