Crafting The Perfect Wedding Flower Proposal: A Guide To Securing Your Dream Blooms

Flowers are a classic symbol of romance, so it's no surprise that they play a significant role in wedding proposals. Whether you're looking to create a romantic atmosphere, express your sentiments, or simply set the mood, flowers are a perfect way to enhance your proposal. But how do you write a wedding flower proposal that captures your vision and stays within budget?

Choosing the right flowers

Set a budget

The first step in choosing your wedding flowers is determining your budget. Your overall wedding budget will dictate how much you can allocate to flowers and the types of flowers you can choose. Most couples spend around eight percent of their total wedding budget on flowers, but this can vary depending on your preferences and priorities. A bigger budget will allow for more elaborate designs and expensive flowers, while a tighter budget may require you to prioritise certain types of flowers or floral accents.

Find a wedding florist

Hiring the right wedding florist is crucial. They will help you bring your vision to life and provide valuable input and suggestions. Look for a florist who understands your style and preferences and has experience working with your chosen colour scheme, season, and budget. Research their previous work, read reviews, and don't be afraid to ask for recommendations from friends or family.

Gather inspiration

Start by gathering inspiration for your floral arrangements. Browse real weddings, Pinterest boards, wedding magazines, and social media hashtags. Develop a sense of your likes and dislikes, and take note of your floral preferences, including colour, style, texture, and shape. Consider the overall style and theme of your wedding, and don't be afraid to source inspiration from unexpected places, like your favourite movie or the local market.

Know the basics

Familiarise yourself with popular wedding flowers and floral terms. Roses, peonies, hydrangeas, lilies, and ranunculuses are classic choices, while lilacs, freesias, jasmine, sweet peas, and gardenias are known for their fragrance. Knowing the basics will help you effectively communicate your ideas and preferences to your florist.

Use your wedding colour palette

Think of your wedding flowers in terms of colour to help narrow down your choices. Consider the colours used in your invitations, attire, table linens, and other decor elements. Dahlias, carnations, mums, roses, tulips, and lilies come in a wide range of colours, while peonies, lisianthus, hydrangeas, and anemones have a more limited selection. Provide your florist with specific colour references, such as paint chips or fabric swatches, to ensure they can find the closest possible match to your palette.

Pick flowers that reflect the season

Consider the season of your wedding when choosing flowers. For example, tulips and peonies are abundant in spring, while dahlias and mums are typical in autumn. Using flowers that are in season is usually more cost-effective and sustainable, as they are easier to source and at their peak of growth. However, if you have a specific flower in mind that is out of season, discuss alternatives or accents with your florist.

Match the flowers to your wedding style

The flowers you choose should reflect the style and aesthetic of your wedding. For a formal black-tie wedding, traditional and tidy arrangements may be more appropriate, while a relaxed, informal wedding may suit mix-and-match centrepieces and looser, garden-style arrangements. White calla lilies convey timeless elegance, bright pink ranunculus adds a playful touch, and pampas grass brings a boho vibe.

Remember, your wedding flowers should be a reflection of your personal style and complement the overall vision for your special day. By following these tips and working closely with your florist, you can create stunning floral arrangements that will wow your guests and make your wedding day even more memorable.

Creating a mood board and colour palette

Collect Inspiration

Start by gathering inspiration from various sources, such as wedding magazines, online blogs, Pinterest boards, and Instagram. Create a digital or physical folder where you can save images that reflect the couple's style and theme of the wedding. Consider the colour scheme, venue, season, and any specific flower preferences the couple may have.

Choose a Colour Palette

From the collected inspiration, start curating a colour palette that will guide your flower choices. Select a primary colour, usually the couple's favourite colour or a shade that dominates their inspiration images. Then, choose one or two complementary colours that will enhance the primary colour. You can also include neutral colours like green foliage to add depth and texture to your palette.

Create a Mood Board

A mood board is a visual tool that brings together all the elements of your flower proposal. It can be a digital collage or a physical board where you pin images, fabric swatches, flower petals, and other inspirational items. Start by adding images that reflect the overall tone and feeling of the wedding, such as the venue, season, and any decorative elements. Then, add floral pieces that complement the colour palette and evoke the desired mood. You can also include texture inspiration, such as lace, ribbon, or natural elements like wood or greenery.

Hierarchy and Emphasis

When creating your mood board, consider the hierarchy of images. The most important images, such as those that encapsulate the overall theme or feeling, should be given prominence through their scale and position. Play around with the size and placement of each element to create a visually appealing composition. You can also use colour blocks or swatches at the top of your mood board to emphasise the colour palette.

Flexibility and Adaptability

While the mood board and colour palette provide a clear direction, remember that flexibility is essential in the flower proposal process. The final flower choices may vary based on availability, budget, and the couple's feedback. Be open to making adjustments and refining your selections to create a bespoke proposal that aligns with the couple's vision.

By following these steps, you will be able to create a stunning mood board and colour palette that sets the tone for your wedding flower proposal. This visual tool will not only guide your flower choices but also help communicate your ideas effectively to the couple, ensuring their special day is brought to life with beautiful floral arrangements.

Delivery locations

When it comes to delivery locations, it's important to be clear about how many locations your florist is agreeing to deliver to at the stated price. While it's expected that the florist will deliver to the ceremony and reception locations, what about personal flowers, like bouquets and boutonnieres? These may need to be delivered to the location where the wedding party is getting ready. This could result in an extra charge, so be sure to outline the number of delivery locations in your contract to avoid any surprises.

Consider the following scenarios:

• You are planning an outdoor wedding at a scenic vineyard, followed by a reception at the same location. In this case, the florist only needs to deliver to one location.
• However, if you are getting ready at a separate hotel, you will need the personal flowers delivered there. This adds an additional delivery location to the contract.
• Perhaps you want to create a romantic trail of flower petals leading to the proposal spot or decorate the room with flowers, candles, and petals. These additional touches may require more flowers to be delivered to multiple locations.

By specifying the delivery locations in advance, you can ensure that you are on the same page with your florist and avoid any unexpected fees. It's important to be clear about the number of locations, especially if there are multiple places where flowers need to be set up and arranged.

Additionally, don't forget to discuss the timing requirements with your florist. They will need time to set up before the start of the wedding, and this timing may impact other vendors, such as the caterer or venue staff. Having a detailed contract that outlines the delivery locations and setup timing will help ensure a smooth and stress-free experience on your big day.

Timing requirements

Timing is a critical aspect of your wedding flower proposal. Here are some key considerations to ensure that your floral plans align with the overall timing of the wedding day:

Setup Requirements for the Florist

It is important to understand the setup requirements for your florist, especially the time they need to set up before the wedding commences. Some venues have strict time allotments, so it is crucial to avoid any last-minute hiccups. The contract with your florist should clearly state how much time they require for setup, and this information should be communicated to the venue to ensure smooth coordination.

Timing for Table Arrangements and Decor

A crucial detail to consider is the timing for setting up the dinner tables with linens and other decorations. This timing will impact not only the florist but also the caterer or venue staff. Therefore, it is essential to have a clear timeline for when the tables need to be dressed so that the florist can work on placing the table arrangements and floral decor.

Delivery Timing and Locations

In addition to the setup time, consider the delivery timing and locations. While the florist will typically deliver to the ceremony and reception venues, there may be a need for personal flowers (such as bouquets and boutonnieres) to be delivered to the location where the couple is getting ready. This may incur an additional charge, so it is important to outline the number of delivery locations and the associated fees in the contract.

Flexibility for Unforeseen Delays

It is always a good idea to build some flexibility into your timeline to account for unforeseen delays. Weddings rarely go exactly according to schedule, and there may be unexpected delays on the day. By allowing some buffer time in your floral setup and delivery schedule, you can help ensure that everything stays on track and reduce stress for all involved.

Timeline for Changes and Final Decisions

Finally, your proposal should include a clear timeline for any changes or final decisions. This includes deadlines for the couple to provide feedback, make changes to the flower choices or quantities, and approve the final proposal. It is important to set these expectations upfront to ensure that you have enough time to source the flowers and make any necessary adjustments.

Cancellation policy

A wedding flower proposal is an important part of the wedding planning process. It is a document that outlines the details of the floral arrangements for the big day and serves as an agreement between the couple and the florist.

Given the unpredictability of flowers and the possibility of unforeseen events, it is essential to have a clear cancellation policy outlined in your wedding flower proposal. This policy should address the following:

• Refund Policy: Clearly state whether the deposit is refundable or non-refundable in the event of a cancellation. It is common for florists to require a non-refundable deposit, and it may be challenging to obtain a refund within a week of the wedding, as orders are typically placed by then.
• Timing of Cancellation: Specify the deadline for cancellations and refunds. For example, you may state that cancellations made within three weeks of the event will not be eligible for a refund, as flower and material orders are typically placed by that time.
• Partial Refunds: Consider including a clause that addresses partial refunds. For instance, if a couple has already made full payment but needs to cancel before the event, you may offer a partial refund after deducting a cancellation fee.
• Force Majeure: Include a force majeure clause that outlines the procedures in the event of unforeseen circumstances beyond anyone's control, such as natural disasters, extreme weather, or pandemics. This clause should detail the options available to the couple, such as rescheduling or receiving a partial refund.
• Substitution Policy: Given the unpredictable nature of flowers, it is a good idea to include a substitution policy. This policy should outline the steps you will take if a particular flower becomes unavailable or is not up to standard quality. For example, you may offer substitute flower options that are similar in style and price.
• Client Initiated Cancellations: Outline the steps that clients need to take if they decide to cancel the contract. For instance, they may be required to submit a written request for cancellation within a specified time frame.
• Vendor Initiated Cancellations: Similarly, include a clause that outlines the steps you will take if you, as the florist, need to cancel the contract due to unforeseen circumstances. This may include a full refund of all payments made by the client.

Remember, it is crucial to review the cancellation policy with the couple before they sign the contract to ensure they understand the terms and conditions and to avoid potential misunderstandings or disputes later on.

Frequently asked questions