Introduction
A well-written contract protects both you and your client. It sets expectations, defines responsibilities, and prevents disputes. Every wedding florist needs a professional contract — here is exactly what to include.
Essential Contract Sections
1. Client and Event Information
- Client name(s) and contact information
- Wedding date and time
- Venue name and address (ceremony and reception)
- Wedding coordinator contact (if applicable)
2. Scope of Services
Detail every item you are providing:
| Category | Details to Include |
|---|---|
| Personal Flowers | Bouquets, boutonnieres, corsages, hair flowers — quantities and descriptions |
| Ceremony | Arch, aisle markers, altar arrangements |
| Reception | Centerpieces (quantity and style), sweetheart table, cake flowers |
| Additional | Welcome sign, cocktail hour, restroom flowers |
| Services | Delivery, setup, breakdown, repurposing |
3. Pricing and Payment Terms
| Term | Standard Practice |
|---|---|
| Total price | Clearly stated |
| Deposit | 30-50% due at signing |
| Balance due | 2-4 weeks before event |
| Payment methods | List accepted methods |
| Late payment fee | $25-50 or 1.5%/month |
4. Substitution Clause
This is critical for florists:
"Due to the natural and seasonal nature of fresh flowers, [Florist Name] reserves the right to substitute flowers of equal or greater value if specific varieties become unavailable. Substitutions will maintain the agreed-upon color palette and design aesthetic. Client will be notified of significant substitutions when possible."
5. Cancellation and Refund Policy
| Timeline | Refund |
|---|---|
| 90+ days before event | Deposit minus administrative fee |
| 30-89 days before event | 50% of deposit returned |
| Less than 30 days | No refund |
| Event day no-show | No refund |
6. Force Majeure
Cover unforeseeable circumstances:
"Neither party shall be held liable for failure to perform due to circumstances beyond their control, including but not limited to: natural disasters, pandemic restrictions, government orders, severe weather, or supplier failures."
7. Liability and Insurance
| Clause | What It Covers |
|---|---|
| Damage limitation | Maximum liability equals contract value |
| Venue responsibility | Not liable for venue conditions (heat, no water, etc.) |
| Third-party damage | Not liable if venue staff or guests damage arrangements |
| Insurance disclosure | State your general liability coverage |
8. Setup and Breakdown
- Setup window — Time you will arrive and complete setup
- Access requirements — What you need from the venue (water, electricity, staging area)
- Breakdown time — When you will collect rentals and materials
- After-event ownership — Flowers belong to client after event; rental items returned to florist
9. Overtime and Additional Charges
| Situation | Charge |
|---|---|
| Setup delays (not your fault) | $50-100/hour |
| Last-minute additions | 20% rush surcharge |
| Additional delivery stops | Per-stop fee |
| Extended breakdown (venue delay) | $50-100/hour |
10. Signature and Agreement
- Signature lines for both parties
- Date of signing
- Statement that both parties have read and agree to all terms
Contract Mistakes to Avoid
- Vague descriptions — "Centerpieces" is not enough. Specify style, size, vessel, and flowers
- No substitution clause — You will be held to exact flowers without one
- Missing force majeure — Learned the hard way during COVID
- No payment deadline — Always specify when balance is due
- Verbal agreements — Everything must be in writing
Digital Contract Tools
WPro.AI includes digital contracts with e-signatures, allowing clients to review and sign directly from your proposal. Everything is tracked and timestamped.
Conclusion
Your contract is your safety net. Invest time in creating a thorough, fair contract and use it for every event. When disputes arise — and they will — your contract is your protection.
Related: Florist Consultation Checklist | Wedding Flower Proposal Templates | Wedding Florist Software
