Wedding flower delivery works best when it runs to a written logistics plan: a confirmed venue access window, a load list built backwards from the ceremony time, a van packed in reverse order of set-up and a named contact at every location. Get those four things right and set-up becomes calm, quick and predictable instead of a frantic race against the guests.
Designing the flowers is only half the job. The other half happens in a van, on a loading dock and up a ladder with the clock ticking. This is a practical plan for wedding flower delivery, set-up and bump-out — the part of floristry no one shows on Instagram but every couple notices when it goes wrong.
Start with the venue: questions to ask before the wedding
Logistics begin months before the wedding, at the moment you confirm the venue. Ring or email the venue coordinator and get answers in writing.
- Access time: what time can you get in, and is anyone else (caterers, stylists, hire companies) setting up at the same time?
- Loading: where do you park, is there a loading dock or lift, and how far is it from the ceremony and reception spaces?
- Restrictions: are there rules about open flames, fixings, petals, confetti, ladders or hanging installations?
- Water and power: where’s the nearest tap and drain, and can you use them?
- Bump-out: when must everything be removed, and can you collect the next morning?
- Contacts: who’s the on-the-day venue manager, and what’s their mobile number?
If there are multiple locations — getting-ready suites, a church, a reception venue — repeat this for each one. Every address becomes a stop on your run sheet.
Build your wedding flower delivery run sheet
A run sheet turns a jumble of deliveries into a sequence. Work backwards from the ceremony time and plan each stop with a buffer for traffic and parking.
| Time | Location | What’s delivered | Contact |
|---|---|---|---|
| Early morning | Getting-ready location 1 | Bridal bouquet, attendants’ bouquets, hair flowers | Maid of honour or planner |
| Morning | Getting-ready location 2 | Buttonholes, corsages, family flowers | Best man or planner |
| Late morning | Ceremony venue | Arch or arbour, aisle pieces, signing table flowers | Celebrant or venue manager |
| Early afternoon | Reception venue | Centrepieces, bar and cake flowers, installations | Venue manager |
| After ceremony | Ceremony to reception | Repurposed arch and aisle pieces | Florist team lead |
Your exact timings depend on the wedding, but the principle holds: personal flowers first, because photographers start early, then structures, then table pieces. Share the run sheet with the planner so it slots into the master wedding timeline.
Packing the van for wedding flower delivery
The van is where flowers get damaged. Pack with the same care you used to design them.
Protecting personal flowers
Bouquets travel upright in heavy-based vases or bouquet stands with a little water, wedged into boxes so they can’t tip. Buttonholes and corsages go in lidded boxes with damp tissue, each one labelled with the wearer’s name. Label everything — the family will thank you.
Centrepieces and large pieces
Use crates, non-slip matting and ratchet straps. Keep water levels low for transport and top up on site. Large arrangements can be transported in sections and assembled at the venue — far safer than moving a finished, top-heavy design.
Reverse-order loading
Load the van in reverse order of your run sheet. What you need first goes in last, nearest the doors. It sounds obvious, yet it’s the single biggest time-saver on a wedding morning.
Temperature control
Keep the van cool and out of direct sun. On hot days, park in the shade, run the air-conditioning before loading and never leave flowers sitting in a closed vehicle. If you regularly travel long distances, a refrigerated van or portable cooling is worth considering.
Your on-site set-up kit
Pack an emergency kit and treat it as sacred. It goes to every wedding, whether you think you’ll need it or not.
- Florist scissors, secateurs, wire cutters and a sharp knife
- Stem tape, wire, cable ties, pins and pearl-headed pins for buttonholes
- Spare stems and foliage for repairs and touch-ups
- Watering can, misting bottle, buckets and a hose attachment if allowed
- Drop sheets, dustpan, broom and rubbish bags
- Step ladder, gaffer tape, fishing line and hooks approved by the venue
- Printed run sheet, floor plan, design recipes and the client contract
- First aid kit, snacks and plenty of water for your team
Staffing your wedding set-up team
Even a small wedding usually needs more than one pair of hands on the day. Decide well ahead how many people you need for delivery, set-up and bump-out, and brief them properly. Freelance florists and assistants should receive the run sheet, floor plan, design photos and recipes before the wedding — not in the van on the way there.
- Team lead: one person who liaises with the planner and venue and makes final calls.
- Installers: people comfortable on ladders and with heavier structural work.
- Finishers: detail-focused hands for table pieces, touch-ups and the final clean.
- Driver: someone who knows the route, the parking and the loading points.
Think about safety, too. Long days, ladders, heavy buckets and late nights are a risky mix. Build in breaks, lift with care and check what insurance you need for staff and installations with your insurer or a local business adviser.
Set-up: working efficiently on site
Arrive, check in with the venue manager and walk the space before unloading. Confirm the floor plan hasn’t changed — table layouts move more often than you’d think.
- Unload to a staging area close to the work zone, protected on drop sheets.
- Build structures first — arches, hanging pieces and installations take the longest and need ladders and space before tables are dressed.
- Then place table pieces, working with the stylist and caterers so nobody’s in each other’s way.
- Top up water and mist as a final pass, then remove buckets and tools.
- Clean up every leaf and petal. Leave the space spotless.
- Photograph your work for your records and portfolio before guests arrive.
Before you leave, do a final walk-through with the planner or venue manager and confirm who to call if anything needs attention.
Repurposing flowers between ceremony and reception
Moving ceremony flowers to the reception gives couples more value — and it’s a logistics puzzle. Agree the plan in advance: which pieces move, who moves them, how long the window is and where they’re going. If your team is doing it, schedule staff to stay. If venue staff are doing it, leave clear written instructions and design pieces that are light and stable enough to move safely.
Bump-out and collection
Bump-out is the forgotten part of wedding flower delivery. Late-night pack-downs are tiring, so plan them as carefully as the set-up.
- Confirm the bump-out time in your contract and with the venue.
- Know which items are hired from you, which belong to the venue and which the couple keeps.
- Bring crates, cloths for wrapping glass and bags for compost and rubbish.
- Take photos of any damage to hire items or the venue, and note it in writing.
- Return items to the studio, clean and check them, then restock your inventory list.
If late-night collection doesn’t suit your business, offer next-morning collection where the venue allows it — and price it in.
Pricing delivery, set-up and bump-out
Delivery and set-up aren’t extras you throw in. They involve vehicle costs, staff hours, travel time and sometimes late nights. Itemise them clearly in your quotes so couples see the value. Templates, quoting structures and planning worksheets for this side of the business are covered in The Wedding Florist’s Handbook by Jac Bowie.
Logistics is one of the business skills that separates hobby florists from professionals. It’s built into our Certificate in Floral Design, which covers everything from mechanics to running a floral studio. If you work closely with planners, the Certificate in Wedding Planning is a smart companion to understand the full wedding timeline.
Frequently asked questions
What time should a florist deliver wedding flowers?
Personal flowers usually arrive at getting-ready locations early enough for photographs, while ceremony and reception pieces are set up within the venue’s access window. Confirm exact times with the planner and venue.
How do florists transport wedding bouquets without damage?
Bouquets travel upright in weighted vases or stands with a little water, wedged inside boxes, in a cool vehicle packed in reverse order of delivery.
Should florists charge for wedding flower delivery and set-up?
Yes. Delivery, set-up and bump-out involve vehicle costs, staff time and travel, so list them as clear line items in your quote.
What should be in a wedding florist’s emergency kit?
Scissors, wire cutters, tape, wire, pins, spare stems, watering and misting tools, cleaning supplies, a ladder, venue-approved fixings and printed run sheets.
Can ceremony flowers be moved to the reception?
Often, yes. Agree in advance which pieces move, who moves them and in what time window, and design those pieces to be light and stable.
Want to run wedding days with the calm confidence of a experienced pro — from first stem to final bump-out? Study online at your own pace with The Wedding Academy’s Certificate in Floral Design.
