Terms & Conditions

In choosing to rent our product, you agree to the following terms and conditions:

Payments: We offer 2 payment options: Payment in full upfront, or split into installments using SHOP PAY via our website host, Shopify.

Disclaimer: In choosing to rent our floral arrangements, you understand that although some of these flowers may accurately mimic real flowers, and are named after real flowers, some of them are in fact artificial, and therefore only resemble the real flower after which they are named, or to which they refer.

Any balance due must be paid in full at least 30 days prior to the wedding/event. If the balance payment is not submitted by this deadline, flowers and decor will not be ordered, and this contract will be terminated at Oak City Blooms' discretion. If Oak City Blooms determines that the contract can still be fulfilled after this date and the customer wishes to continue with the rental, a 10% fee will be added to the balance due for each period of 7 days that the balance is late. Any extraordinary costs incurred due to the late receipt of payment (e.g. express shipping of artificial flowers in colors requested by the client, etc.) will be passed on to the customer.

Any requests for additions to the product, received fewer than 30 days prior to the wedding/event, will be accepted up to 7 days prior to the wedding/event and must be paid for in full within 24 hours of our receipt of your request. No guarantee is given that the same flowers will be available, and pricing will be determined based on the products that are available within the timeframe. Color and style will be matched as closely as possible.

Substitutions: Oak City Blooms reserves the right to make substitutions in the event that the flowers or decor received are not of sufficient quality. The integrity of the proposed look and color scheme will be maintained and flowers of equivalent value will be used.

Oak City Blooms will inform you if a dyed flower is being used, and we will not be held liable for any staining to any garments or linens that may occur as a result of their use.

At the time of the initial payment, adjustments can still be made to the invoice. Large additions and subtractions are accepted up until the balance is paid in full. Oak City Blooms requires a guaranteed minimum payment of 85% of the original proposal, regardless of any subtractions made. Any liability on the part of Oak City Blooms is limited to a refund of monies paid by the customer, minus the retainer fee.

Due to fluctuating flower prices, price increases may occur and will be passed onto the customer if their rental includes fresh flowers (such as aisle flowers). The customer will be notified as soon as Oak City Blooms is made aware of these increases. Oak City Blooms will send the customer an invoice for the additional cost. This payment must be received 14 days prior to the event date.

The rental price for each item is for 1 setup/location only. In other words, the price paid by the customer covers our movers and/or designer setting up the item once, at one location. Additional fees will apply if the desired rental item is to be moved from the ceremony to the reception, or anywhere else. If the customer requires that any item be moved from the ceremony, to the reception, or anywhere else, then an additional moving and setup fee will be required. Our arches, arbors, pillars, and backdrops are very large and do not fit through normal doorways. Some of them have to be disassembled, which will require our movers and/or designer to remove the florals, disassemble the item, transport it to the new location, then reassemble the structure and re-apply the florals. Some items that do not need to be taken apart are still not easily moveable, like our urns, columns, flower wall, etc. We require our own team to move any items.  This is due to insurance, which will not cover anyone outside our team or an industry professional to handle our items.  The customer must obtain prior approval from Oak City Blooms if anyone outside of our team will be moving any of our rental items.

All orders include delivery within 45 miles of the Oak City Bloom warehouse in Raleigh, NC (27615), as well as setup of the rental item(s) on site, and pickup, provided that the pickup time is no later than 9:00 PM. Pickups past 9:00 PM will incur an additional fee. The delivery cost for orders outside of 45 miles is typically $3.50/mile for both round-trips (delivery and pickup). The exact amount due will be determined based on the exact location and whether or not the desired rental item(s) require setup by our movers and/or designer. Various factors are considered in calculating the delivery and setup fee, including distance, modes of transportation (e.g. ferry trips), and whether a loading dock and/or freight elevator is available at the customer's chosen venue. Oak City Blooms will provide an accurate quote via email upon the customer's request.

Any pickups past 9:00 PM are subject to a late-night retrieval fee, per the fee structure below:

9:30 PM: $50

10:00 PM: $100

10:30 PM: $150

11:00 PM: $200

11:30 PM: $250

12:00 AM: $300

 Product Handling:

No rental items may be left outdoors overnight, including the arbors, arches, floral pillars, aisle flowers, urns, flower walls, or backdrops of any kind, as well as any individual floral arrangements.

Rental items cannot be left out in the rain, as damage WILL result. If there is rain coming and the arch is outdoors, we must be notified so that we can come and move or retrieve the arch early. We will also inquire about the customer's rain plan prior to setting up our rentals, in the event that an outdoor ceremony is planned on a day when precipitation is likely.

No one is allowed to transport, take down, or move our products without prior written approval.

No one (not even a professional event florist) is allowed to modify our rentals in ANY way. This includes removing flowers or foliage from our rentals, and/or adding flowers or foliage, or any other decorative elements. Our rentals are offered as is. ONLY the Oak City Blooms team is permitted to modify the rentals.

Damages:

In the event that Oak City Blooms arrives on site and any of the arches, pillars, aisle flowers, urns, or other backdrops (e.g. flower walls) have a) been moved to another area by someone other than Oak City Blooms’ team without prior permission, b) been knocked over to the ground, c) become broken, or d) have been visibly tampered with (including having flowers removed or added), a non-refundable fee of $500 will be incurred by the client.

Beyond natural wear, any loss of our product during its rental period (as a result of theft or irrevocable damage) will be charged to the customer in the amount of twice (2 times) the original rental price of the item.

The customer is responsible for the rented items from time of possession to time of retrieval. Client assumes entire risk of loss, regardless of cause. If the rented items are lost, stolen, or damaged, the client will pay all costs of replacement or repair. These replacement/repair costs will be solely determined by Oak City Blooms.

The customer is responsible for notifying all their vendors that the floral arrangements are rentals. This includes the venue staff and anyone else in charge of moving tables or chairs, or otherwise helping with setup (including family and friends). Please inform them that Oak City Blooms will tear down all of our own rentals, at the agreed-upon time.

If a rental item cannot be retrieved within the agreed-upon rental period, e.g. because of lockout or other unexpected venue closure, the client will be charged 3 (three) times the rental cost of the item and the client will be allowed to keep the item.

Design Cohesion:

Details regarding the customer's overall wedding decor must be communicated to Oak City Blooms to preserve the coherence of the wedding/event design. Any decor for the wedding/event not provided by Oak City Blooms is not guaranteed by Oak City Blooms, even in cases where items belonging to Oak City Blooms' have been integrated with those belonging to the venue and/or other wedding vendors contracted by the customer. In such cases, any alterations deemed necessary will be made to preserve design coherence, and Oak City Blooms will remain blameless.

Venue and Location Limitations:

Oak City Blooms is limited by the rules and guidelines of the relevant event location(s) and site management. Negotiation with the officials for moderation of guidelines is the responsibility of the customer; Oak City Blooms will offer technical recommendations only. Reimbursements will not be made for unused items as a result of venue limitations not communicated to Oak City Blooms.

Cancellations: 

We require a 90-day notice of the customer's intent to cancel the rental agreement; otherwise no monies whatsoever will be refunded. In the event of a war, fire, tragedy, pandemic, natural disaster, or other emergencies within 90 days of your wedding/event, we will move the retainer free of charge to another date, provided that the rescheduled date is no more than one calendar year past the original event date.

Retainers will not be refunded in full. Any refund will exclude the payment processing fees, as well as any time we spent in communication with the customer, the opportunity cost of turning away other bookings for that same rental item for the customer's event date, the time spent forming the proposal, any time spent working on event preparations, fees charged by our banking institution for refunds, and any fees associated with making the desired rental item available for the customer to rent online.

Our Right to Cancel:

Oak City Blooms reserves the right to cancel this contract if at any time Oak City Blooms feels that our obligations cannot be met. Oak City Blooms will credit the amount paid, minus any actual costs incurred up to the point at which Oak City Blooms informs the customer of the contract termination.

Arbitration:

Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration Rules [including the Optional Rules for Emergency Measures of Protection]. The arbitration hearing shall take place in Raleigh, NC, before a single arbitrator. Judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof.