In short
- Here are 20 questions in six themes, ready to print or copy.
- The first ones help you judge style and availability, the last ones avoid surprises in the contract.
- Answers on substitutions, hire items, timings and cancellation should be in writing.
- Ask the same questions to every florist you compare.
Knowing the questions to ask your wedding florist saves you time and money. It helps you rule out the wrong people quickly and compare quotes on the same basis. This checklist is written for couples getting married in Italy, including those planning from abroad, and for anyone organising an event where flowers matter.
If you do not have a shortlist yet, start from our wedding florists in Italy working in your venue's region. Then use the questions below at the first meeting and before you sign.
How to use this checklist
You do not need to ask everything at the first call. Split it like this:
| When | Themes | Goal |
|---|---|---|
| First contact | Availability, style | Decide whether it is worth going further |
| After the proposal | Quote, flowers | Understand what you are paying for |
| Before signing | Logistics, contract, the unexpected | Avoid surprises on the wedding day |
Note each florist's answers in the same table. You will often find that price differences come from items included or left out, not from the cost of the flowers themselves.
The 20 questions, theme by theme
Availability and style
1. Are you free on our date, and how many events are you doing that day? Some florists do one wedding a day, others more than one with separate teams. Either can work, but you need to know who will be working on yours.
2. Have you worked at our venue, or a similar one? A florist who knows the venue already knows the access points, power sockets, timings and rules. If they do not, ask for a site visit.
3. Can you show us the full gallery of a wedding in the same season? A whole wedding tells you more than ten hand-picked photos. Season matters: June flowers are not October flowers.
4. How would you describe your style, and what do you prefer not to do? The second half of the question is the most useful. It tells you whether your idea suits them. To clarify your own preferences, prepare a flower mood board first.
Quote and costs
5. Is the quote including or excluding VAT? In Italy VAT is called IVA. It sounds obvious, but it makes a real difference to the final figure.
6. Is the hire of vases, stands, arches and candelabra included? Hire items are often a separate line, sometimes with a security deposit. Ask for the list.
7. Are set-up, breakdown and travel included? Breakdown late at night, at the end of the party, may cost extra. So may travel, if the florist comes from another province or region.
8. What pushes the price up if we change something after signing? Adding tables, changing flowers or moving the ceremony outdoors all have a cost. Better to know before. To read the document line by line, see our guide on how to read a florist's quote.
The flowers
9. Which flowers will be in season on our date? Seasonal flowers are fresher, easier to source and usually cheaper. See also our guide to seasonal flowers in Italy.
10. If a flower is unavailable, what will you replace it with, and who decides? It is normal for a variety to be missing because of weather or supply problems. What matters is that the substitute is similar in colour, shape and value, and that you are told.
11. Which flowers will cope with heat, wind or being outdoors at our venue? Essential for summer weddings, seaside weddings and garden ceremonies.
12. Do you use floral foam, or foam-free techniques? If you care about a more sustainable design, ask. Some florists work without synthetic foam, using chicken wire, water and reusable structures.
Logistics on the day
13. Who will be there on the day, and how many people will set up? Knowing whether it will be you or a team member helps you know whom to call if there is a problem.
14. What time do you start setting up, and how long do you need? Compare those times with the venue's and the caterer's. More in our guide to set-up and breakdown.
15. Who moves the flowers from the church to the reception? Reusing ceremony arrangements is a good way to save, but someone has to load, transport and reposition them in a tight window.
16. Will you coordinate directly with the caterer, the venue and the wedding planner? The centrepiece has to fit on a fully laid table. The florist needs to know how much space there is.
Contract and payments
17. How much is the deposit, and when is the balance due? Ask for precise dates and the payment method. If you are paying from abroad, ask about bank fees and which currency the invoice is in.
18. What happens if we cancel or change the date? The deposit may be kept in full or in part. The terms must be in writing. Everything to check is in our guide to the wedding florist contract.
The unexpected
19. What is the plan if it rains? If the ceremony is outdoors, the design must be movable or adaptable. Ask whether there is a cost and who decides to switch to plan B.
20. What happens if you are ill or have an emergency? An organised professional has a trusted colleague who knows the design. Ask who that would be.
The questions in a table you can copy
| Theme | Questions | Put in writing? |
|---|---|---|
| Availability and style | 1-4 | No, these are for assessment |
| Quote and costs | 5-8 | Yes, in the quote |
| Flowers | 9-12 | Substitutions yes, in the contract |
| Logistics | 13-16 | Timings and transport yes |
| Contract | 17-18 | Yes, in the contract |
| The unexpected | 19-20 | Wet-weather plan yes |
How to read the answers
The answers matter as much as the questions. Some replies are reassuring, others deserve a follow-up.
| Answer | What it may mean | What to ask next |
|---|---|---|
| "Anything is possible" | Little attention to season, budget or venue | "What would you change, and why?" |
| "The price is all-inclusive" | It may be true, or something may be missing | "Can you list what it includes, line by line?" |
| "We'll see later" on breakdown or hire | Items that may come back as extras | "Can you put it in the quote now?" |
| "I'll substitute if something is missing" | Fine, if the criteria are clear | "With flowers of what colour and value? Will you tell me?" |
| "I'll sort it out with the venue" | Helpful, if it actually happens | "Can you copy me in on what you agree with the venue?" |
An honest answer such as "I won't find that flower in September, here is an alternative" is worth more than many promises. It shows the florist knows the flower market and does not want to disappoint you on the day.
Watch how they answer too: how quickly, how precisely, and whether what they write matches what they said on the call. The way a florist handles questions before signing is often the way they will handle problems afterwards.
Questions to ask yourselves
Before you meet anyone, agree on three things between you:
- your maximum budget for flowers, not just the ideal one;
- the two or three elements you care about most: bouquet, ceremony, tables, one large installation;
- what you are willing to give up if the budget does not stretch.
With those answers, the conversation with the florist will be quicker and the proposals more focused.
Extra questions for a destination wedding
If you live outside Italy, add:
- What language will the quote and contract be in?
- How will we check in remotely: video calls, photos of samples, mock-ups?
- Does anything change if we pay from a foreign account or need an invoice to a non-Italian customer?
- Are there local customs that might surprise our guests?
A florist used to international couples will also explain Italian customs such as confetti (sugared almonds given to guests) or the meaning of chrysanthemums, which are linked to mourning in Italy and best avoided at weddings. You will find florists who work with couples from abroad in our list of florists for destination weddings.
After the answers
Reread the answers calmly and compare them line by line. Choose the person who answered concretely, even when they said no to something. For an overview of the whole selection method, read our guide on how to choose your wedding florist. When you are ready, request a quote from two or three florists, sending all of them the same information.
