Wedding Flowers & Décor Checklist

Florists can only take on a limited number of weddings each weekend, so popular ones fill up early. Booking now also gives you time to talk about what’s in season, which affects both the look and the cost. Your florist can advise on what works in your venue, what can be reused between the ceremony and reception, and where flowers make the most impact for your budget.

• Often forgottenCouples often forget to plan who moves ceremony flowers to the reception and who collects the rented vases afterward.
• Seasonal and local flowers usually look fresher and stretch a budget further.
• A few large statement pieces can have more impact than many small ones.

• “Which flowers will be in season around our date?
• “Can the ceremony arrangements be moved to the reception?
• “What happens if a flower we chose isn’t available?
• “Are vases, stands and arches included, or rented separately?

Venues often have rules that affect your plans in quiet ways: no open flames, no loose confetti, a strict music curfew, a preferred supplier list, or a requirement for vendors to hold liability insurance. Finding these now, before you finalize décor and book more vendors, avoids buying things you can’t use or booking someone the venue won’t allow.

• Often forgottenCouples often forget to ask whether confetti or petals are allowed, and what type.

• “Is there a list of suppliers we must use or avoid?
• “What proof of insurance do vendors need to provide?
• “What time must music stop and guests leave?
• “Are there any fees if décor isn’t cleared on time?

Florists and décor suppliers need firm quantities to order stems and materials, and many flowers are seasonal. Confirming details now keeps costs predictable and avoids last-minute substitutions. It is also the right time to plan how ceremony pieces can be reused at the reception, which can stretch your budget and reduce waste.

• Often forgottenSomeone needs to be responsible for moving ceremony flowers to the reception, and it is rarely agreed in advance.
• Keep centerpieces low or tall so guests can see across the table.

• “Which flowers are in season for our date?
• “Can you move the ceremony arrangements to the reception?
• “What happens to the flowers at the end of the night?

A guest book gives you something personal to look back on, often long after the details of the day blur. There are many formats, from a classic book to recorded audio messages or instant photos, and some need ordering, setup or equipment. Choosing now leaves time for delivery and personalization, and deciding who looks after it means it actually gets used and makes it home safely.

• Often forgottenCouples often forget to assign someone to bring the guest book home, and it gets left on the table.
• Options include a classic book, message cards in a box, an audio guest book, an instant-photo album or a signature item such as a print, a globe or a board game.
• Try the pens on the actual surface; some smudge on glossy pages.
• A short prompt, such as your favorite memory with us, helps guests write more than their names.

• “Where will guests naturally pause long enough to sign?
• “Who will bring it home after the celebration?

Rentals and décor often arrive from several suppliers on the same morning. Confirming each delivery now avoids missing chairs, wrong linen colors or a collection time that clashes with the venue’s curfew. It also tells your day-of contact what to expect and who to call if something doesn’t arrive.

• Often forgottenRental agreements sometimes require items to be rinsed, stacked or packed before pickup.

• “What time will you deliver and collect?
• “Do items need to be rinsed or packed before collection?
• “Who should sign for the delivery?

Bringing décor ahead means one less thing to carry on the wedding morning, and gives the venue team time to set it up as you’d like. Labeled boxes with a photo of the intended setup make it easy for someone else to follow. A collection plan ensures your items come home rather than being left behind.

• Often forgottenThe empty boxes are needed again at the end of the night, so ask the venue to keep them.
• Mark boxes that must come home, such as family keepsakes, clearly.

• “Where will our décor be stored until the wedding?
• “Who from your team will set it up?

Venues often need rooms cleared quickly and may not store items for long. Personal pieces like a guest book, family photos or a welcome sign are easy to leave behind and hard to replace. Knowing what to collect, and who is collecting it, saves a stressful call to the venue a week later.

• Often forgottenDisposable cameras and audio guest book devices that were left on tables.
• Labeled boxes from setup day make packing up much faster.
• If you’re saving a cake tier, ask your baker how best to store it.