The short answer
A wedding florist proposal is the florist's itemized quote, and on top of the flowers it can include a design fee, delivery, setup, strike or teardown, and rentals such as vases, stands and arches. For each fee, find the amount, what it is calculated on and what work it covers. Then check substitutions, any minimum order, rental returns, and the deposit and final payment dates.
What does a wedding floral proposal include?
An itemized proposal lists each arrangement with a quantity and a unit price: bouquets, boutonnieres, centerpieces, ceremony pieces. A package gives one price for a bundle. Neither is better by itself, but a package is harder to check and to adjust. Ask for the package broken into its items so you can see what is included and what removing one item would change.
Check the quantities against your plan. If you have 12 guest tables, the proposal should show 12 centerpieces or explain why it does not. Note items described only by style, such as "garden-style arrangement," and ask for a size, a stem count or a photo reference that the final version will match.
- Each arrangement, quantity and unit price
- Package broken into items
- Centerpiece count matches table count
- Size or reference for each style description
What is a florist design fee calculated on?
A design fee may be a flat amount or a percentage, and a percentage needs a base. For example, take a hypothetical proposal with flowers at $4,000, rentals at $800 and delivery and setup at $450. A 15% design fee on flowers alone is $600. On flowers and rentals it is $4,800 x 0.15 = $720. On all three lines it is $5,250 x 0.15 = $787.50.
Ask the florist to name the lines the fee applies to and what it pays for, such as consultations, mockups, sourcing or labor. If the proposal also lists a separate labor or production line, ask how that differs from the design fee so the same work is not described twice.
What do delivery, setup and strike charges cover?
Delivery may be priced per location, so a ceremony site, a reception venue and a getting-ready suite could be three stops. Setup covers placing arrangements and installing larger pieces such as an arch or hanging installation. Ask whether setup includes moving ceremony pieces to the reception, sometimes called a flip, and whether that needs staff to stay on site.
Strike, or teardown, is the return trip after the event to remove the florist's pieces. Check the time it happens, whether a late-night pickup costs more, and whether it fits the venue's removal deadline. Ask whether you may keep the flowers and what happens to them if you do not.
- Delivery stops and times
- What setup includes
- Ceremony-to-reception move
- Strike time and any late-night charge
- Venue removal deadline
Do wedding florists provide vases? Rentals and returns
Rented pieces may include vases, candle holders, stands, an arch or a backdrop. Check whether the florist collects them at strike or you must return them, and by what date. Ask for a count of each rented item so someone can check it at pickup, and ask whether a rental deposit is held.
Look for the charge if a piece is missing or damaged, and whether it is a set replacement price or the actual cost. If guests may take centerpieces home, ask which containers are rented so they are not taken by mistake. Write the return date on the same calendar as your payments.
Substitutions and minimum orders: what to check
A florist substitution clause lets the florist use different flowers when the ones planned are unavailable or not at the expected quality. Note the standard it sets, such as "similar in color, style and value," whether you are told before the wedding, and whether the price can change.
A proposal may set a minimum order for your date. Check what counts toward it, such as whether rentals, delivery and the design fee count. For example, with a hypothetical $3,500 minimum and flowers of $3,200, you might be billed $300 more than the flowers you chose, or asked to add items. Ask which applies.
When are the florist deposit and final payment due?
Record the deposit, the final balance, its due date and the date after which quantities are locked. For example, a hypothetical proposal total of $5,850 with a $1,500 deposit leaves $4,350. If that balance is due 14 days before a September 12 wedding, the due date is August 29. Put the date and amount on your payment calendar.
Check what happens if you reduce or cancel the order, and whether a change after the lock date is allowed. Whether a deposit can be returned depends on the contract and on state rules, which vary; ask the florist to state the terms in writing.
Florist proposal fee check
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Line | Amount | Calculated on | What it covers | Question to ask |
|---|---|---|---|---|
| Flowers and arrangements | — | — | — | — |
| Design fee | — | — | — | — |
| Delivery | — | — | — | — |
| Setup and ceremony-to-reception move | — | — | — | — |
| Strike or teardown | — | — | — | — |
| Rentals: vases, stands, arches | — | — | — | — |
| Rental return and damage terms | — | — | — | — |
| Substitutions and minimum order | — | — | — | — |
| Deposit and final payment dates | — | — | — | — |
A message you can make your own
Add your document reference and the questions that apply. You decide what to send and send it yourself.
Thank you for the proposal. Before we confirm, could you clarify a few lines? Which lines is the design fee calculated on, and what does it cover? How many delivery stops are included, does setup include moving ceremony pieces to the reception, and when does strike happen? Please list the rented vases, stands and arches with counts, and tell us how they are returned and what a missing piece would cost. We would also like to confirm the substitutions wording, any minimum order, and the final payment and lock dates.
Common questions
How much does a wedding florist cost?
A wedding florist cost has no single figure you can rely on, because it depends on the arrangements and quantities you choose, the flowers in season for your date, the design fee and its base, the delivery stops, setup, strike and rentals. Ask two or three florists for itemized proposals built from the same list of pieces, then compare the full totals line by line.
Do wedding florists charge sales tax?
Sales tax on a wedding florist proposal depends on the state and on how each line is described, such as flowers, labor, delivery or rentals. Ask the florist to show any tax as its own line, name the lines it is charged on, and state the basis in writing. A qualified tax professional in your state can answer questions about how it applies.
Can you negotiate with a wedding florist?
You can ask a wedding florist to revise a proposal, and an itemized one shows where changes are possible. Swapping flowers, reducing quantities, reusing ceremony pieces at the reception or removing a delivery stop each change a line you can see. Ask for a revised proposal in writing rather than agreeing to a new total by phone.
Why is there a design fee on top of the flowers?
A design fee on a florist proposal should be explained in the proposal itself, such as consultations, planning, sourcing or labor. If it is not, ask the florist to explain in writing what the fee pays for and to name the lines it is calculated on, so the same work is not charged twice.
Do wedding florists provide candles?
A wedding florist may offer candles and candle holders as purchased items or rentals, and the proposal should list each with a quantity. Before you add them, check the venue rules on open flames and enclosed candles, and ask who lights the candles and who collects the holders at strike.
Can I skip the delivery or setup fee by picking up the flowers?
Skipping a florist delivery or setup fee depends on the florist and on what you order. Pickup may be possible for bouquets and small pieces, but large pieces and installations may need the florist's staff. Confirm any change in writing and ask for an updated proposal with the fee removed.
Does a florist minimum include delivery and setup?
Whether a florist minimum includes delivery and setup depends on the proposal, so ask which lines count toward it, including rentals, delivery, setup and the design fee. Also ask how the florist handles an order that falls below the minimum: a charge for the difference or a request to add items.