DEVENT planning resources
Wedding Florist Checklist: Quotes, Flowers and Setup
A good florist brief gives the provider the quantities and conditions needed to quote. Discuss the look you want, what can change and who handles the flowers at each location.
List the pieces and quantities
Share the number of bouquets, ceremony pieces, dining tables and other arrangements you need, along with the venue, date and budget range. Explain which pieces are essential and which are optional so the florist can propose a workable scope.
Discuss flowers and substitutions
Show references with permission and describe colours and style rather than assuming a photo can be reproduced exactly. Ask what happens if a requested flower is unavailable, which substitutions are acceptable and who must approve a change.
Check vessels and installation
Ask whether vases, stands, delivery, setup and removal are included or hired separately. Confirm venue rules for hanging items, candles and access. If flowers will move between ceremony and reception, agree who moves them and when.
Compare the complete quotes
Check the quantities, types of arrangements, travel, setup and collection in each written proposal. A quote for fewer tables or no installation is not directly equivalent. Ask about deposits, balance dates and the effect of a change in guest count.
Confirm the day-of handover
Give the florist the venue contact, loading point and access window. Put installation and pickup in the run sheet and nominate a coordinator. Ask what happens to flowers, hired vessels and packaging after the event.
Worked example · illustrative details
Ten dining tables
The hosts ask for ten low table arrangements, two bouquets and an entrance piece. They confirm whether vessels are hired, when the florist can enter and whether the entrance piece can move to the reception. The final quote lists the agreed quantities.
Your next steps
- Provide the venue, date, quantities and budget.
- Agree the palette and acceptable substitutions.
- Compare delivery, installation and hire inclusions.
- Confirm access, moving and collection.
Common questions
Are vases always included to keep?
Not necessarily. Ask whether they are purchased, hired or supplied by the venue and who returns them.
What if a requested flower is unavailable?
Discuss acceptable substitutions and the approval process before accepting the quote.
Useful next steps
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