Wedding Floral Proposal Worksheet: Quantities, Design and Installation
Compare floral proposals by pieces, quantities, scale, substitutions, vessels and installation labor. Edit the wedding flower worksheet, print it or download CSV.
Sources and methods reviewed October 3, 2026. Tools use your inputs; survey figures retain their original observation years.
A floral proposal is easier to compare when it identifies the pieces, quantities, scale and labor. “Flowers for the wedding” leaves too much open. This worksheet turns the design brief into a list a florist can price and confirm.
Use it for personal flowers, ceremony arrangements, reception pieces, rentals and installation. Record what is fixed, what is flexible and who owns each task.
Build your floral proposal brief
Specify pieces, quantities, scale and labor. Name preferences and acceptable substitutions, then have the florist confirm availability and handling. Entries stay in this page; download before leaving or reloading.
The checklist and blank CSV are original All Wedding resources. Entries stay in this page. Download your completed copy before leaving; the tool does not submit a design brief or reserve flowers.
Explain the design priorities
Choose a palette and the few elements that matter most. Reference images help when you explain what you like about them: shape, height, texture, density, color or placement.
Separate specific flowers you require from preferences the florist may adapt. Ask about availability for the event date and what substitutions would be acceptable. An inspirational photograph is not evidence that the same flowers or installation will be available.
The flower statistics resource describes published hiring, spending and price priorities. Its average spend does not specify a bouquet recipe, number of arrangements or installation size.
List pieces and quantities
For personal flowers, name the pieces, quantities, recipients and delivery locations. Include readiness times where photography or ceremony preparation depends on them.
For reception flowers, count tables by actual type and size. A centerpiece proposal for a long table may differ from one for a round table. Record head-table, bar, entry and other focal arrangements separately.
For a ceremony installation, describe the space, approximate scale and intended placement. Ask the florist to confirm what support, attachment, access and labor the design requires.
Price labor and rentals alongside flowers
Delivery, setup, installation, moving pieces and strike are work. Ask whether the proposal includes each task and which people will do it.
Name vessels, stands, structures and other rented items. Record delivery and return responsibility, collection timing and any venue restrictions that affect them. If the venue or another supplier provides a structure, confirm its suitability with the florist rather than assuming it fits the design.
Discuss access, water, power and equipment requirements where relevant. The venue tour checklist helps collect operating details before the design is finalized.
Treat moving arrangements as a plan
Repurposing a ceremony arrangement at the reception may be possible, but it is not automatically free or feasible. Someone needs to move it, the timing must work and the piece must suit the second location.
Ask which pieces can move, who handles them, what access they need and what labor is included. Account for guests moving through the same area and other suppliers setting up.
A more complete labor plan can be worth more than a lower flower-only headline price. Compare the event's whole design and service scope in the vendor comparison worksheet.
Confirm the revision process
Record the last date for quantity and design changes. Ask how the florist proposes substitutions and who may approve them. A general permission to substitute and a required approval for a particular piece are different instructions.
Resolve what happens to the flowers and rental items after the event: which pieces guests may take, which vessels must remain and who collects everything. Do not assume ownership from the word “centerpiece.”
Keep the actual proposal, itemized quantities and written answers with the checklist. The worksheet itself does not add terms to an agreement.
Coordinate and request proposals
Use the florist inquiry template to share the event date, venue, major pieces and priorities. Ask for a complete proposal before moving its total into the budget calculator.
A wedding planner can help coordinate the venue, florist and rental responsibilities if that work is in their scope. Our current directory categories do not include a dedicated florist directory; use this resource as a planning brief for your own shortlist.
This worksheet does not prescribe flower varieties, botanical handling or a guaranteed saving from substitutions. Those decisions require the florist's advice for the actual design and event.