These terms explain the general framework for working with Gaia Amsterdam.

Every project is different, so your individual quotation, proposal or contract will contain the specific details of your project. If something in a signed project agreement differs from these general terms, the project agreement takes priority for that project.

Last updated: October 2026

1. ABOUT GAIA

Gaia Amsterdam is a design-led craft studio based in Amsterdam, the Netherlands, creating bespoke visual experiences, objects and details for brands, events and selected weddings.

Services may include calligraphy, illustration, engraving, personalisation, stationery, painting, embroidery, textile work and other creative services.

2. ENQUIRIES ARE NOT BOOKINGS

Sending an enquiry, submitting a contact form, discussing a project or receiving a quotation does not reserve a date or guarantee availability.

A project is only confirmed once:

the scope and price have been agreed;

the relevant agreement or contract has been signed; and

the required deposit or retainer has been received.

Until then, Gaia may accept another project for the same date.

For weddings in particular, the date is not secured by submitting an enquiry or receiving a proposal.

3. QUOTATIONS & PROPOSALS

Quotes and proposals are based on the information available at the time they are prepared.

A quotation may include creative development, production, materials, preparation, travel, installation, delivery, live event time or other project-specific costs.

Unless stated otherwise, a quotation does not include additional work or expenses that were not part of the agreed scope.

Quotes are valid for the period stated in the quotation. If no validity period is stated, Gaia may revise the quotation if the project has not been confirmed within a reasonable period.

4. BESPOKE CREATIVE WORK

Most Gaia projects are made specifically for the client.

The client is responsible for providing accurate information, specifications, names, spelling, dates, quantities, addresses and other information required to complete the project.

Once production has started, changes caused by incorrect or incomplete information supplied by the client may result in additional costs and/or changes to the delivery date.

Because much of Gaia's work is handmade, small variations in lettering, painting, engraving, stitching, materials and other physical details are part of the process and are not necessarily defects.

5. CREATIVE DIRECTION & APPROVAL

Where appropriate, Gaia will provide sketches, concepts, proofs or other visual material for approval before production.

The client is responsible for checking approved artwork, text, names, dates, quantities and other details.

Once a design has been approved and production has started, changes may incur additional fees.

Approval of a design means that Gaia may proceed with production based on the approved version.

6. FEES & PAYMENT

Payment terms will be stated in the relevant quotation or contract.

For bespoke projects, a deposit or retainer may be required before work begins.

The deposit secures the project and reserves the agreed production time or event date once the agreement has been signed.

Unless otherwise agreed in writing, work will not begin until the required payment has been received.

The remaining balance is due according to the payment schedule stated in the quotation or contract.

Late payments may result in additional interest, collection costs or suspension of work where permitted by law.

7. CANCELLATION & POSTPONEMENT

Cancellation and postponement terms will be set out in the relevant project agreement.

Because Gaia reserves creative and production time specifically for each project, deposits and retainers may be non-refundable where stated in the agreement.

If a wedding or event is postponed, Gaia will make reasonable efforts to accommodate the new date, but availability cannot be guaranteed.

Additional costs may apply where postponement requires work to be rescheduled, redesigned, reproduced or otherwise repeated.

8. TIMELINES & DELIVERY

Estimated timelines are based on the agreed project scope and the information available when the quotation is prepared.

Gaia will make reasonable efforts to meet agreed deadlines.

Delays caused by late approvals, missing information, changes requested by the client, third-party suppliers, venues, printers, couriers or circumstances outside Gaia's reasonable control may affect the delivery date.

Where Gaia is responsible for arranging third-party production, such as printing, engraving or specialist manufacturing, the third party remains responsible for its own production process and delivery once the work has been placed with them.

9. LIVE EVENTS & PERSONALISATION

For live calligraphy, engraving, painting, embroidery, personalisation and other event services, the agreed booking period includes the time stated in the quotation.

Additional time requested or required on site may be charged at the applicable hourly rate.

Setup, pack-down, travel, waiting time, security procedures, access restrictions and other event-related time may be chargeable where stated in the quotation.

The client or event organiser is responsible for ensuring that Gaia has appropriate access, working space, lighting, power and other reasonable conditions required for the agreed service.

10. TRAVEL & ADDITIONAL EXPENSES

Travel, accommodation, parking, courier services, shipping, specialist materials, venue charges and other third-party expenses may be charged in addition to the creative fee where stated in the quotation.

International projects may also involve customs, duties, taxes or other charges, which will be allocated as agreed in the relevant quotation or contract.

11. THIRD-PARTY SUPPLIERS

Gaia may work with printers, manufacturers, couriers, venues, event agencies and other suppliers.

Where a third party is directly contracted by the client, Gaia is not responsible for that supplier's performance.

Where Gaia engages a supplier on the client's behalf, Gaia will take reasonable care in selecting and managing that supplier but cannot guarantee the third party's performance.

12. INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, copyright in original creative work produced by Gaia remains with Gaia.

Payment for a commissioned project does not automatically transfer copyright to the client.

The client receives the rights specifically agreed in the quotation, contract or licence.

Any commercial usage, reproduction, publication, campaign usage, advertising, packaging, merchandising or other extended use may require a separate licence or fee.

The client may not reproduce, modify, resell or commercially exploit Gaia's original artwork beyond the agreed usage without written permission.

13. CLIENT-SUPPLIED MATERIAL

If the client supplies artwork, logos, photographs, text, illustrations, fonts or other materials, the client confirms that they have the necessary rights and permissions for Gaia to use those materials for the agreed project.

The client is responsible for any claims arising from materials supplied by the client.

14. PORTFOLIO & DOCUMENTATION

Gaia may photograph or film completed work for portfolio, website, social media, editorial and promotional purposes unless otherwise agreed in writing.

For brand, event and wedding projects, Gaia will take reasonable care not to publish confidential information or private details where confidentiality has been specifically requested.

If a project is confidential or subject to a non-disclosure agreement, the relevant agreement takes priority.

15. CONFIDENTIALITY

Gaia will treat confidential project information provided by clients as confidential and will not knowingly disclose it to third parties except where necessary to deliver the project or where required by law.

Clients are likewise asked not to share confidential concepts, unpublished artwork, pricing or other proprietary information belonging to Gaia.

16. HANDMADE WORK & MATERIAL VARIATIONS

Gaia's work is made by hand and may involve natural, tactile or variable materials.

Minor differences in colour, texture, placement, stitching, brush marks, engraving depth, lettering or other handmade characteristics are inherent to the process.

These variations do not constitute a failure to deliver the agreed work where the overall result remains consistent with the approved concept.

17. LIABILITY

Gaia will carry out services with reasonable care and skill.

To the extent permitted by applicable law, Gaia is not responsible for indirect or consequential losses arising from a project.

Nothing in these terms excludes liability where it cannot legally be excluded or limited.

Any limitation of liability applying to a particular project will be set out in the relevant agreement where appropriate.18. FORCE MAJEURE

Gaia will not be responsible for delays or inability to perform caused by circumstances beyond reasonable control, including serious illness, accidents, natural disasters, fire, transport disruption, strikes, government restrictions, supplier failures or other unforeseen events.

If such circumstances affect a project, Gaia will communicate with the client and make reasonable efforts to find an appropriate solution.

19. WORKING WITH WEDDING PLANNERS, DESIGNERS & AGENCIES

Where Gaia is engaged through a wedding planner, event planner, stylist, agency or other intermediary, the agreed scope, payment arrangements and responsibilities will be confirmed in writing.

The party named as the client in the relevant agreement remains responsible for the obligations stated in that agreement unless otherwise agreed.

20. APPLICABLE LAW

These terms are governed by the laws of the Netherlands.

Where a dispute cannot be resolved through reasonable discussion, the parties may seek resolution through the competent courts in the Netherlands, subject to any mandatory consumer-protection rules that may apply.

21. CHANGES TO THESE TERMS

Gaia may update these general terms from time to time.

The version applicable to a project will be the version provided or made available before the relevant agreement is entered into.

22. CONTACT

Questions about these terms can be sent to:

Gaia Amsterdam

Amsterdam, The Netherlands

contact@gaia-amsterdam.nl