Wedding flowers on the day: who does what, and when
The consultation, the moodboard and the quote get all the attention. Then the actual day arrives and the practical questions surface: who carries all this in, why is the bouquet wilting in the bridal suite, and can the arch come to the reception? Two florists on the logistics half of the job.
Your florist handles setup, any room turnarounds, and the clear-down; you handle exactly one thing, which is keeping the bridal party flowers in water and away from heat. Big design changes close around three to six weeks out, small additions can land days before, and a full floral arch generally stays where it's built, so plan it for the spot that matters most.
- Setup and takedown are the florist's job, including moving flowers between spaces if agreed.
- Your only job: bouquets back in water, kept cool, away from radiators, curlers and makeup rooms.
- A built arch rarely moves. If you want florals in two places, ask about broken or sectional designs.
- Big changes: three to six weeks' notice depending on the florist. An extra buttonhole: days.
- Packages flex more than they look. Swap pieces you don't need for ones you do, at the same volume.
Who actually sets everything up and takes it down?
The florist, start to finish, and it's worth knowing how much that covers.
"From arriving at the venue the morning of your wedding, to setting up and installing all of the floral designs agreed in the design process, all of that is handled by the florist," says Burton's Blooms. That includes repurposing: "if the couple are moving flowers from the ceremony space across to a second reception space, the florist and their team will remain onsite and transfer those flowers across." And the ending too: "usually florists will either return the same evening after the celebrations have finished, or come back early the next day and clear down."
Lavender Green Flowers draws the one small boundary: "If there's smaller florals to move, just bud vases or bowls from one area to another once the wedding is in flow, then sometimes your caterer or planner might manage those. But typically the florist should oversee all movement of larger items, arches or urns, as well as full table setup. If there's a room turnaround after the ceremony, they typically would stay for that as well."
The thing to actually check: that your venue's access times and your florist's setup plan have met each other. Everything above assumes they have.
Keep them away from any heat: radiators, curlers, makeup rooms. Typically put somewhere cool, usually in a bathroom with an open window.
How do the flowers stay fresh all day?
Mostly, that's engineered before you ever see them.
"It's really the responsibility of the florist to make sure that the flowers will remain fresh throughout the entirety of the wedding day," says Lavender Green Flowers. "The florist should work with either water or Oasis to ensure that the flowers will last. There are some practical considerations, for instance avoiding hydrangea out of water on a really hot day in summer."
The exception, and the only part that lands on you, is the bridal party's own flowers. "It's recommended that the couple keep them away from any heat, so radiators, curlers, makeup rooms, and typically put somewhere cool, usually in a bathroom with an open window. Buttonholes, if you have them a long time before the wedding, should be refrigerated."
Burton's Blooms gives the same instruction from the other side: "Bouquets will be delivered in water, but once they've been removed it is really their responsibility to pop them back into water as soon as possible. Venues and staff are also really helpful in doing this." A getting-ready room in July, next to the hair tools, is the most hostile environment a bouquet will face all day.
Can the arch move from the ceremony to the reception?
Usually not, and finding that out after you've budgeted for it is the expensive version of this conversation.
"Once an arch has been installed into the space, they aren't something that can easily be repurposed and transported across to a reception space, because of the weight of them," says Burton's Blooms. "I always make couples aware: the main focus of that arch is going to be the ceremony, the entrance, the doorway they want decorated the most." Bespoke installations fitted to a building "need to be built on site on the morning of the wedding, so ensure there is plenty of time for the florist to get access."
There is a design answer, though. "Consider whether we go for a more pared-back approach, a broken arch or an installation in pieces that are more transportable," says Lavender Green Flowers. "That means whatever arch or installation you have can be moved around from ceremony to reception, whereas a typical fully fledged floral arch would only be available in one place." The trade is deliberate: sectional pieces travel, monoliths don't.
Both florists also make the case for a site visit, especially for installations. "Most florists will choose to visit the venue in advance, particularly if it's a church or installation pieces where measurements need to be taken," says Lavender Green Flowers. Burton's Blooms brings "a tape measure and props, so they can prep the correct mechanics before coming on site."
Once an arch has been installed into the space, they aren't something that can easily be repurposed and transported across.
How late can you still change things?
There are two deadlines, and couples usually only hear about one of them.
Small additions stay open late. "Most florists should be able to accommodate last-minute changes such as an additional buttonhole or a gift bouquet for the mother of the bride, up to maybe 2 to 3 days before the wedding," says Lavender Green Flowers.
Structural changes close much earlier. "I work to a 6 week term, and I think this is quite standard across the industry," says Burton's Blooms. "Anything that's going to change the large-scale installation design, or mean I need more team members booked, should be raised as soon as possible." Lavender Green Flowers puts their line at "around 3 weeks before the wedding, so there's plenty of time to pre-order the flowers and make sure we can get the varieties we've promised you," with a week out as the practical cliff edge.
The pattern: one more of something you already have is easy; a different something is a redesign.
Frequently asked questions
Are flower packages fixed or flexible?
More flexible than they read. "If a package included 2 bridesmaid bouquets but the couple were only having 1, they could swap it for a small bar arrangement or something for the cake," says Burton's Blooms. "As long as the volume of florals is the same, things can be switched around."
Does our florist need to have worked at our venue before?
For most venues, no. "For hotels or barns or countryside manors there is more flexibility," says Lavender Green Flowers. The exception is restrictive spaces: "a historic venue such as a museum or gallery, with rules, restrictions and tight get-in times, it's very important the florist has worked there before."
Who moves the flowers if the ceremony room becomes the dining room?
The florist stays for agreed turnarounds. Confirm it's in the plan, and check the venue's schedule leaves them the time to do it.
When is the clear-down?
The same night or early the next morning, depending on the venue's rules. If you want to keep or give away arrangements, say so before the day, or they leave with the van.
What should we do with the bouquet between the ceremony and dinner?
Back in water, somewhere cool. Ask the venue for a vase in advance; most have them, and staff are used to the request.
- Almost everything about wedding flowers on the day is the florist's job, which is what you're paying for. Your part is small and specific: keep the hand-held flowers watered and cool, get change requests in before the three-to-six-week gate, and decide where the arch truly matters before it's built, because that's where it's staying.
- One conversation covers all of it. Have it at the site visit, with the venue's access times in front of you both.
