Wedding Florist Contracts: What Every Clause Means and Why You Need Them

Why Handshake Deals Will Eventually Burn You

In retail, a customer orders an arrangement, pays, and walks out. The entire transaction takes ten minutes. Weddings are different. You are committing to a date months in advance, ordering thousands of dollars in perishable inventory, blocking your team's availability, and delivering a one-time, irreplaceable experience. Without a contract, you have no legal protection when things go wrong, and in weddings, things sometimes go wrong.

Here are the essential contract clauses every wedding florist needs.

1. Scope of Work

Define exactly what you are providing. List every item:

• Number and type of bouquets


• Number of boutonnieres and corsages


• Ceremony installation description


• Number and style of centerpieces


• Any additional items (flower wall, garlands, cocktail arrangements)

Why it matters: Without a specific scope, clients can claim you promised items that were never discussed. "I thought the flower wall was included" is a conversation you never want to have on the wedding day.

2. Payment Schedule

Standard wedding florist payment terms:

• Deposit: 30 to 50 percent of the total, due at contract signing to secure the date


• Second payment: 25 to 35 percent, due 60 to 90 days before the wedding


• Final payment: Remaining balance, due 14 to 30 days before the wedding

Critical: The final payment should be collected BEFORE the wedding day, not after. Once the event is over, your leverage disappears.

3. Substitution Rights

This clause is essential for florists. It gives you the legal right to substitute flowers of equal or greater value if the specified varieties are unavailable due to:

• Seasonal availability


• Supplier shortages


• Quality issues with a specific shipment


• Weather or transportation disruptions

Sample language: "CHIC Flowers reserves the right to make reasonable substitutions of flowers and greenery of equal or greater value if specified varieties are unavailable due to seasonal, quality, or supply factors. The overall color palette, style, and design intent will be maintained."

4. Cancellation and Refund Policy

Typical tiered structure:

• More than 6 months out: Full refund minus a 10 to 15 percent administrative fee


• 3 to 6 months out: 50 percent refund


• Less than 3 months out: No refund (you have likely already declined other bookings for this date)


• Date change: One date change permitted with no fee if the new date is available

5. Force Majeure

This clause covers events beyond anyone's control: natural disasters, pandemics, government orders, venue closures. It typically allows both parties to postpone without penalty or cancel with a partial refund.

6. Liability Limitations

Protect yourself from claims that are beyond your control:

• Allergic reactions to flowers


• Damage caused by venue staff or other vendors after your installation


• Weather damage to outdoor installations


• Staining from flower pollen on clothing or linens

7. Setup and Breakdown Times

Specify:

• When your team will arrive for setup


• How long setup will take


• Whether you will be present during the ceremony and reception


• When breakdown will occur (same night or next morning)

8. Additional Fees

Include provisions for charges that may apply:

• Overtime fees if setup extends beyond scheduled hours


• Rush fees for bookings with less than 60 days lead time


• Holiday or peak weekend surcharges


• Additional delivery fees for venues beyond your standard service area

When to Involve a Lawyer

Get a lawyer to review your contract template once. This is a one-time investment of $500 to $1,000 that protects you for years. Look for an attorney who specializes in event contracts or small business law.

Real Scenarios Where Contracts Saved the Florist

• The disappearing bride: A couple cancelled two weeks before the wedding. Without a cancellation clause, the florist would have absorbed $3,000 in already-ordered flowers.


• The scope creep: During setup, the mother of the bride asked for six additional centerpieces. The contract clearly stated the scope, and the florist offered to add them at a quoted price.


• The pandemic postponement: Force majeure clause allowed the florist to transfer the full contract to a new date without losing the deposit.

Contract templates and sample language are included in the Chic Academy business module.