Checklist: 10 Questions for Your Florist (Setup Fees, Vases, and Substitutions)
Floral quotes are among the least standardized documents in wedding vendor planning. Two florists quoting the same brief can produce estimates that differ by thousands of dollars because of differences in what is included, how labor is charged, and what assumptions they made about execution. These questions help couples get accurate, comparable quotes and understand the full scope of the working relationship.
The Questions
1. What is included in your quote, and what is not? Ask for a line-item breakdown that separates flowers, labor, vessels, delivery, setup, and breakdown. A quote that presents a single total for "centerpieces" without separating these components is difficult to compare with other quotes and difficult to adjust if budget changes require trimming.
2. Are vessel rentals included, or are we responsible for purchasing or renting them separately? Vessels, meaning vases, compote bowls, candle holders, and other containers, can represent a meaningful portion of the total floral cost. Some florists own an inventory of vessels and include them in their quote. Others assume couples will source vessels independently. Clarify this before comparing quotes.
3. What is your delivery and setup fee? Delivery and setup fees are typically separate from the floral design cost. For a full wedding with ceremony and reception florals at different locations, the delivery and setup logistics are substantial. Confirm the specific fee, what it covers, and what the arrival time will be relative to your venue's access window.
4. Do you also handle breakdown and collection of vessels and props after the event? If vessels are rented from the florist, they typically need to be collected. Confirm whether this is included in the quote or an additional fee, and what time breakdown occurs relative to the venue's end time.
5. What is your policy on flower substitutions? Flower availability varies with the season and the wholesale market. Ask directly: if a specific flower you have chosen is unavailable or significantly more expensive than anticipated at the time of ordering, how will that be communicated, and what is the process for approving or declining a substitution? This conversation is better to have in the planning process than in the week before the wedding.
6. Can you share photographs from a wedding with a similar budget and scale to ours? A florist's portfolio typically showcases their best and most extensive work. Seeing examples from events with a budget similar to yours gives a more accurate picture of what your investment will produce.
7. How many weddings do you take per weekend? A florist who takes multiple weddings on the same day may be managing your setup alongside others simultaneously. This is not automatically a problem, but it affects timeline, staffing, and the amount of personal attention your event receives. It is worth knowing.
8. How far in advance do you purchase our flowers, and where do you source them? This question gives insight into freshness and reliability. A florist who purchases flowers four to five days before the wedding and conditions them properly produces more reliably fresh arrangements than one who purchases the day before. Understanding their sourcing process also reveals whether they work with local growers, wholesale markets, or importers.
9. What happens if something is damaged or arrives incorrectly on the day? Ask about their process for handling on-the-day issues. A florist who brings extra materials and has the capability to fix problems during setup is better positioned to recover from an issue than one who delivers and leaves immediately.
10. What do you need from us before you can finalize the quote? A clear closing question that establishes what information is still needed and sets next steps. Many florists need a confirmed venue, a mood board, and a finalized color palette before they can provide an accurate quote rather than an estimate.
Use the Vendor Manager in The Planned Wedding to track florist quotes, contract details, and your floral vision notes. Open the app.