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A florist wedding checklist from stem order to vase return
Wedding flowers move through several spaces before the room is ready: the wholesaler, the workbench, the delivery vehicle and the venue. A florist wedding checklist should follow that route. Use this sheet to connect the approved floral recipe with counts, transport, placement and the return of hired vessels.
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Wedding floral production and delivery checklist
Translate the floral brief
- Identify the approved palette, focal flowers, overall style and written substitution process.
- List bouquets, boutonnieres, corsages, ceremony pieces and reception arrangements by placement.
- Record vessel ownership, hire items, table layout and any planned transfer between ceremony and reception.
- Confirm the authorized client contact, venue coordinator and final design approval reference.
Order and prepare stems
- Build recipes by arrangement and total stem needs from the actual approved counts.
- Check supplier availability, delivery arrangements and acceptable substitutions before production.
- Prepare suitable clean buckets, tools, mechanics and workspace for the selected flowers.
- Inspect incoming flowers, note shortages and follow appropriate handling for each variety.
Pack by destination
- Label personal flowers with the intended recipient or role and separate delicate pieces.
- Secure vessels and arrangements using transport suitable for their size and condition.
- Pack agreed tools, finishing materials, labels and the placement plan for the installation team.
- Check the loading sequence against the delivery stops and venue access arrangements.
Place and review at the venue
- Confirm the approved placement plan with the venue contact before installing arrangements.
- Keep stems, water and mechanics away from surfaces or equipment the venue has not approved.
- Check centerpiece counts, ceremony positioning and personal-flower handover against the order.
- Document agreed changes and confirm who handles any ceremony-to-reception transfer.
Collect and reconcile
- Confirm pickup access and identify hired vases, stands and other returnable items.
- Count returned vessels and record missing or damaged pieces through your own agreed process.
- Confirm the client's plan for flowers remaining after the event.
- Keep the final floral order and handover notes for billing and supplier reconciliation.
[Wedding reference] [Design revision] [Production lead] [Delivery and collection contacts]
Adapt the list to the flower varieties, venue conditions and professional handling guidance relevant to your work.
How to use the template.
- Edit the arrangement list from the approved floral design, leaving out items the client has not ordered.
- Use recipes and placement counts to prepare the stem order, then record substitutions before making the pieces.
- Assign responsibility for personal-flower handover, installation and any venue transfer rather than checking them as one delivery task.
- Take the PDF to the venue and mark exceptions. Retain the completed return count with your own order records.
Useful answers.
Should the checklist include hired vases?
Yes, when they are part of your order. List the vessel type, placement and return responsibility so collection is planned before the arrangements leave the shop.
How do I allow for flower substitutions?
Keep the approved palette and style alongside the availability information, then use the client's agreed approval process. A checklist should record the decision rather than give the team unlimited permission to change the design.
Can ceremony flowers be reused at the reception?
Plan that only when the arrangement, timing and venue access make it workable. Name who moves the pieces and where they go; do not leave the transfer implied by the floral order.
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