Floral Contracts For Wedding Bliss: A Guide To Writing Clear And Concise Agreements

A floral contract for wedding clients is a crucial document to ensure that both parties are on the same page and to protect against any misunderstandings or miscommunications. It should include clear and concise terms that are mutually agreed upon, outlining the expectations, responsibilities, and rights of both the florist and the client. From flower varieties, colours, and quantities to delivery locations and timings, a well-drafted contract will help ensure a stress-free and stunning floral experience for the client's big day.

Detailed specifications: Include names, amounts and colours for each flower arrangement

When it comes to weddings, flowers are a key part of the day, and there are often many different arrangements to consider. From the bridal bouquet to centrepieces, boutonnieres, and wedding arch arrangements, it's important to specify the details of each flower arrangement in your contract.

• Names of the Flowers: Specify the type of flowers to be used in each arrangement. For example, for the bridal bouquet, you may choose peach and pink peonies, while for the centrepieces, you might opt for hydrangeas.
• Amounts: Include the number of flowers required for each arrangement or the total cost. For example, specify the number of boutonnieres and centrepieces needed.
• Colours: Detail the colour scheme for each arrangement. This will ensure there are no surprises on the day and that the flowers complement the overall wedding theme and colour palette.
• Alternatives: It's a good idea to include alternatives in case your desired flowers are not available or are of poor quality. For example, if the client wants a particular type of rose, you could suggest substituting it with another variety of a similar colour if the original is not available.

By providing detailed specifications for each flower arrangement, you can manage expectations and ensure that both parties are satisfied with the final result. It's also important to remember that the total counts may shift slightly, so it's essential to allow for some flexibility in your contract.

Substitutions: Outline what happens if certain flowers are unavailable

When writing a floral contract for wedding clients, it is important to outline what happens if certain flowers are unavailable. This is known as a substitutions clause.

Flowers may be unavailable for a variety of reasons, including seasonality, flower shortages, or misread orders. It is important to communicate to your client that nothing can be absolutely guaranteed and that you reserve the right to make reasonable substitutions. A properly worded substitution policy will let the client know that you will do your best to fulfil their order as closely as possible.

For example, you could state that you will make every attempt to match the flower type but may substitute with another flower of a similar colour. You could also state that you will use flowers of equal or greater value to maintain the style, theme and colour scheme of the arrangement.

It is also a good idea to include a clause that outlines what happens if a particular type of flower that is usually in season becomes unavailable, or if the quality of the flowers is not up to par. This will ensure that both parties are aware of their obligations and expectations in these situations.

Delivery locations: State the number of delivery locations and any associated fees

When it comes to floral contracts for wedding clients, it's important to outline the number of delivery locations and any associated fees to avoid surprises for both parties. Here are some detailed paragraphs to cover this aspect in your contract:

Number of Delivery Locations:

Specify the exact number of delivery locations for the floral arrangements. Typically, this includes the ceremony and reception venues. However, consider if the couple needs personal flowers, such as bouquets and boutonnieres, delivered to their getting-ready location. Each additional location may incur extra charges, so it's essential to outline this in the contract.

Delivery Fees:

Clearly state the delivery fees associated with each location. These fees can vary depending on the distance travelled and the complexity of the setup. Some florists charge a flat fee, while others calculate it as a percentage of the total flower cost. Be transparent about any additional charges for multiple locations or intricate setups.

Timing and Logistics:

Provide details about the timing and logistics of the deliveries. This includes specifying the time frames for delivering personal flowers and larger arrangements to the different locations. Ensure the couple understands the process, especially if certain flowers need to be set up at specific times, such as before dinner tables are dressed with linens.

Additional Services:

Outline any additional services provided by the florist and their associated fees. This could include setup, teardown, and pickup services. Some florists may offer to stay during the event to assist with floral arrangements, and this should be noted in the contract as well. Be clear about the charges for these extra services to avoid misunderstandings.

Special Requirements:

Address any special requirements or requests from the couple regarding delivery. This could include specific timing constraints imposed by the venue or any unique setup needs for the flowers. Ensure the florist is aware of these requirements and agrees to fulfil them as part of the contract.

Time requirements: Detail the time needed to set up flowers before the wedding

When it comes to wedding flowers, timing is crucial. Here are some detailed tips to consider when outlining the time requirements for setting up flowers before the wedding in your floral contract:

Firstly, it's important to understand the setup window available at the venue. Some venues have strict time allotments, so it's crucial to coordinate with the venue and other vendors to create a seamless schedule for the big day. This includes knowing when dinner tables need to be set up and dressed with linens, as florists will need access to place table arrangements and decor.

The time required for flower setup will depend on the complexity and number of arrangements. For example, a single 8-inch bouquet may take about an hour to construct, while large, complex centerpieces could take 60 to 90 minutes each, and smaller, simpler centerpieces may need at least 30 minutes each. Therefore, it's essential to calculate the total time needed by considering the number and type of arrangements and ensuring it aligns with the time available at the venue.

Fresh flowers should be arranged as close to the wedding as possible to ensure they remain perky and beautiful. Ideally, flowers should be designed the day before the event and kept in a cool, dry place. However, some flowers, like corsages and boutonnieres, are more challenging to keep hydrated and may need to be made on the morning of the wedding.

Additionally, consider the time required for flower delivery and preparation. Flowers should be delivered a few days before the event to allow for rehydration and prep. For example, aim for a delivery date of two days before, giving you ample time to cut stems, remove low-hanging leaves, and let the flowers rehydrate in buckets of fresh water.

In summary, the floral contract should outline the time needed for flower setup, including the arrival time of the florist or floral team, the expected duration for creating the arrangements, and any specific requirements for storing and transporting the flowers before the wedding. This information will help ensure a smooth and timely execution of the floral setup on the wedding day.

Cancellation clause: Outline what happens if either party cancels the arrangement

A floral contract for wedding clients should include a cancellation clause that outlines the terms of agreement termination by either party. Here are some essential elements to include in this clause:

Refund Policy

Explain the refund policy for deposits and payments made before cancellation. Typically, deposits are non-refundable, and it is important to specify this in the contract.

Timing of Cancellation

Outline the financial implications based on when the cancellation occurs. For example, specify that refunds (if any) will be prorated based on the proximity to the event date. The closer the cancellation is to the wedding date, the fewer funds can be returned.

Cancellation by the Florist

Include a clause that outlines the scenarios in which the florist can cancel the contract. This could include situations where the client breaches the contract or fails to meet their obligations, such as non-payment.

Remedies for the Client

In the event of cancellation by the florist, specify the remedies available to the client. This could include refunding the deposit or a portion of the payments made, as well as assisting the client in sourcing another florist to fulfill the contract.

Written Notice

Specify that any cancellation must be done in writing and signed by the cancelling party. This ensures both parties have a record of the cancellation and helps to avoid any potential disputes.

Non-refundable Expenses

Outline any non-refundable expenses that the florist has incurred, which the client will be responsible for reimbursing, even in the event of cancellation. These could include expenses for flowers or other supplies already purchased specifically for the wedding.

Frequently asked questions