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The Ultimate Wedding Day Florist Timeline & Tips:
A Guide for Couples

We get it—there's a lot of unknowns about how it all works on your actual Wedding Day. So we've created this timeline for you to give you a brief idea as to what we will do and when. Some details might vary depending on the size and time of your wedding, but this should serve as a great baseline!
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Here's what we've got to help:
Floral Timeline
Key Tips
Additional Tips

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Floral Timeline

Wedding Day ​Floral Timeline:

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Morning: Preparation & Floral Delivery

4:00 AM - Wake Up and Prep for Travel

  • This is when the day begins for us! We get ribbons onto all personal flowers and package them up, check on any pre-made arrangements and touch up.

  • We pack the vehicle and head on to the venue or Bride and Groom locations if off-site—1 hour+ pending the location.

8:00 AM - Florist Arrives at the Venue for Setup (pending no hanging installation)

  • We'll arrive early to unpack, unload and prepare ourselves for the day. 

8:30 AM - Delivery of Bouquets & Personal Flowers to the Bridal Party (if on-site)

  • We'll deliver your bridal bouquet, bridesmaids’ bouquets, groom's boutonniere, groomsmen’s boutonnieres and any other personal flowers to your respective locations.

  • We like to do this early as you will more than likely have air conditioning or a cool place to sit the flowers while we work on the rest of your wedding florals.

  • Be sure to have a designated person (like a maid of honour or your wedding planner) to receive and distribute the flowers so you can relax and enjoy your day.

9:00 AM - Floral Delivery to the Reception Venue (if separate from ceremony site)

  • If your reception venue is different from your ceremony venue, we'll deliver the reception florals to the reception space.

  • We'll ensure that each table is set with the correct flowers and if styling set up is being taken care of by us, any other decor elements like candles, place cards, menus etc will be styled on the tables.

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Late Morning to Early Afternoon: Ceremony Setup

11:00 AM - Flower Details for the Ceremony

  • We will begin to construct the ceremony flowers onsite or place pre-made arrangements, making sure everything is in placethis may include the arch, altar area, aisle flowers and any floral arrangements that might be part of the decor.

  • We'll ensure that everything is styled beautifully and is in line with your vision. 

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Afternoon: The Wedding Ceremony

1:00 PM - We Prepare for Any Last-Minute Adjustments Before Ceremony

  • As the ceremony approaches, we may check in one final time to ensure everything is as planned. If the weather is too hot or wet for an outdoor Ceremony, we'll be there until the last possible moment to ensure the flowers are moved back into place for commencement.

  • If there’s an indoor/outdoor transition or weather concerns, we'll adjust the arrangements or move flowers to avoid weather disruptions.

2:00 PM - Ceremony Begins

  • We will step back and allow the focus to shift to the ceremony. At this point, we’ll make sure the reception flowers are perfectly in place. We may also assist with floral touches on the cake at this time.

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Post-Ceremony: Reception & Breakdown

3:00 PM - Transition to Reception Setup

  • Once the ceremony is over, we will repurpose the Ceremony flowers to the reception space, light the candles if we're designated and do our final touch ups ensuringeverything is fresh and beautiful for your reception to follow.

5:00 PM - Reception Flowers Ready to Go

  • We'll make sure at this stage the reception venue is fully set, with all flowers perfectly placed. â€‹â€‹

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Evening: Pack Down & Clean Up

10:00 PM - Reception Cleanup Begins (Optional)

  • Depending on the agreement, we may begin to pack up any items after the reception (e.g., floral centrepieces or bouquets). We'll handle taking down floral arrangements, packing up any unused flowers and ensuring the venue is in good condition for the next event.

11:00 PM - Final Check (if needed)

  • If any flowers need to be removed or stored overnight, we'll handle this final step.​​​​​​

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Key Tips:

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  • Communicate early with us about timing and expectations so we can plan our schedule around your needs.

  • Designate someone (e.g., your maid of honour or a planner) to help distribute personal flowers to ensure you can relax and enjoy your day.

  • Plan for any weather changes, as we will need to adjust their floral arrangements accordingly.

  • Be mindful of the time between the ceremony and reception or any of the bump-in times for hanging installations and reception set up—this is when we will have to do any transitions between spaces.

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By having this timeline in mind, you’ll know exactly what to expect from us on your big day and how to coordinate everything smoothly for a flawless event.​​

Key Tips
Additional Tips

Additional Tips:

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1. Floral Arrangements Can Be Reused or Repurposed

  • Ceremony Flowers to Reception: We offer a service where we can move ceremony flowers (like altar arrangements or aisle markers) to the reception after the ceremony. This can maximise your budget and ensure the flowers are enjoyed throughout the entire event.

  • Bouquets for Keepsakes or Photos: If you have an arrangement you particularly love (like your bridal bouquet), consider asking us if we can create additional smaller versions for bridesmaids or family members as keepsakes. We also offer bouquet preservation.

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2. Timing for Personal Flowers

  • We usually deliver all bridal party flowers directly to the bride and groom or their designated people at their respective locations. Be mindful of the timing—ensure we know when you’ll be getting dressed or when you plan to leave for the ceremony, so we can deliver on time. This is particularly important if you're getting pre-ceremony photos.

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3. Consider the Weather and Seasonal Availability

  • Weather Can Impact Flowers: If you're having an outdoor ceremony or reception, we will do our best to protect the flowers in case of rain, heat or wind. We do this by keeping them in the shade until the very last minute or delaying when we work on them. Please be open. We may need to provide alternatives like a mixture of artificial and real flowers that are less affected by weather.

  • Seasonal Flowers Are Key: Flowers that are in season will not only be more affordable but also look fresher and last longer.

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4. Flower Colour Coordination and Venue Style

  • Make Sure to Match Your Venue: It’s important that the flowers complement your venue's style and colours. If your venue has a lot of bold colours or intricate designs, consider opting for more neutral or subtle florals to avoid clashing. Conversely, if your venue is more neutral, you can choose bold, vibrant colours for your flowers to create a stunning contrast. 

  • Accent Flowers for Texture: Don’t be afraid to add texture to your florals! Consider using greenery, different types of flowers, and even unexpected elements like dried florals or vines to add dimension to your arrangements.

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5. Floral Budget Considerations

  • Don’t Forget Additional Costs: Beyond the bouquets, centrepieces and boutonnieres (the flowers themselves) we charge extra for delivery, setup, and breakdown fees + GST (our service). If you’re working with a specific budget, we can help recommend options that look beautiful but are more cost-effective. Please don't fall for cheaper pricing because it's true with flowers that you get what you pay for. You're paying for a luxury service, which is the flowers and an awesome team of people to do all the hard lifting for you on your special day.

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6. Consider a Floral Photo Opportunity

  • Floral Details for Photos: We love to create special moments where flowers can enhance your photos. For example, a beautiful floral arch or flower wall or backdrop for some standout photo opportunities.

  • Bridal Bouquet Photos: Your bouquet is often featured in your wedding photos. Be sure to communicate with us about the look you envision. We offer to incorporate personal elements (like meaningful flowers or custom ribbons) into your bouquet.

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7. Vendor Coordination

  • Coordination with Other Vendors: We will likely need to coordinate with other vendors, such as your wedding planner, photographer and the venue. Be sure we are in the loop about your overall vision for the day, as this can help them ensure that floral arrangements are set up in a way that complements the décor and photographer's shots.

  • Timing with Photographers: If your photographer plans to capture the “getting ready” moments, make sure the florals (bouquets, boutonnieres) are present early. The photographer may want to capture these details before the ceremony begins.

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8. Wedding Day Florist Communication

  • Keep Open Communication: Stay in contact with us during your wedding day. If there are any last-minute changes (like weather conditions, schedule shifts, or additional flower needs), make sure we know as early as possible.

  • Trust Our Expertise: We are professionals who have done this many times before. We can offer guidance on what flowers work best for your wedding’s atmosphere and lighting. Trust our advice, especially when it comes to colour palettes and the seasonal availability of flowers.

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By keeping these tips in mind, you can make sure your flowers enhance your wedding day seamlessly and beautifully. It's all about creating a balanced, cohesive look that fits your vision—and with the right florist, those blooms will be a highlight of your special day!

A Pocketful of Roses

Bouquet Preservation | Wollongong Wedding Flowers | Bowral Wedding Florist | South Coast Wedding Florist

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