The Florist Event Prep System
Members Access · The Wild Flora
The Florist Event
Prep System
Everything you need to pitch, price, plan, and execute floral events — from your first inquiry to the final bow on setup day.
What's Inside
8 modules + tools + templates · Tap any card to jump straight in
A note from Frances
Welcome, Event Florist.
The first event I ever did, I underpaid myself, forgot to account for my setup time, and ran out of greenery at 7AM. I still made it work. But I never wanted to feel that scramble again.
This system is what I built from every event since then — the good ones, the chaotic ones, and the ones that taught me exactly what not to do. Every template, checklist, and pricing method here is used in my own business.
This is for florists who already know basic arranging and want to confidently accept small events — intimate celebrations, birthdays, debuts, corporate setups, and eventually weddings. If you're still building your arranging skills, start with the Starter Kit and come back here when you're ready for events.
How to use this system
Each module opens as you tap. Start with Module 01 if you're new to events, or jump to the section you need most. The Price Calculator, Event Day Checklist, and Template Vault are at the bottom — use them live on your next booking.
Module 01Types of Floral Events▾
Before you price an event, you need to understand what type of event it is — because each one has a completely different scope, timeline, and risk level.
Event type breakdown
| Event Type | Typical Budget | Complexity | Lead Time |
|---|---|---|---|
| Intimate Wedding (<50 pax) | ₱8,000–₱25,000 | High | 3–6 months |
| Full Wedding (50–200 pax) | ₱25,000–₱100,000+ | Very High | 6–12 months |
| Debut / Cotillion | ₱10,000–₱40,000 | High | 2–4 months |
| Corporate Event | ₱5,000–₱30,000 | Medium | 2–8 weeks |
| Birthday Celebration | ₱3,000–₱15,000 | Medium | 2–6 weeks |
| Pop-Up / Market Stall | ₱2,000–₱8,000 | Low–Medium | 1–4 weeks |
| Styled Shoot | Often TF / Trade | Medium | 2–6 weeks |
Start Here
If you're new to events, start with birthdays and small corporate bookings. Graduate to weddings once you have 5+ events under your belt.
Should you take this event?
- Do I have enough lead time to source the flowers?
- Is the budget realistic for what they're asking?
- Do I have enough hands for setup?
- Is the venue accessible with my equipment?
- Does this conflict with another booking?
Two "no" answers = negotiate before accepting. Three or more = walk away gracefully.
Your Action Step — Module 01
Write down the next 3 event types you want to accept in the next 6 months. For each one, note the minimum budget you'll accept. This is your event focus list — refer to it before saying yes to any inquiry.
Module 02The Client Inquiry & Consultation▾
The consultation is where events are won or lost — before a single flower is purchased.
Inquiry intake: what to ask
| Question | Why It Matters |
|---|---|
| Event date and time? | Checks availability and lead time |
| Venue name and location? | Affects transport cost and setup access |
| Approximate guest count? | Determines scope of florals |
| What specific florals do you need? | Identifies deliverables upfront |
| Approximate budget? | Filters out underbudget inquiries early |
| Color palette or theme? | Helps assess availability and complexity |
| Have you worked with a florist before? | Sets expectations level |
Script: First Messenger Reply
"Hi [Name]! Thank you so much for reaching out about your [event type]. I'd love to learn more. Could you share the event date, venue, approximate guest count, and the florals you have in mind? This will help me give you an accurate quote. Looking forward to hearing from you! 🌿"
Red flags to watch for
| Red Flag | What It Usually Means |
|---|---|
| "Budget is flexible but low" | The budget is not actually flexible |
| Has fired a previous vendor | High-maintenance — ask more questions |
| Wants changes after quote is sent | Scope creep risk — use a change order clause |
| Asks for inspo photos but wants everything cheaper | Misaligned budget vs. vision |
| Delays the deposit payment | May not proceed — protect your date |
Protect Your Time
Never hold an event date without a deposit. A 30–50% down payment confirms commitment. State this clearly in your proposal: "This date is reserved upon receipt of the booking fee."
Your Action Step — Module 02
Copy the Messenger inquiry script above and customise it for your brand voice. Save it as a Messenger Quick Reply so it's ready every time an event inquiry lands.
Attract more event inquiries
Flowerpreneur Marketing Playbook
Instagram, Reels, Meta Ads, and seasonal campaigns — built for Filipino florists who want a steady stream of clients.
Module 03Event Pricing & Quoting▾
Event pricing is not the same as bouquet pricing. It has more variables, more labor, and more risk. Price it like a project — not a product.
The full cost of an event
| Cost Category | What's Included | Commonly Missed? |
|---|---|---|
| Flowers & Foliage | All stems, greenery, fillers at wholesale cost | No |
| Hardgoods / Supplies | Foam, wire, tape, ribbon, vases, vessels | Sometimes |
| Your Labor | Design, prep, travel, setup, breakdown — by hour | Often |
| Assistant Labor | Per person, per day (₱400–₱700/day) | Often |
| Transport | Fuel, parking, rental van if needed | Often |
| Setup Materials | Backdrop frames, stands, foam holders | Sometimes |
| Contingency Buffer | 10–15% of total for mistakes, replacements | Almost always |
The Event Pricing Formula
(Flowers + Hardgoods) × 2.5–3× markup + All labor hours × your rate + Transport + 10% contingency = Minimum charge
Use the Event Price Calculator below to run your numbers.
Important Note on Pricing
Use this formula as your minimum internal guide, not your final client-facing quote. Always adjust upward based on: design difficulty, venue access challenges, client urgency, the prestige of the event, and your brand positioning. Never quote below your minimum — but feel confident charging more.
Your hourly rate — don't undercharge
| Experience Level | Suggested Rate / Hour |
|---|---|
| Starting out (0–2 years) | ₱200–₱350/hr |
| Established (2–5 years) | ₱350–₱600/hr |
| Specialist / High-End | ₱600–₱1,000+/hr |
Quoting best practices
- Always send a written quote — never verbal only
- Include an itemized breakdown (clients trust detail)
- State clearly what is and is not included
- Add an expiry date: "This quote is valid for 7 days"
- Include your booking deposit and payment terms
- Specify that any additions post-booking will require a change order
Quote Template Structure
Event Details · Client Name · Date · Venue — Deliverables (itemized) — Materials Subtotal — Labor Subtotal — Transport — Contingency — Total Investment — Payment Schedule — Terms & Conditions — Validity Date
Your Action Step — Module 03
Open the Event Price Calculator below and run the numbers for your next real or hypothetical event. Compare your result to what you would have quoted before. That gap is money you've been leaving on the table.
Run your numbers instantly
Flowerpreneur Pricing Calculator
Bouquet, event, and labor tabs with a built-in pricing guide — use it before every quote.
Module 04Sourcing for Events▾
Sourcing for an event is a different skill set from sourcing for daily orders. Volume, timing, and backup planning matter far more — because you cannot call the market the morning of a wedding and ask for 200 roses.
The 15 questions I run through at the market
Frances's Sourcing Checklist
Will the blooms open in time? · Will these last until event day? · Is this grown locally? · Is it in budget? · Is it unexpected/interesting? · Are these the right size? · Are enough bunches available? · Is this serving a purpose? · Does this fit the client's style? · Is this the right palette? · Is this the right texture? · Will this help bridge the palette? · Is it in season? · Is my supplier reliable for this volume? · Is this a panic buy? (Probably 🤣)
Sourcing timeline by event scale
| Event Scale | Order Flowers | Confirm Volumes | Backup Source |
|---|---|---|---|
| Intimate (1–30 pax) | 3–5 days before | 1 week before | 1 backup supplier |
| Mid-scale (30–100 pax) | 1–2 weeks before | 2 weeks before | 2 backup suppliers |
| Large (100+ pax) | 3–4 weeks before | 4–6 weeks before | Pre-order + standing order |
Always have these as backup
- Eucalyptus — fills gaps in any palette
- White chrysanthemums or white lisianthus — neutral fillers
- Baby's breath / gypsophila — last-minute volume filler
- Dried elements (pampas, bunny tails) — never spoil, always usable
| Situation | What to Do |
|---|---|
| Main stem unavailable | Nearest substitute in palette + texture; inform client if it's a hero flower |
| Volume less than expected | Supplement with greenery, call second supplier immediately |
| Flowers opening too fast | Move to cooler location, condition earlier, adjust timing |
| Price has increased significantly | Contact client immediately — document the change, offer adjustment options |
Your Action Step — Module 04
Build your supplier backup list right now. Write down at least 2 suppliers for your most-used flowers. Keep this list saved in your phone — you'll need it the morning a supplier runs out.
Know exactly where to source
Flowerpreneur Starter Kit
Module 13 includes a verified Philippine wholesale supplier list — Dangwa, markets, and trusted online sources — so you're never dependent on one stall.
Module 05The Event Design Process▾
Design isn't just aesthetic — it's a communication tool between you and the client. The more clearly you document the design plan, the fewer surprises on event day.
Step 1: Build the mood board
Collect 8–12 reference images from Pinterest, Instagram, or past work. Organise by: venue feel, colour palette, floral style, and individual deliverables. Share with the client and confirm before proceeding.
Step 2: Create the floral brief
Floral Brief Template
Client Name · Event Date · Venue · Theme / Color Palette · Deliverables (listed with quantity) · Key flowers approved · Flowers to avoid (allergies, preferences) · Budget confirmed · Payment terms · Client signature / approval
Step 3: Build the flower list
- List focal flowers, fillers, greenery, and vessels per deliverable
- Specify quantity per piece and total quantity needed
- Add 15% buffer to every volume figure
- Note which supplier to source each item from
Step 4: Prep samples for large events
For weddings and big events, always make a sample centrepiece or bouquet 2–3 weeks before. Share with the client for approval. This prevents expensive surprises and builds trust.
The Designer's Rule
Build every arrangement around one focal point. Everything else either supports, frames, or bridges. When in doubt — add more greenery, not more flowers.
Your Action Step — Module 05
Copy the Floral Brief Template above and save it as a Google Doc. Before your next event consultation, fill in what you know in advance — then complete it live with the client. A signed brief means no surprises later.
Speed up your design process
Blooms & Bots: AI for Florists
Use AI to build mood boards faster, write client briefs, and draft event proposals — with florist-specific prompts built for real use.
Module 06Prep Week & Day-Before▾
Prep week is where events are actually won. If your flowers are conditioned, supplies packed, and team briefed before event day — you will be calm when it counts.
One week before
- Confirm flower order and volumes with supplier
- Confirm assistant schedule and arrival times
- Check all hardgoods — foam, tape, wire, vessels
- Confirm venue access time and any restrictions
- Confirm final payment from client
Three days before
- Receive and condition first batch of flowers (water, strip lower leaves, cut stems at 45°)
- Pre-soak floral foam
- Prepare transport containers and buckets
- Label all supplies per deliverable
The day before
| Task | Why |
|---|---|
| Pre-build all framework structures | Saves setup time on event day |
| Condition remaining flowers in cool water | Blooms open at the right rate |
| Greenery — strip, cut, water | Prevents wilting during setup |
| Pack your kit bag | No scrambling in the morning |
| Brief your assistant on their specific tasks | Everyone knows their role before arrival |
| Send venue coordinator a setup confirmation | Avoids access issues on arrival |
| Sleep | Non-negotiable |
Your kit bag checklist
- Floral knife and scissors (sharp)
- Florist tape, bind wire, zip ties
- Waterproof apron
- Stem wrap, ribbon, pins
- Extra foam blocks
- Water misting bottle
- Phone, powerbank, venue contact number
- Pain medication — trust me
Your Action Step — Module 06
Set up a dedicated kit bag or tote that lives ready for events. Pack it once using the list above and only unpack what you actually use each time. Restocking after every event becomes a habit — and you'll never scramble for tape again.
Module 07Event Day Execution▾
On event day, your job is execution — not problem-solving, not design decisions. Those were made in prep. Stay calm, stay methodical, and deliver.
Arrival and setup sequence
- Arrive early. Aim 30 minutes before your setup start. Scout the space, confirm table placement, meet the venue coordinator.
- Unload systematically. Vessels and hardgoods first. Flowers stay in buckets until needed.
- Build large to small. Backdrop or arch → stage florals → centrepieces → accent pieces.
- Hydrate throughout. Mist as you go — don't wait until the end.
- Final walkthrough. Check every piece — height, symmetry, water levels, no fallen stems.
| Situation | Response |
|---|---|
| Table layout has changed | Quickly assess reallocation — adapt centrepieces to new count |
| Stem breaks during setup | Cut lower, use as filler — never panic over one stem |
| Client wants last-minute additions | "I can do that — it will be an additional ₱___. Shall I proceed?" |
| Venue coordinator is difficult | Stay professional, stay solution-focused. Document everything. |
| You run short on one flower | Redistribute, add extra greenery, feature a different filler |
Photo Before You Leave
Always photograph your completed setup before guests arrive. Clean empty room, natural light if possible, multiple angles. These are your portfolio shots — take them seriously.
Working with assistants on event day
- Assign each person one type of task — don't rotate mid-setup
- You lead the creative; they execute the repetitive work
- Brief them on what "done" looks like for their task
- Check in every 30–45 minutes, not constantly
Your Action Step — Module 07
Before your next event, write a setup run sheet — a simple timed list of what needs to happen from arrival to walkthrough. Share it with your assistant the day before. It takes 15 minutes to write and saves 2 hours of confusion on the day.
Build the team behind your events
Flowerpreneur Starter Kit
Module 09 covers hiring, rates, and managing floral assistants — including what to pay, when to bring someone on, and how to brief them properly.
Module 08After the Event▾
The event is done. But this final phase is where your next five events come from — if you do it right.
Within 24 hours
- Send a thank-you message to the client
- Request a review (Google, Instagram tag, or testimonial message)
- Post your best event photo to Instagram Stories with a soft CTA
- Invoice any balance owed or add-ons from the day
Re-booking strategy
The Follow-Up Script
"Hi [Name]! Thank you so much for trusting The Wild Flora with your [event type] — it was such a beautiful day. If you have any upcoming celebrations or know anyone who's planning an event, I'd love to help. Here's a little something for referrals: [discount code or offer]. 🌿"
Lessons log — build this habit
After every event, write three things down:
- What worked really well?
- What would I change in prep or execution?
- What would I price differently next time?
Three events of honest notes will improve your business more than any course.
Your Action Step — Module 08
Create a simple Post-Event Log — a Google Doc or Notes entry per event. Three questions, five minutes. After 10 events, read back through it. You'll see your own patterns clearly.
The complete foundation
Flowerpreneur Starter Kit
Pricing, marketing, registration, suppliers, and financial management — for any florist building a sustainable business.
BonusBuilding a Client-Winning Event Proposal▾
Bonus Module
A quote is just numbers. A proposal tells a story — the client's event, brought to life on paper. Florists who send beautiful proposals win more bookings, command higher budgets, and have fewer "can you lower the price?" conversations.
The 7 sections of a winning event proposal
| Section | What Goes Here | Why It Matters |
|---|---|---|
| 1. Cover Page | Your logo, client name, event date, "Prepared by: [Your Name]" | Sets a professional tone immediately |
| 2. Event Vision | 1–2 sentences capturing the client's dream in your words | Shows you listened — builds instant trust |
| 3. Mood Board | 4–6 curated reference images (palette, style, key pieces) | Aligns visual expectations before money is discussed |
| 4. Floral Scope | Itemised list of every deliverable with description | No surprises — client knows exactly what they're getting |
| 5. Investment Summary | Materials, labor, transport, contingency, total | Transparent pricing builds confidence |
| 6. Payment Schedule | Booking deposit %, balance due date, payment methods | Protects you and sets expectations |
| 7. Terms & Next Steps | Key clauses + "To confirm your booking, please..." CTA | Closes the sale with a clear action |
Event Terms & Conditions — Starter Clauses
Include These in Every Event Proposal
• Booking deposit (30–50%) is non-refundable and required to hold the date.
• Final balance is due [X days] before the event date.
• Flower substitutions of equal or greater value are allowed based on market availability. The florist will inform the client of any significant changes.
• Client changes to the agreed scope after approval may incur additional charges. A change order will be issued.
• Venue delays or changes outside the florist's control are not the florist's responsibility.
• For outdoor setups: heat, weather, and direct sunlight may affect floral longevity. The client accepts these conditions.
Tools for building your proposal
- Canva — free templates for a clean, branded PDF proposal
- Google Docs — quick and easy to share as a link; add your logo at the top
- Notion or Notion AI — structured proposal pages that look professional on any device
The One Rule
Never send a proposal without a follow-up. 24 hours after sending, check in: "Hi [Name], just wanted to make sure you received the proposal. Happy to answer any questions! 🌿" Most bookings are confirmed in that second message.
Your Action Step — Bonus Module
Copy the T&Cs above and save them as a reusable block in your Canva proposal template or Google Doc. Paste into every event proposal from here on. These clauses protect you — use them every single time, not just for big events.
Interactive Tool
Event Price Calculator
Enter your costs and see your minimum charge — and your estimated take-home — instantly.
Your Event Costs
Use This as Your Minimum
This is your floor — not your ceiling. Adjust upward for design difficulty, venue access, urgency, and your brand positioning. Never quote below this number.
Interactive Checklist
Event Day Master Checklist
Check off as you go. Your progress is saved in this browser.
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📋 One Week Before
🌸 Three Days Before
🌙 Day Before
🌅 Event Morning
✅ Before You Leave
Template Vault
7 Copy-Ready Templates
Every template you need for events — open any card, read it, and copy it straight into Word, Google Docs, or Sheets.
Inquiry Form▾
Send this to every new event inquiry before booking a consultation.
Event Quote Template▾
Paste into Word or Google Docs and fill in your numbers.
Floral Brief Template▾
Complete with the client during or after the consultation. Get it signed.
Supplier Sourcing Sheet▾
Fill in per event. Paste into Sheets or print and bring to the market.
Event Timeline Template▾
Fill in for every event. Share with your assistant the day before.
Post-Event Lessons Log▾
5 minutes after every event. Read back after 10 events — you'll see your patterns clearly.
Assistant Briefing Sheet▾
Give this to every assistant the day before the event.