3 things you should be doing to prepare for events
Hey!
It’s been super busy here working on a whole bunch of things and exciting projects for Oh Flora in 2019. I promised this post a little while ago on Instagram stories and I finally got around to writing these notes down for you…
All of these tips will likely be useful to any wedding professionals or those heading into the industry - not just florists!
1. CREATE A TIMELINE
Even if it’s a small event, it’s a good idea to get into the habit of creating your own timelines for all the work you and your team will be doing leading up to the event day and of course, for event day itself.
Here’s what we generally include in our timelines for every event.
Sourcing & ordering flowers and supplies
Prepping flowers ready for arranging
Staff hours and which designs they’ll be working on and when
Design times for everything on your proposal.
For example: Centrepieces might be Thursday, bouquets on Friday afternoon and wearable flowers on Saturday morning,Bridal party delivery time for both bride & groom
Tip: check the delivery locations on Google Maps around the same time and day you’ll be delivering so that you’ll have fairly accurate estimate on how long this will takeBump in times & actual start times for: ceremony, cocktail hour, reception
Finish times & bump out times for each of the above
Allow some time in your timeline to take photos of your arrangements and bouquets before they head out the door
Depending on the event, we might event get more detailed, but this above is our starting point.
Tip: Include a contact list of any vendors you might need to liaise with on the day, and of course, always get a couple contact numbers from the bridal party or friends close to bride & groom.
We usually get 2 x bridesmaids numbers + 2 x groomsmen numbers + either mum or dad if needed.
2. PREPARATION OF NON PERISHABLES
Prepare EVERYTHING you can prior to the event day. This might seem obvious, but seriously, you want to make a list of everything you need to do the week prior to an event, or even earlier and tick off all the non perishable things. This will save you time and brain power as you get closer to the day.
For example, we’ll will always:
Prep & iron ribbons for bouquets
Prepare vessels, cut chicken wire, tape them, if needed
Fill water vials
Wash, rewash or dust bud vases and candle holders.
Reconfirm timings with bride, groom, venue or planner - you never want to worry them close to the wedding day
Fill the van/car with petrol
Sometimes we even fill buckets of water the day before market day
Set up work areas where possible
Anything at all you can think of thats not fresh product, DO IT BEFORE!
3. FAMILIARISE YOURSELF WITH THE VENUE
I always encourage a site visit as I believe it’s an essential part of bringing together the inspiration for the flowers and design. It also makes the day much easier on you, your mind and staff if you know where to go, where to park, unload and who to liaise with when you arrive on site. If possible, arrange a site visit soon after your client has booked.
There may be issues that arise with your pricing or proposal to your client, and you’ll be able to update this well ahead of time, making sure you can deliver what you’ve discussed.
You don’t want to get to the venue on the wedding day and the entry way is actually twice the height you has quoted on (and bought enough for) simply because it hadn’t been measured properly.
I understand this might not work for everyone, however, if you are designing an installation, be sure you either visit or insist on the event coordinator send a lots of detailed photos of the space, hanging points, hooks and beams. Also ask for a video. There has been many times on my flowering journey that I have regretted not insisting on a site visit because details weren’t accurate - causing you a lot of stress, and often money.
I hope these quick tips help you to feel a little more confident and prepared for your next wedding or event!
I’d love you to leave a comment below and let me know if these tips were helpful for you or suggestions on new blog posts.
Merry Christmas & I’m sending you all the love and good vibes for the New Year!!
Tanya xo
P.s. Many of our workshops include lots of business & organisation content, along with floral design & other activities depending on local. If you’re interested in attending an Oh Flora workshop, register you interest below!