Step #1 – What is a Floral Proposal?

A floral proposal is a summary and detailed list of every floral option and arrangement details that your florist will use to bring your floral vision to life. In its final form, the proposal is very comprehensive—in addition to an all-inclusive list of the arrangements, you’ll also find all the flowers and rental items (vases, candles, linens and chair covers) the florist plans to use, this proposal will also include pricing information and should outline the florist’s contract policy.

Step #2 – Who puts the proposal together?

After your consultation, your florist should draft a proposal for you to review. Make sure you provide your florist with your budget in your initial consultation to ensure they can work within your budget and flower options. You should determine if you want someone who will not only put together your arrangements but also to design the look of your tables and ceremony. If so, I suggest that you look for a floral designer. Your wedding planner can recommend florists that they have worked with before. It is best to consult with about 3 florists to see who can give your the best bang for your buck and create your vision.

Step #3 – How Does a Florist Draft a Proposal?

During your initial consultation, discuss your wedding day vision, explaining your ideas for your theme, colours and your chosen flower types, as well as the types of arrangements and décor you want your florist to work into the proposal. Make sure you bring along photos of your vision, pictures of your dress and the bridesmaid dresses, and swatches of your linens. This will help give your florist a sense of what you’re looking for.

Step #4 – What Should Your Floral Proposal Include?

Always remember, before you put down a deposit or sign a contract, you’ll want to meet again with your chosen florist  in persona and they’ll present an exact proposal based on what you discussed during your first meeting. In addition to descriptions of all the various elements you’re considering and the logistical details, the florist should show you examples of what they plan to create for you, whether it be a mood board, actual samples of designs or photos,

Here’s what should be included:

  • Contact info for you and the florist
  • Date, times and locations of both your ceremony and reception
  • Itemized list of all arrangements, including the exact varieties to be used, prices and colors, plus acceptable alternatives (in your price range) if your desired bloom isn’t available, and unacceptable substitutions, if any
  • List of rental items the florist will supply, such as vases, candles, linens and chairs
  • Setup details for the ceremony and reception
  • Delivery info for bouquets and boutonnieres
  • Name of florist who will be on hand during the wedding
  • Sales tax, overtime charges, delivery costs and set-up fees
  • Total amount and deposit amount
  • Payment schedule
  • Cancellation and refund polices

Step #4 – How is Floral Pricing determined?

Pricing for each florist is structured differently. You may find that some florists charge a flat rate with add on’s, some will charge based on an hourly rate plus the cost of the flowers. If you decide to go with flowers that are not native to the location of your wedding and require to have a shipment made you may incur some additional costs, so be sure to ask as many questions as possible when discussing price and try to be open to alternatives if your chosen flowers are not local in order to save you money.

Step #5 – Can I make changes to my floral proposal?

Absolutely, your florists is there to deliver your vision to the best of their ability and work together with you to make this happen. Your proposal is there so that you can make changes, adjust the budget and express any displeasure with the sample design, or other things you would like to include, prior to committing to the final design so that this can be added to your final contract.


Step #6 – When Should The Contract Be Signed?

Don’t sign the contract on the spot! As a professional wedding planner I would definitely suggest, taking it home, looking it over do your comparisons before committing. It’s important to get it signed as quickly as possible however as good florists will be booked up quickly, especially if your wedding is in the summer months, the sooner your put down a deposit and secure a florist, the better (six to eight months in advance is ideal).

Here’s which details should be finalized in the contract:

  • Date, times and locations of your ceremony and reception
  • An itemized list of all the flower arrangements you’re buying—from bouquets to centerpieces—with exact names, amounts and colors of flowers
  • Flower alternatives (in your price range) if a specific bloom is unavailable on your wedding day; also include unacceptable substitutions, if any
  • A list of items the florist will supply—centerpiece vases, trellises or other accessories
  • Arrival times for setup at the ceremony and reception sites and addresses for both
  • Where and when bouquets and boutonnieres should be delivered, if not to the ceremony site (to your home, for example, including that address)
  • Name of the florist who will be on hand during the wedding and for how long (you’ll want the florist you’ve been working with to help set up the arrangements at both your ceremony and reception sites; if you’re transporting ceremony flowers to your reception site, you may also want your florist to stay through the ceremony to help transport and rearrange your ceremony flowers for the reception)
  • Flower proposal details
  • Who will be responsible for the breakdown of any installations and when and where that will occur
  • Who will fill in if the florist can’t be there on your wedding day
  • Sales tax, delivery fees and setup fees
  • Deposit amount and due date
  • Balance amount and due date
  • Cancellation/refund policy