DEVENT planning resources
How to Write an Event Styling, Flowers and Hire Brief
A good brief tells suppliers what you want to achieve and the practical limits of the room. It is more useful than sending inspiration pictures without quantities, access or a budget.
Start with the room and priorities
Share the venue name, date, guest count, layout and photos you have permission to use. Identify the few features that matter most—perhaps an entrance arrangement or dining tables—and an approximate spending limit. Ask the venue about candles, confetti, hanging items and installation before requesting a design.
Choose a palette with flexibility
Select a small group of colours and describe the atmosphere you want, such as soft garden or modern formal. Inspiration images are references rather than promises of an identical result. Ask the stylist to explain what can be adapted to the venue, lighting and available budget.
Give the florist usable quantities
List the number of dining tables, bouquets or other pieces you actually need. Ask about seasonality, acceptable substitutions, vessels, delivery, installation and retrieval. If an arrangement will move from ceremony to reception, agree who moves it and when.
Check furniture and equipment
Compare the venue’s existing tables, chairs and linen with any hire proposal. Give the hire company measurements, delivery access and collection times. Check whether the dance floor, backdrop, lights or photo booth need power, a particular surface or venue approval.
Turn the design into an agreed scope
Ask for an itemised quote with quantities, setup and removal. Confirm whether hired items must be returned, who handles breakages and what changes if the guest count or room layout changes. Keep a final annotated plan with the coordinator.
Worked example · illustrative details
A ten-table brief
For ten dining tables, the organiser asks for ten low arrangements, a separate entrance piece and clear pricing for vessels and installation. The florist confirms acceptable flower substitutions and whether the entrance piece can be moved after the ceremony.
Your next steps
- Share the date, room, guest count, priorities and budget.
- Check venue rules and delivery access.
- Ask for quantities, substitutions and itemised hire costs.
- Agree setup, pack-down and return responsibilities.
Common questions
Should I give suppliers a budget?
An approximate range helps suppliers suggest realistic options; request an itemised quote before agreeing to a final scope.
Can every decoration be installed at any venue?
No. Ask the venue about its rules and check installation and removal with the supplier.
Useful next steps
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