I have been writing floral contracts for over a decade. The first one I wrote was a mess. It was three paragraphs long, used the wrong legal terms, and left me holding the bag when a bride cancelled four days before her wedding. That mistake cost me thousands of dollars and taught me one thing: a handshake is not enough. A good floral contract template saves you money, stress, and time in court.
Below I give you a ready-to-use wedding floral contract template. It covers the most common event situations. I have used this exact structure for hundreds of weddings, corporate events, and elopements. You can copy it, adapt it, and fill in your details. But do not just copy it – read every section explanation that follows. Understanding why each clause matters is the difference between a piece of paper and a legally enforceable agreement.
Your Free Floral Contract Template
This template assumes you are a florist in the United States. I have kept it general so you can add state-specific language later. Replace everything in [brackets] with your details.
FLORAL DESIGN AGREEMENT
This Agreement is made on [Date] between [Your Business Name] ("Florist") and [Client Name(s)] ("Client") for floral services at [Event Name] on [Event Date] at [Venue Address].
1. SERVICES
Florist agrees to provide fresh floral arrangements and decor as described in the attached Proposal (Exhibit A). The Proposal includes a list of items, quantities, and inspiration images. Client acknowledges that images are for inspiration only and final arrangements may vary due to seasonality and availability.
2. PAYMENT
Total Fee: $[Total Amount]
- Non-refundable retainer of $[Retainer Amount] due upon signing to secure the date.
- Second payment of $[Second Payment Amount] due [Number] days before the event.
- Final balance of $[Final Balance Amount] due [Number] days before the event.
All payments are non-refundable after the cancellation deadline (Section 4). If any payment is late by more than [Number] days, Florist may cancel this Agreement and retain all payments made.
3. SUBSTITUTIONS
Florist reserves the right to substitute flowers, foliage, or containers with items of equal or greater value if the ordered products are unavailable or of poor quality. Florist will notify Client of any major substitutions before the event and seek approval. Minor substitutions (e.g., different rose color within the same palette) do not require approval.
4. CANCELLATION & RESCHEDULING
Cancellation must be in writing.
- If cancelled more than [Number] days before the event: Client receives a refund of all payments except the non-refundable retainer.
- If cancelled [Number] days or fewer before the event: No refund of any amount.
Rescheduling is treated as a cancellation unless the new date is available and mutually agreed. A rescheduling fee of [Amount] or [Percent] of the current contract total (whichever is greater) applies. Flowers will be repriced at current market rates.
5. CHANGES
Client may request changes up to [Number] days before the event. All changes must be in writing and signed by both parties. Reductions to scope are limited to [Percent] of the floral budget. No changes are accepted within [Number] days of the event. Verbal changes are not binding.
6. RENTALS
All rental items (vases, arches, pedestals, etc.) remain the property of Florist. Client is responsible for any damage or loss of rental items. Client may purchase damaged items at replacement cost. If client does not return rental items within [Number] days after the event, a fee of [Amount] per item per day applies.
7. EXCLUSIVITY
Florist is the sole provider of fresh or artificial floral arrangements for this event. Client agrees not to bring in any outside flowers, including DIY bouquets, centerpieces, or decor. Any violation will result in a surcharge of [Amount] and Florist may cancel this Agreement.
8. INSURANCE & LIABILITY
Florist carries general liability insurance. Client is encouraged to obtain event insurance. Florist is not liable for damages caused by flowers (e.g., allergies, staining) or for events beyond Florist's control (force majeure), including but not limited to hurricanes, pandemics, strikes, and shipping delays. In the event of a force majeure, Florist will make reasonable efforts to reschedule or substitute, but no refund will be given.
9. SOCIAL MEDIA & PHOTOGRAPHY
Florist may take photographs of the floral arrangements and event for portfolio and social media use. If Client wishes to restrict photography, they must notify Florist in writing at least [Number] days before the event. Florist will not use images that include identifiable guests without their consent.
10. GOVERNING LAW
This Agreement is governed by the laws of [State]. Any disputes shall be resolved in [County, State].
Signature: _________________________ Date: _________
Client: ___________________________ Date: _________
Now let me walk you through each major section and tell you what I have learned from using these clauses in real life.
Why Every Clause Matters and How to Customize It
Services and Attachments
The hardest part of any floral contract is scope creep – clients add one more corsage, then a boutonniere, then a flower crown. If you only write a total dollar amount without itemizing, you have no proof of what was agreed. Always attach a detailed proposal as Exhibit A. I use a simple spreadsheet with columns: item description, quantity, unit price, and total. If the client later claims you promised something extra, you point to Exhibit A.
One note on inspiration images: I have seen florists get sued because the centerpiece looked nothing like the photo on Pinterest. Write down that images are for inspiration only. I add a sentence like “Florist will match color palette and overall style, but exact flower placement and bloom sizes will vary.” This saves you from unhappy clients who expected an exact replica.
Payment Structure and Non-Refundable Retainer
The retainer should be high enough that the client is committed but not so high it scares them away. I set mine at 30% of the total event fee. That retainer is non-refundable – period. Why? Because I turn away other business for that date. If the client cancels, I still lose income. Some states limit non-refundable deposits (especially California and New York). Check your local laws. In places where a full non-refundable retainer is illegal, I call it a “booking fee” that covers administrative costs and lost opportunity, which usually holds up better in court.
I include a late payment clause because I have had clients who pay two days before the event and then claim a financial emergency. If they are more than 10 days late on any payment, I can cancel the contract and keep what they have paid. That power is a negotiation tool – I rarely enforce it, but having it in writing keeps clients honest.
Substitution Rights – Your Safety Net
Flowers are living things. A frost can wipe out a crop of peonies overnight. Tulips arrive with botrytis. That is why you need the right to substitute. In my contract, I make two categories: major and minor. Major substitutions (different flower type or color family) require client approval. Minor substitutions (same flower, different shade within the palette) do not. I learned this lesson when I replaced a blush garden rose with a slightly paler blush garden rose and the bride complained – I had to prove the substitution was equivalent. Now I have a clear rule.
If you worry about losing a client because of substitutions, add a line that says “Florist will strive to match the overall aesthetic and will not use lower-cost flowers without informing the client.” That shows good faith.
Cancellation and Rescheduling – The Trickiest Part
The Fat Cat Flowers sample contract deals with cancellations and rescheduling, but I find it vague. Their version says “if the date is not available, we will refund all payments but your non-refundable retainer.” That leaves a loophole – what if the date is available but the client simply wants to cancel? Their contract treats rescheduling as cancellation, but only if less than 30 days out. That is inconsistent.
My approach: treat any rescheduling as a cancellation of the original agreement and creation of a new one. That way the client loses their retainer (covers your lost time) and you get to set the new price at current market rates. The rescheduling fee covers the extra work of changing your calendar. I charge $500 or 30% of the original contract, whichever is higher. I have had to use this clause exactly twice in ten years, and both times the client agreed because they understood I was holding a date for them.
Force majeure is its own beast. In the age of pandemics and hurricanes, you need a clause that says “we will work together to reschedule, but no refunds if the event cannot happen.” Many states (Louisiana, Florida, Texas) have specific laws about force majeure in event contracts. I recommend adding a sentence: “If a force majeure event causes the venue to close or government restricts gatherings, Florist will attempt to reschedule the event within 12 months at no additional retainer. If rescheduling is not possible, all payments except the retainer will be refunded.” That is fair and protects both parties.
Changes and Scope Management
I used to allow changes up to 14 days before the wedding. Then a bride changed her entire color palette from blush to burgundy 10 days out. I had already ordered all the flowers. I added a “cutoff date” of 30 days and limited reductions to 10% of the budget. If the client wants to add after the cutoff, I treat it as a new order with a rush fee.
I also add that all changes must be in writing and signed by both parties. Verbal agreements lead to he-said-she-said. Send a change order form with the contract that the client can fill out and sign.
Rentals
Containers, vases, arches, and pedestals are expensive. I learned to list them as rental items and charge a deposit equal to their replacement cost. Clients are more careful with something they paid a deposit for. If they break a $200 vase, they do not get the deposit back. I also include a clause about flowers left behind: “All flowers not collected by the client within 24 hours of the event end will be discarded or donated.” This covers you if the client expects you to clean up everything.
Exclusivity
I have had clients ask if they can bring their own family heirloom vase with flowers from the grocery store. That is a disaster. The grocery store flowers look cheap next to my high-end arrangements, and the client blames me for the inconsistency. The exclusivity clause protects your reputation. I phrase it as “Florist is the sole provider of fresh or artificial floral products for this event.” If they want to add DIY, I offer a “vendor approval” option where they pay a fee and I must approve the outside florist. But normally I say no.
Insurance and Liability
I carry $2 million in general liability insurance. I require the client to have event insurance, especially if the wedding is at a venue that hosts many people. I include a disclaimer about flower stains and allergies. One time a guest had a severe allergic reaction to pollen in a centerpiece. The client tried to sue me. My contract clearly states that Florist is not liable for allergic reactions, and the case was dismissed. Write that down.
Social Media Rights
You want to show off your work. I include a default clause that allows me to use images on my website, Instagram, and Facebook unless the client opts out in writing. I also add that I will not use images that show identifiable guests without their consent – that covers privacy laws in places like California (CCPA) and the EU (GDPR).
Critical Considerations Most Florists Miss
I have seen too many contracts that copy a template from the internet and call it done. Here are the gaps you absolutely must fill.
State Laws and Jurisdiction
Your contract must specify which state’s laws govern it. If you are in New York and the client is in Florida, but the wedding is in Georgia, you need to pick one. Most florists choose their home state. But check if your state has specific laws about:
- Deposits and refunds – Some states limit non-refundable deposits to a certain percentage (e.g., 25% in California for certain consumer contracts).
- Right to cancel – The Federal Trade Commission’s Cooling-Off Rule gives consumers three days to cancel certain contracts, but that usually applies to door-to-door sales. Weddings are exempt, but some states have their own versions.
- Force majeure definitions – After COVID, many states passed laws that define what “unforeseeable” means. Your clause should match the latest case law.
I am not a lawyer, so I pay a local attorney $300 to review my contract once a year. That cost pays for itself the first time a client threatens legal action.
Pricing Clarity – Break It Down
Your contract total needs to be transparent. I learned this when a client claimed my $5,000 quote included delivery and setup, but I had listed those as separate. Now I provide a table in the contract or Exhibit A that lists every line item:
| Item | Amount |
| Bridal bouquet | $450 |
| Bridesmaid’s bouquets (x4) | $600 |
| Ceremony arch flowers | $1,200 |
| Centerpieces (x12) | $2,400 |
| Delivery and setup | $350 |
| Breakdown | $150 |
| Subtotal | $5,150 |
| Sales tax (8%) | $412 |
| Total | $5,562 |
Then I add a note: “Overage charges for last-minute additions will be billed separately at current rates plus a 20% rush fee.” That way no surprises.
Change Order Management
When a client changes their mind, you need a paper trail. I use a simple change-order form that both parties sign. The form includes:
- Original contract number and date
- Description of the change (e.g., add 2 bud vases for bridal party)
- Additional cost
- Revised total
- Signature lines for both parties
I keep copies in my accounting software. No verbal changes ever become valid. I have refused to make a change unless the client signed that form, and they eventually complied. Do not let them pressure you with “we’ll talk later.”
Myth vs. Reality – What New Florists Get Wrong
| Myth | Reality |
| A written contract is only for big weddings. | Small elopements and micro weddings need contracts too. I once had a $500 pop-up wedding that turned into a $1,500 dispute because the couple added extra flowers without a written change order. |
| You can use the same contract for corporate events and funerals. | No. Corporate events often require indemnity clauses and evidence of insurance. Funerals involve delicate timing and family emotions – your cancellation clauses need to be more flexible. I have separate templates for each. |
| Non-refundable retainers are illegal in some states, so don’t bother. | Even in states that limit them, you can call it a “booking fee” or “preparation fee” that is earned upon signature. Talk to a lawyer about your specific language. |
| Social media rights are automatic because the client knows you will post. | Not true. Some clients are private or work in sensitive industries. Always get written permission. I include an opt-out option in the contract itself. |
Frequently Asked Questions
Can I use a floral contract template for non-wedding events like corporate or funeral?
You can, but you must modify key sections. Corporate events often need a cancellation clause that allows the client to cancel with 48 hours’ notice for business reasons. Funeral contracts should be more flexible – I avoid charging a large retainer and instead use a 50% deposit that is partially refundable if the family cancels more than 72 hours out. Also, corporate clients usually require you to provide a certificate of insurance naming them as additional insured. That is not in a standard wedding contract. Have separate templates ready.
What insurance coverage should I mention in the contract?
You need to state that you carry general liability insurance (at least $1 million, but $2 million is better for high-end events). Also, require the client to have event insurance that covers cancellation, weather, and property damage. Some venues mandate this. I include a line: “Client agrees to provide proof of event insurance no later than 14 days before the event. Failure to do so may result in cancellation with no refund.” That protects you if the venue cancels the event because the client didn’t buy insurance.
How do I handle a client who wants to add DIY flowers to the contract?
I do not allow any outside flowers in my contracts. But if you want to accommodate, create a “vendor exclusion” addendum. This addendum states that the client accepts full liability for the DIY flowers and releases you from any responsibility for their quality, safety, or appearance. You also charge an administrative fee (I suggest $250) to coordinate with the DIY provider. Most clients reconsider after seeing the fee.
Is it legal to include a ‘no refunds’ clause for cancellations within 30 days?
In most states, yes, as long as the clause is clear and conspicuous. However, some states require that the client receives something of value in return for the non-refundable payment (like a specific floral order placed for them). If you can show that you purchased flowers specifically for that event, the clause is stronger. Keep records of your flower orders. I always buy from a wholesaler who can provide invoices tied to each event. If a client challenges the no-refund clause in court, I present the invoice showing I spent $1,200 on flowers for their wedding, so the $1,500 retainer is reasonable.
Should I include a social media usage clause and how do I word it?
Yes. Word it like this: “Florist may take photographs of the floral arrangements and the event for portfolio, social media, and advertising purposes. Client may opt out of such use by notifying Florist in writing at least seven days before the event. Florist will not use images that identify specific guests without their separate written consent.” That covers both you and the client. Also, a recent trend: some couples ask for a non-disclosure agreement. If they want that, you may need a separate negotiated clause that prevents you from posting. Charge extra for that.
This floral contract template and the explanations above come from real experience – the good, the bad, and the expensive mistakes. I still update my contract every year as laws change and I learn new things. Take this template, customize it for your business, and get it reviewed by a lawyer. Then you can go back to doing what you love: making beautiful arrangements that make people happy.