Terms and Conditions (The Contract)

Chaya Floral Design – Rental Terms & Conditions

By placing an order on this website and renting our faux floral arrangements, you agree to the following terms and conditions.

This website and rental service are operated by Chaya Floral Design (“we”, “us”, “our”, “The Vendor”).
By using our site or booking our Services, you agree to these Terms & Conditions and our Privacy Policy.

Our designs use high-quality faux (artificial) florals that are made to look like real flowers.
Names like “roses”, “hydrangea”, “baby’s breath”, etc. are for style reference only; the flowers are not fresh.

Two payment options:
- Payment in full – required if your event is within 14 days.
- 2 installments – 50% now, 50% later.
The 50% retainer:
- Is part of your total (not an extra fee).
- Non-refundable in all cases.
- Reserves your event date and rental items.
Remaining balance (if in installments) is due 90 days after booking or 14 days before the event, whichever comes first.

Order changes (add, remove, adjust items):
- Allowed up to 7 days before your event, subject to availability.
- Minimum charge is 85% of your original order (before tax).
Cancellation policy:
- If you cancel 90+ days before your event:
  - All payments except the 50% retainer and payment processing fees are refundable.
- If you cancel within 90 days of your event:
  - No refunds (florals, staff, and schedule have already been reserved/prepared for your date).

To request changes or cancellation, email: info@chayafloral.com.

If your event must be moved due to events beyond anyone’s control
(e.g. severe weather, natural disaster, major government restrictions, etc.),
and it is within 90 days of your event, we will:
- Transfer your retainer to a new date at no extra charge,
- If the new date is available.
If the new requested date is not available, no refund will be given for the original date.
Some costs already incurred for your original date (such as custom work or purchased items) may not be refundable or transferable.

All items are rentals, not purchases, and remain the property of Chaya Floral Design.
Once we have installed the florals:
- Do not move, alter, or add/remove flowers yourself.
- Only our team (or an approved coordinator for specific items) may move certain pieces.
Normal wear and tear is expected, but:
- You must take reasonable care (watch for candles, children, wind, guests bumping into items, etc.).

You are responsible for the rental items from set-up until tear-down/collection.
If items are:
- Lost, missing, or stolen
- Broken, heavily damaged, or altered
  you agree to pay replacement or repair costs, determined by Chaya Floral Design.
If any item is missing or damaged beyond simple repair, a replacement fee of up to 4× the rental price per item may apply.
If arches, pillars, or backdrops are:
- Moved without permission
- Knocked over, tampered with, or damaged
  a non-refundable $500 USD fee may be charged.
A temporary damage/security hold of $500 USD may be placed on your card 1 day before your event and released after items are returned in good condition (usually within 7–10 business days, subject to your bank).

For outdoor events, you are responsible for having a weather backup plan (tent/indoor option).
Our florals cannot be exposed to rain, severe wind, hail, or snow.
If bad weather begins after set-up, it is your or your planner’s responsibility to protect/move the florals.
If it is unsafe to install outdoors at the time of our arrival, we may:
- Delay set-up, or
- Leave florals in a sheltered location for your coordinator.
If you request us to tear down and re-install arches/pillars at a different spot at the same address due to weather, an additional fee (e.g. $250 USD + tax) will apply.
No refunds are given once florals have been delivered to the venue.

Our team:
- Delivers, installs, and later tears down all of our own rental items.
- May have up to 4 team members present for set-up/teardown.
We do not:
- Move or supply other decor (non-Chaya Floral Design items) unless agreed as a courtesy, and we are not liable for damage to those items.
Teardown time:
- Is selected at checkout, and you must ensure your venue and planner know when we are returning.
- If the venue delays or blocks our teardown (e.g. loading dock not open), a late teardown fee may apply.
Rentals may not be:
- Moved to another address,
- Loaded into a vehicle by anyone other than our team,
  without prior written approval from Chaya Floral Design.

You agree that Chaya Floral Design may use photos or videos of our florals at your event
(including images shared with us or captured by us) for marketing, portfolio, and social media purposes.

By booking, you agree:
- Not to hold Chaya Floral Design or its staff responsible for any injury or property damage related to the rentals, including but not limited to guests bumping into installations, décor being knocked over, or how the venue handles the space.
- To take reasonable steps to keep the area around florals safe and clear.
Our total liability is limited to the amount you paid for our Services, to the maximum extent permitted by law.
These Terms & Conditions are governed by the laws of the Commonwealth of Virginia, USA.

We may update these Terms & Conditions from time to time.
The version posted on this page at the time of your booking is the version that applies to your order.
Continuing to use our site or services after updates means you accept the updated terms.

If you have any questions about these Terms & Conditions, please contact:
Chaya Floral Design
📧 info@chayafloral.com