Florist & decor

Wedding florist contract: substitutions, setup & what to check

Flowers are perishable, seasonal and weather-dependent — which is exactly why florist contracts lean on flexible language like "subject to availability." That's reasonable, but it can also mean you don't get what you pictured. Here's how to read it, written for the couple.

1. The substitution clause — the one that matters most

Almost every florist reserves the right to substitute flowers if a variety isn't available or arrives in poor condition. That's normal — but the wording should protect you. A fair clause promises substitutes of similar style, colour and value, ideally with the florist's judgement guided by your palette. The red flag is an open-ended right to swap anything for anything with no reference to colour, look or price.

"If my main flower isn't available, will you match the colour and value — and let me know beforehand if it's a big change?"

2. Get an itemized proposal, not a lump sum

Your contract should break down every arrangement: bridal bouquet, bridesmaid bouquets, boutonnières, ceremony pieces, centrepieces (and how many), arch/installation, and any extras. A single "wedding flowers — $4,500" line gives you nothing to hold them to. Itemization also makes it obvious what you're paying for the labour and design versus the stems themselves.

3. Rentals: what you keep vs what you return

Many "flower" costs are actually rental items — vases, candelabras, arches, stands, linens. Be clear which items are yours to keep and which must be returned, who collects them and when, and whether there's a damage or loss fee or a separate rental deposit. Surprise "missing vase" charges after the wedding are a common complaint.

4. Delivery, setup and teardown

Confirm the contract covers delivery to the right place(s) and at the right time (bouquets to where you're getting ready; ceremony and reception pieces installed on site). Check whether setup and teardown are included or extra — a large installation or moving arrangements from ceremony to reception ("repurposing") often carries a labour fee. Make sure delivery timing lines up with your venue's access window.

5. Changing the order and final counts

Guest numbers move, and so do centrepiece counts. Look for a clause that lets you adjust quantities up to a deadline, and understand the minimum spend. Some florists allow reductions only down to a floor, or charge a re-design fee for late changes. Know the cutoff date and how changes are priced before you sign.

6. Deposit and cancellation

Florists typically take a non-refundable deposit to book your date and begin planning, with the balance due before the event — standard. Because flowers are ordered close to the day, the cancellation ladder often steepens sharply in the final weeks once stems are purchased. Check when payments become non-refundable, the reschedule terms, and whether your deposit transfers to a new date.