BUILD THE EVENT AND FLORAL BRIEF
Give each florist the same event, venue and visual-direction facts before requesting a design proposal.
Personal, Pets & Events · FREE PREPARATION PACK
Event florist arrangement list and delivery-handoff workbook
Turn inspiration into an arrangement-by-arrangement brief. This free preparation resource helps you give florists the same event, venue, recipient, location, quantity and style facts, then compare provider-proposed flowers, substitutions, vessels, delivery, installation, moves and removal.
Download free PDF ↓Ready for proposals? Start a request ↗
This workbook does not create a floral design, calculate quantities or loads, select flowers, greenery, treatments or mechanics, direct structural or elevated installation, determine allergy, plant, pet or food safety, or establish accessibility, venue, fire, disposal, local, contract or legal compliance. Confirm those matters with the responsible professionals and organizations.
START HERE
How to use this resource
Map requested arrangements by person or location and list style preferences, colors and avoidances without selecting a technical treatment. Ask the florist, venue and planner to confirm placements, routes, attachment limits, timing, setup, moves, breakdown and pickup. Treat any sensitivity note as a planning question for the responsible parties, not as an allergy or safety guarantee.
Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.
BUILD THE ARRANGEMENT INVENTORY
List functions, locations and requested quantities; ask the florist to propose materials and fit.
DEFINE DESIGN, DELIVERY AND HANDOFF
Record the florist's proposed design and responsibilities without directing installation methods.
QUESTIONS FOR THE FLORIST
Use the same questions for each florist and record quantities, assumptions, exclusions and dependencies.
COMPARE WRITTEN FLORAL SCOPES
Compare the same event brief. A mood board alone does not show quantities, substitutions or logistics.
USE IT RIGHT NOW
Event Florist preparation checklist
- Record the event date, format, guest range, venues, spaces and usable hours.
- Build one arrangement list by recipient, function or placement location.
- Add requested quantities, priorities, style references, colors and avoidances.
- Separate client-owned, venue-owned, rented and florist-supplied vessels or structures.
- Ask the florist to propose flowers, greenery, seasonal alternatives and substitution rules.
- Coordinate delivery, placement, installation and access with the venue and planner.
- Assign room moves, repurposing, breakdown, rental returns, pickup and condition records.
- Require a final arrangement list and written change, timing and handoff plan.
Questions to ask an event florist
- What exact arrangements, quantities, flowers, greenery, vessels and rental items are included?
- How will seasonal availability, substitutions and client approval be documented?
- What delivery, placement, installation, room moves, repurposing and breakdown are included?
- Which venue, planner, other-vendor, route, placement or attachment dependencies remain open?
- Who owns each vessel or structure, and what return, pickup and condition process applies?
- What final arrangement list, timing plan, change record, handoff record and written terms will we receive?
Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.
A CLEARER NEXT STEP
Ready to hear from pros?
Optional next step: Create an account on PickYourPro.ai and start an event florist request. Share the event, venues, arrangement list, quantities, style references, colors, timing and handoff needs so participating pros can compete with proposals. Compare flowers and substitutions as proposed, vessels, delivery, installation, removal and terms.
Start a new request ↗Participation and availability vary. A design conversation and venue-access or installation review may be needed before a final proposal.
Keep the useful part.
The worksheets are free to use whether you hire through PickYourPro.ai or elsewhere. No account is needed to download them.
Download the five-page pack ↓One request. Every pro’s best offer.
More help with your next step
Official references and scope
These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 12, 2026. This pack has not been independently reviewed by a licensed specialist.
- U.S. Department of Justice: Accessible Information Exchange ↗
Archived federal guidance illustrates that event routes and room arrangement affect participation. This workbook only prompts written coordination of floral placements with the venue and planner; it does not determine accessibility or legal compliance.
Linked organizations do not endorse PickYourPro.ai. Report a correction.