Wedding Florist Checklist

The Complete Wedding Florist Checklist

Delivering beautiful wedding flowers is about far more than arranging stems. It's project management — from the first enquiry to the final collection. Missing a detail can mean a stressed morning, a forgotten buttonhole, or a venue setup that runs over time.

This checklist covers every stage of the wedding floristry workflow. Use it as a template, adapt it to your business, and never miss a step again.

Step 1: Initial Consultation

The consultation is where you build trust, understand the vision, and assess feasibility. Whether you meet in person, on a video call, or at the venue, cover these essentials:

Consultation checklist

• Confirm wedding date and ceremony time
• Number of guests and table layout (if known)
• Ceremony venue name, address, and type (church, barn, outdoor, hotel)
• Reception venue (if different from ceremony)
• Couple's colour palette and style references (ask for Pinterest board or saved images)
• Specific flowers they love or want to avoid
• Allergies in the wedding party (fragrance sensitivities, pollen allergies)
• Bridal party numbers: bridesmaids, groomsmen, flower girls, parents needing flowers
• Budget range — encourage honesty; explain what's achievable at different levels
• Other suppliers booked (wedding planner, stylist, photographer — useful for coordination)
• Any DIY or personal elements they want to incorporate (family heirlooms, specific ribbon, etc.)
• Timeline preferences for design process and decision-making
• How they found you (useful for marketing — if via FolkAir, note it)

After the consultation: Send a summary email within 48 hours confirming what you discussed, including initial ideas and next steps.

Step 2: Design and Quote

This is where the creative work meets the commercial reality. Take the consultation notes and build a proposal that excites the couple while protecting your margins.

Design agreement checklist

• Itemised list of every floral element (bouquets, buttonholes, ceremony, reception, extras)
• Description of style, size, and key flowers for each element
• Photographs or sketches showing the general direction
• Seasonal availability notes — flag any flowers that may need substitution
• Substitution clause — agreement that like-for-like replacements may be made if specific stems are unavailable
• Itemised pricing for each element
• Delivery, setup, and breakdown charges
• Total cost and VAT (if applicable)
• Deposit amount and payment schedule (typically 25–50% deposit to secure the date, balance 4–6 weeks before)
• Cancellation and refund terms
• Amendment deadline (final changes by a specific date, typically 4–6 weeks before)
• Signature from both parties

Tip: Use a proper contract or terms of service document. It protects you and reassures the couple. Templates are available from industry bodies like the British Florist Association.

Revisions

Most florists include one or two rounds of revisions in their quote. Set expectations clearly — open-ended revisions eat into your time and profit.

Step 3: Order Flowers

Ordering is where the logistical precision begins. Get this right and everything flows; get it wrong and you're scrambling.

Sourcing and ordering timeline

• 6–8 weeks before: Confirm final design with the couple; lock in any changes
• 4 weeks before: Contact wholesaler or grower to confirm availability of key stems
• 2–3 weeks before: Place your wholesale order — specify varieties, colours, stem counts, and delivery date
• 10 days before: Confirm order with supplier; check for any substitution alerts
• 5–7 days before: Order sundries and check stock — foam, wire, tape, ribbon, vases, candles, mechanics
• 2–3 days before: Receive flower delivery; inspect for quality, count, and condition immediately
• 1–2 days before: Condition all flowers — recut stems, hydrate, remove lower foliage, store in cool conditions

Conditioning notes

• Strip all foliage below the water line
• Use clean buckets with flower food
• Store at 5–8°C if possible (a dedicated flower fridge is ideal)
• Woody stems (roses, hydrangeas) benefit from a diagonal cut and brief hot water treatment
• Keep ethylene-sensitive flowers away from fruit and ripening blooms

Step 4: Prepare and Condition

The day or two before the wedding is when the real making happens. This is your workshop time.

Preparation checklist

• Prepare bridal bouquet — ideally the evening before or morning of, depending on flowers
• Prepare bridesmaid bouquets
• Make all buttonholes and corsages — pin and box individually, label each one
• Build table centrepieces (if transportable) or prepare mechanics and pre-cut stems for on-site assembly
• Prepare ceremony arrangements — large pieces may need on-site assembly
• Build any additional pieces: cake flowers, welcome sign flowers, garlands
• Label everything clearly — use the couple's names and the specific location for each piece
• Photograph all finished work in the studio for your portfolio
• Pack the delivery vehicle logically — first out, last in; fragile pieces secured
• Prepare your emergency kit

Emergency kit contents

• Spare stems of key flowers
• Floral wire (various gauges)
• Floral tape
• Scissors and secateurs
• Pearl pins, corsage pins
• Cable ties and string
• Water spray bottle
• Paper towels and cleaning cloth
• Spare ribbon
• Small water tubes (for buttonholes and loose stems)
• Blu-Tack or adhesive putty
• Extension leads (for any lighting elements)
• First aid kit

Step 5: Deliver and Set Up

The wedding day. Everything you've planned comes together now. Efficient, calm, professional setup is what separates good florists from great ones.

Venue visit checklist (before the day)

If you haven't already, visit the venue before the wedding day to check:

• Access routes — where can you park? How far is the carry to each space?
• Setup times — when can you get in? Any restrictions?
• Table layout — confirm number and position of tables
• Power access — for any lighting or refrigeration needs
• Water access — for on-site conditioning and cleanup
• Contact details for venue coordinator or manager
• Specific venue rules — no candles? No confetti? No pins in surfaces? Foam restrictions?
• Collection or breakdown time — when must everything be removed?

Setup day checklist

• Arrive at the time agreed with the venue — allow buffer time
• Unload vehicle systematically
• Set up ceremony flowers first (if ceremony is before reception)
• Place centrepieces on all tables — check against table plan
• Install any large arrangements (entrance, mantels, staircases)
• Add cake flowers once cake is positioned (coordinate with cake maker)
• Deliver personal flowers (bouquets, buttonholes, corsages) to the bridal party — hand to coordinator, wedding planner, or designated person
• Walk through every space and check every piece is correctly placed
• Take photographs of the full setup for your portfolio
• Brief the venue team on any care instructions (topping up water, keeping doors closed near delicate flowers)
• Leave your contact number with the coordinator in case of emergencies
• Clear all packaging, buckets, and rubbish before departing

Breakdown and Collection Plan

After the event, you'll usually need to collect your items — especially hired vases, urns, and structures.

Collection checklist

• Confirm collection time with the venue (usually next morning or Monday for weekend weddings)
• Collect all hired vessels, structures, and mechanics
• Check items against your hire inventory list
• Remove any foam, wire, or debris from the venue
• Leave the space as you found it
• Note any damaged or missing hire items — photograph and contact the couple if needed

Tip: Decide your policy on leftover flowers. Some florists offer to donate them to a local hospice or care home — it's a lovely gesture and great for your reputation.

Post-Event Review

After every wedding, take 15 minutes for a quick review. This builds your knowledge and improves future events.

Review checklist

• What went well? What would you change?
• Any supplier issues (late delivery, quality, substitutions)?
• Were your time estimates accurate? Did setup take longer than planned?
• Did the couple or planner give any immediate feedback?
• Update your portfolio with setup photos and (once available) photographer images
• Send a thank-you message to the couple within a week
• Request a review or testimonial — timing matters, ask within 2 weeks while the memory is fresh
• Follow up on any outstanding balance
• File the event record for your accounts and portfolio

Building Your Client Base

A polished, reliable workflow is your best marketing tool. Couples talk, planners notice, and venues remember which florists make their lives easy.

If you're looking to grow your wedding florist bookings, having a professional presence on platforms where couples search is essential. List your floristry business on FolkAir to reach engaged couples across the UK.

Frequently Asked Questions

How far in advance should a wedding florist be booked?

Most UK wedding florists recommend booking 9–12 months in advance, particularly for peak season (May–September). Popular florists book up quickly, and early booking gives time for proper consultation, seasonal planning, and design development.

When should a florist order flowers for a wedding?

Order from your wholesaler or grower 2–3 weeks before the wedding, with a confirmed order at least 10 days out. Some specialist or imported flowers may need longer lead times. Condition and prepare flowers 1–2 days before the event.

What should a florist bring on the wedding day?

All prepared arrangements, an emergency repair kit (wire, tape, scissors, pins, spare stems, water spray), cable ties, cleaning supplies, your setup plan with venue map, and contact details for the couple's coordinator or venue manager. Label everything clearly and pack your vehicle with the first items needed loaded last.

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