Planning your wedding flowers feels magical until you’re sitting across from a florist, nodding along while secretly panicking about what you should actually be asking.
Most couples focus on the obvious stuff—colors, budget, availability—but miss the questions that can make or break their floral experience.
Here are the seven questions that slip through the cracks, along with why they matter more than you think.
1. What Happens If My Flowers Arrive Looking Different Than Expected?
Every florist has a backup plan, but not every florist will tell you what it is unless you ask. Flowers are living things that don’t always cooperate with Pinterest boards, and seasonal availability can shift between your booking and your big day.
The best florists will show you acceptable substitutions ahead of time. They’ll explain their process for handling last-minute changes and give you veto power over alternatives.
Ask to see photos of recent weddings where they had to make substitutions—this reveals both their problem-solving skills and their aesthetic consistency.
Get specific about your non-negotiables. If you absolutely must have white roses for your bouquet, say so explicitly. If you’re flexible about everything except avoiding chrysanthemums (because they remind you of funerals), make that crystal clear.
Your florist can work with boundaries, but only if they know where those boundaries are.
2. How Do You Handle Setup and Breakdown Logistics?
Most couples assume their florist just magically appears, decorates everything perfectly, then vanishes like a fairy godmother.
Reality involves timing, access, and coordination with multiple vendors—all of which can go sideways without proper planning.
Find out exactly when your florist arrives and how long setup takes. Some arrangements need to be placed just before guests arrive to look fresh, while others can go up hours earlier.
If your ceremony and reception are in different locations, ask about the logistics of moving arrangements and whether additional fees apply.
Breakdown matters just as much as setup. Who’s responsible for removing arrangements after the party ends? Can family members take centerpieces home, or does everything need to stay put until the florist returns?
Some venues have strict cleanup requirements that affect timing and costs.
3. What’s Your Policy on Vendor Meals and Gratuity?
Your florist might be working your wedding for eight to twelve hours, especially if they’re handling both ceremony and reception flowers plus breakdown.
Yet couples often forget to ask about meals and tipping expectations, leading to awkward conversations on wedding day.
Most professional florists appreciate being included in vendor meals, particularly for long wedding days. Ask upfront whether this is expected or preferred—some florists bring their own food, while others hope to grab a quick bite from your caterer.
Gratuity conversations feel uncomfortable but prevent wedding day confusion. Some florists include gratuity expectations in their contracts, while others leave it entirely optional.
Knowing their preference helps you budget appropriately and shows professionalism on both sides.
4. Can You Walk Me Through Your Emergency Backup Plans?
Disasters happen. Delivery trucks break down, key flowers arrive damaged, or setup locations become inaccessible due to weather or venue issues. The difference between a minor hiccup and a major crisis often comes down to your florist’s contingency planning.
Ask about their relationships with other local florists and suppliers. Professional florists often have networks they can tap for emergency assistance or alternative materials. They should be able to describe specific scenarios they’ve handled and how they resolved them.
Weather contingencies deserve special attention. If you’re planning outdoor elements, your florist should have experience with wind, rain, and temperature challenges.
They should know which arrangements hold up better outdoors and have backup options for extreme weather scenarios.
5. How Do You Preserve and Transport Delicate Arrangements?
Instagram-worthy floral installations often involve delicate elements that require special handling. If you’re dreaming of elaborate archways, hanging installations, or intricate bouquet designs, transportation and preservation become critical factors.
Professional florists use specific techniques and equipment to keep flowers fresh and arrangements intact during transport. They should explain their process for maintaining flower quality from purchase through your reception’s end.
Ask about timing for maximum freshness. Some flowers look best when arranged days ahead, while others need last-minute assembly.
Understanding these timelines helps you set realistic expectations and coordinate with other vendors who might need access to decorated spaces.
6. What Happens to Extra Flowers and Arrangements?
Most weddings end up with more flowers than anyone knows what to do with, but couples rarely discuss this surplus during planning. Some florists include flower disposal in their service, while others expect couples to handle leftover arrangements.
Many florists can create small take-home arrangements for key family members or donate extra flowers to local hospitals or nursing homes. Others might repurpose ceremony arrangements for reception spaces to maximize your investment.
Consider the practical aspects of flower ownership. Beautiful centerpieces become a logistics challenge when sixty guests want to take them home but only twenty have cars.
Discuss realistic options for flower distribution that won’t create end-of-night chaos.
7. How Do You Handle Last-Minute Changes and Guest Count Adjustments?
Wedding guest lists rarely stay static, and final headcounts often shift in the weeks leading up to your big day. These changes affect more than just catering—they impact centerpiece quantities, ceremony seating arrangements, and boutonniere orders.
Professional florists build some flexibility into their timelines, but they need advance notice for significant changes. Ask about their policies for adjustments and associated fees.
Some changes cost nothing if made early enough, while others require complete redesigns.
Understand the difference between minor tweaks and major overhauls. Adding two boutonnieres for unexpected groomsmen is usually manageable.
Deciding three days before your wedding that you want completely different centerpieces is not. Clear communication about change policies prevents last-minute stress and unexpected charges.
Making Your Floral Investment Count
The right questions transform your florist from a vendor into a partner who understands your vision and protects your interests. These conversations might feel awkward initially, but they prevent misunderstandings that can overshadow your celebration.
Great florists welcome detailed questions because they want your flowers to exceed expectations. If a florist seems evasive or annoyed by your inquiries, that’s valuable information about how they’ll handle problems later.
Trust your instincts—flowers are too important and too expensive to leave to chance.