Terms and Conditions

At Vintage Gathering we always strive to give you the best service possible. Our Terms & Conditions cover all aspects of our service to avoid any disputes or misunderstandings regarding our wedding flower & hire contracts. You are welcome to email info@vintage-gathering.co.uk to ask any questions regarding our T&Cs.

Quotation, Booking Fee and Payment

•A quotation for the cost of your wedding or event decor will be sent to you after the initial consultation.

•Quotes are valid for 7 days.

•We charge a non-refundable booking fee of 25% of the total quoted price. This books your wedding date with us. (No wedding or event is booked until the booking fee has been paid).

•If, for any reason you decide to cancel your wedding or event this deposit is non-refundable, if you decide to postpone your wedding we will hold your deposit until your wedding goes ahead.

•Payment of the booking fee is an acknowledgement of Terms and Conditions and both parties will be bound by these terms and conditions.

•The remainder of your wedding or event decor cost is payable 1 month prior to your wedding date.

•Payment is accepted by direct payment via internet banking or Paypal.

•Vintage Gathering reserves the right to cancel any wedding or event decor , if payment is not made by this date. We are not obliged to offer any compensation for inconvenience caused.

•No items will be ordered if the final payment has not been made 2 weeks prior to the wedding date and the order will be cancelled.

•Prices quoted will take into consideration a premium for weddings occurring over Valentine’s Day, Mother’s Day weekend, Christmas and New Year and any public / bank holiday.

•If after your final payment has been received you choose to reduce the total cost of the wedding or event decor order you will only be refunded 50% of the cancelled items. As we will be unlikely to take a booking of value so close to an event date and may have turned work away due to the original intended workload.

•If after your final payment has been received any of the flowers are not available or have risen in price by more than 100% Vintage Gathering reserves the right to choose replacement but comparable flowers or you are able to pay for the increase in price which is out with the control of Vintage Gathering due to market fluctuation. You will be notified of this at the time of ordering 1-2 weeks prior to your event/wedding.

Cancellations & Postponements

•Any cancellations made after the booking fee is paid and before 30 days of the event: No booking fee refundable

•Any cancellations made between 30 days but prior to 14 days before booked event: No booking fee refundable and 50% of the final balance will be refunded

•Any cancellations within 14 days of the booked event: No refund

• Postponements- if for any reason you need to postpone your wedding or event we will do everything possible to try to accommodate your new date. You will not lose your deposit unless you choose a date where we are fully booked and cannot accommodate your event (unless the Covid-19 rule below applies).

• Covid-19 – If you have to cancel your wedding because the area in which your wedding is taking place is under lock-down and no wedding receptions are permitted by law then you will receive a refund of your booking fee minus 20% for admin costs. If you choose to cancel your wedding or postpone to a date that we cannot accommodate when there are no laws in place stating that wedding receptions cannot go ahead then we cannot refund your non-refundable booking fee.


Damages or Missing Items

•Charges will be made for any items that are damaged or dirty beyond fair wear and tear or anything that is missing when we come to collect the items. Replacement of goods is charged at the current purchase price.  It is the customer’s responsibility to reclaim any of these costs from the venue if the venue was at fault.

•Removal of all flowers from the venue is your responsibility unless previously arranged and included in your quote.

• Customers are permitted to use real candles, however due care and attention must be taken to use candles safely and responsibly and any burns and wax damage to the hired items will incur a charge based on the level of damage.


•All wedding consultations will be made by appointment only.

•The initial consultation is complimentary.

•Once your wedding date is booked Vintage Gathering is available for contact by phone and email at any stage to answer any questions and queries you may have.

•Additional consultations in person are chargeable to cover time and travel.

•Wedding flowers are ordered approximately ten to fourteen days before your wedding date, dependent on type of flowers chosen.

•You will not be allowed to make any significant changes after this order has been placed without additional fees.

Flower Availability

•As fresh flowers and foliage are living products, there are occasions when particular varieties may be unavailable. Whilst every effort is made to source products accordingly, sometimes I am unable to obtain a particular type of flower.

•All fresh flowers and foliage are subject to availability and stringent quality checks; as such Vintage Gathering reserves the right to use a similar flower in place of the previously chosen flower.

Personal Information

•When you place an order with us or make an online enquiry we gather certain information which you submit, including an address and contact details that we require to action your request. We will not sell, lend or disclose your information to any third party.


•Vintage Gathering reserves the right to take photographs of flowers and the setting prior to the wedding which may be used for promotional purposes after the ceremony has taken place.

•Where possible Vintage Gathering will use professional images of your flowers on social media and business website with full credit given to your photographer.

Delivery and Set Up

•Delivery is charged at 45p per mile and an hourly rate for return journey time.

•Set up at the venue will be calculated on an hourly rate.

•Both of these costs will be detailed in your quote.

•You are welcome to arrange pick up of the items but once they leave our premises you are wholly responsible for them and must sign to accept this.

•Deliveries will need to be signed for.

•Please check the flowers carefully and ensure any discrepancies are communicated to us within 30 minutes of delivery.

•You must keep flowers where possible out of direct sunlight, sources of heat and accept that they should not be roughly handled prior to the wedding.

•Any discrepancies in expectations of the flowers must be communicated to Vintage Gathering within the delivery window of 30 minutes or no further responsibility can be accepted by us.

Disclaimer- Ill health, Acts of God or adverse weather conditions

•Whilst we agree to use our reasonable endeavours to ensure that the Vintage Gathering’s service is fully operational and error-free we cannot guarantee this.

•Acts of God, sudden ill health and adverse weather conditions may affect our ability to deliver to your wedding venue.

•However, in cases of adverse weather we will remain in contact with the venue and wedding party in the lead up to the event and, if the event is out of season, we will discuss a contingency plan for delivery.

•We have contingency plans for such occasions of sudden ill health, a member of our team or carefully selected freelance florist will complete the order or deliver flowers.

•Ultimately, we can accept no responsibility for Acts of God, Terrorism, Crime and events out with our control.

•We reserve the right to supplement and amend these Terms and Conditions from time to time without consultation.

•If you book Vintage Gathering by reading and accepting the Terms and Conditions as listed herewith, by paying a booking fee and proceeding with the booking you are entering into a contract and therefore agree to these Terms and Conditions.

A few of our delighted customers

  • We were truly over the moon that you were able to make our Pinterest vision a reality. Thank you for stepping in and effortlessly creating such a beautiful backdrop for our vows, plus my bouquets were stunning and totally everything I wanted and more, considering I gave the vaguest of direction and ideas. 10/10! I would recommend Vintage Gathering to anyone and everyone xRhiannon- Kinkell Byre
  • What you created yesterday was absolutely incredible, the comments for the Greenery Canopy you created were amazing and it was better than I ever could have imagined! You were incredibly easy to work with and just exceeded my expectations. Absolutely loved it! Thank youKevin- Kinkell Byre
  • Thank you so much for all the wonderful flowers. We had an amazing day and everyone commented on how beautiful all the flowers were, they really added to our day. We are still raving about the flowers now and you did such a good job. Thanks so much again, you guys are amazing!Lynsay- Pratis Barn
  • Hannah has been incredibly helpful when booking vintage gathering for my wedding and was happy to add extras on throughout! Unfortunately we have had to postpone our wedding and, again, Hannah did everything she could to accommodate us. She was very responsive and kind throughout. I would highly recommend vintage gathering!Lucy- Tullibole Castle
  • "Hannah has been an absolute star! I was at a point where we weren't going to have flowers as had a really bad experience somewhere else but met Hannah at The Vintage Wedding Fair and I was so happy with how it all looked."Rhea Balfour- Prestonfield House Hotel