How To Organize Your Floral Wedding Folder

Lauren and Rachel at Sweet Root Village were up to their ears in binders and presentation folders to organize their weddings and events. Each time a potential client wanted to make the smallest of changes, they had to pull out the giant folder, scribble in the changes, and then close them up again until the client would reach out to ask for more changes… five minutes later (at least, that’s how it seemed).

Sound familiar? Most of the wedding and event professionals the Curate team talks to every day can relate to Lauren and Rachel’s story. And many of them share how they’ve found the most random of notes in their folders--including their team’s lunch order.

Organizing an event, especially a wedding day, can feel like piecing together a giant puzzle. Ensuring that everything comes together smoothly requires meticulous planning and attention to detail.

Simply put, event folders tend to get messy VERY quickly. But a simple checklist can make a world of difference in organizing your wedding folders. A wedding planner binder is a permanent wedding planner book that can be a lifesaver throughout the wedding planning process. This is a great way to keep all important information in one place.

Here’s how to organize all the pieces of an event using a variety of tools and strategies to make the process seamless and enjoyable:

Wedding Folder Cover Sheet
Timeline
Inquiry and Consultation Forms
Consultation Notes
Contract and Receipts
The Proposal
Including Associated Vendors
Showing Off Your Floral Recipe Sheets
To-Do List and Shopping List
Rental Pull List
Steps to Take Your Wedding Folder Online with Curate
Frequently Asked Questions
How To Organize Your Floral Wedding Folder Summary

Wedding Folder Cover Sheet

This front of the book should include an image of the client (if you are able to get one), the wedding date, and a checklist-style table of contents for the rest of the folder.

We’re giving away our wedding folder cover sheet template! Click the button below to download it now.

DOWNLOAD OUR WEDDING FOLDER COVER SHEET TEMPLATE

Timeline

Before diving into the specifics, it's essential to have a clear vision of what the perfect wedding looks like. Weddings are complex events with a million parts that need to be curated. Mood boards and digital inspirations are great ways to start.

Platforms like Pinterest and Instagram can provide endless ideas for themes, and color palettes. Right after your cover sheet, your floral wedding folder needs to include a wedding timeline of every important event leading up to and on the day of the event.

Do you need to do a mockup for the client at your final consultation? Do special flowers need to be ordered in advance? Are you setting up for the ceremony before the break of dawn? Include all of those details in the timeline to keep yourself on track.

Inquiry and Consultation Forms

You’ll want to have all the information the client’s given you easily accessible towards the front of the folder so you can easily reference it and update it as needed.

Consultation Notes

When you met with the client, did they add anything that wasn’t covered in one of your forms? Maybe they’re splitting the cost with their parents or have a mother-in-law whom they would prefer to keep out of the wedding details for as long as possible. Whatever the case may be, you’ll want a designated place to keep track of it all.

Contract and Receipts

Your contract is one of the most important pieces of your floral wedding folder. It’s not only the thing that will protect you from any crazy lawsuit from a bridezilla who didn’t like the exact shade of peonies that were ordered, but it is what outlines the terms the client has to meet to work with you. Keeping this important document in your wedding folder, along with a copy of the client’s receipts, is critical to making sure that you have it easily accessible.

Note: As a safety measure, you should make sure to leave out any sensitive payment info and keep it in a secure place. Stripe, or other PCI-compliant tools, are great for keeping cards on file securely so you don’t leave yourself or your clients vulnerable. In some states, it’s illegal to record a card number on a digital device.

The Proposal

Your client will likely make a dozen changes from the time of their initial consultation to the final so keeping track of every version within your wedding folder is critical. Depending on the verbiage of your contract, including a copy with their initial/signature to serve as an addendum to the initial contract is also a good idea.

Including Associated Vendors

Keep a list of all important phone numbers, like the wedding party, emergency contacts, and especially the vendors. Having quick access to these numbers is crucial for last-minute changes or emergencies.

Having a list of other wedding vendors you're working with can be incredibly helpful in preparing for the event. With the list of vendors, you’ll want to have contacts and any important files they may provide.

For example, if you're dropping off personal flowers at the wedding venue and then setting up the reception at a different venue, you may need to reach someone at either venue for specific delivery instructions that the client may be unable to provide. Keep business cards with contact information in a dedicated section for quick reference.

Optional: The following are helpful for florists; if you are a caterer or other event professional, you can leave those details out.

Showing Off Your Floral Recipe Sheets

Floral arrangement is a vital part of the dream wedding. Whether you count your stems while creating a proposal for the most accurate cost out or start with a price and work backward to create an event and floral design that works for you, you’ll want to have all of your recipes easily accessible within your wedding folder.

This way, when your client says “Let’s make the centerpiece bigger and add a second accent flower,” you’ll be able to make that adjustment quickly. Work closely with your florist to select blooms that fit your theme and season. It also makes it easier to assign recipes to each of your team members.

You’ll also want your recipe sheet to include any inspirational images from your proposal to make sure your designers match what was promised to the client. Schedule a final meeting to confirm all details and delivery times.

To-Do List and Shopping List

Once you’ve created your final recipes, you’ll want to be sure to have a clean shopping list that you’ll send to your wholesaler or personally pick up at your local grower. When your order arrives, you’ll be able to use this shopping list to check that the order is complete and begin processing your flowers.

Break down the wedding planning process into manageable tasks with a to-do list as well. Categorize tasks by their urgency and importance. Tackling one item at a time can prevent feeling overwhelmed and ensure each detail is addressed.

Rental Pull List

If your client is renting any of your items, you’ll want to keep a separate pull list so you can make sure you get all of the right items pulled from your shelves and returned in proper order.

But if you want to take the digital route, one such powerful tool is Curate, a software designed to streamline event planning by taking your wedding folder online. Curate is a great place that allows you to digitize all your documents, creating a central hub for all wedding-related information.

This ensures that everything from contracts to seating charts is easily accessible and neatly organized. You can invite clients and team members to view and edit the wedding folder online. This fosters better communication and collaboration, ensuring everyone is on the same page. Whether you’re discussing floral arrangements or finalizing the guest list, The best part is, Curate makes it easy to work together in real time.

Steps to Take Your Wedding Folder Online with Curate

Wedding Folder Online

Step 1: Sign Up and Set Up

Create an account on Curate and set up your profile. Input your business details and upload your logo to personalize your account.

Step 2: Upload Documents

Start by uploading all important documents into Curate. This includes contracts, agreements, and any notes you have gathered so far. Categorize these documents for easy access.

Step 3: Create Proposals and Mood Boards

Design your first proposal using Curate’s intuitive interface. Add images, descriptions, and pricing to create a comprehensive proposal that can be shared with clients. Similarly, create digital mood boards to capture and convey the wedding’s theme.

Step 4: Plan the Seating Chart

Use Curate’s seating chart feature to design the layout of the ceremony space and reception. Adjust the seating arrangements as needed and share the chart with clients for approval.

Step 5: Track the Budget

Input all expenses into Curate’s budgeting tool. This will help you monitor spending and ensure that the wedding stays within budget. Share the budget with clients to keep them informed.

Step 6: Collaborate and Communicate

Invite clients and team members to view and edit the wedding folder. Using Curate’s messaging features to communicate directly within the platform, is the best way to keep all conversations organized and easily accessible.

Taking your big day planning online with Curate can transform the way you organize and manage events. The perfect place for centralizing documents, enhancing collaboration, and providing powerful tools for every aspect of planning, Curate helps you deliver a seamless and professional experience for your clients with helpful resources and awesome support.

Embrace the digital age and elevate your event planning business with Curate, ensuring every wedding you plan is as perfect and stress-free as possible.

Frequently Asked Questions

How do you organize your floral wedding folder?

Organizing a floral wedding folder DIY involves several steps to ensure all details are easily accessible and well-documented for a better planning guide:

Gather Supplies: Get a sturdy binder or folder, dividers, plastic sleeves, and labels.
Create different categories or sections:
- Inspiration: Include mood boards, magazine cutouts, and Pinterest boards.
- Contacts: List your florist, suppliers, and any other relevant contacts.
- Quotes and Contracts: Store all estimates, contracts, and payment receipts here.
- Designs and Sketches: Keep drawings, sketches, and detailed designs of your floral arrangements.
- Timeline and Checklist: Track important dates, deadlines, and to-do lists.
- Budget: Monitor your floral budget and expenses.
Use Plastic Sleeves: Protect important documents and keep them in good condition.
Label Everything: Clearly label each section for easy navigation.
Digital Backup: Consider scanning important documents and saving them in a digital format for backup.

What is the best way to organize multiple weddings or events?

Managing multiple projects effectively requires organization, prioritization, and communication. Prioritize urgent and important tasks and tackle them first. Create detailed plans and set deadlines.

Don't forget to check and regularly review the progress of each project and make adjustments as needed. You can assign tasks to other team members based on their availability. And lastly and most importantly maintain clear communication.

How do you approach a wedding florist?

Approaching a wedding florist involves clear communication and preparation. You have to do good research and look for florists whose style matches your vision. Check reviews and portfolios.

After doing your research, schedule an appointment to discuss your ideas and see if the florist is a good fit. Don't come empty-handed, you can bring inspirational photos, color schemes, and a list of your favorite flowers to the meeting. Ask about their experiences, how they operate, and their availability.

What is the etiquette for wedding flowers?

Wedding flower etiquette includes several considerations to ensure everything runs smoothly:

Budget Considerations: Allocate a reasonable flower budget, typically around 10-15% of your client's wedding budget.
Timely Booking: Book your florist well in advance, ideally 6-12 months before the wedding event.
Guest List: Ensure the florist knows the size of the wedding party and guest list to provide accurate recommendations.
Respect Florist’s Expertise: Trust your florist’s recommendations regarding seasonal flowers and what will work best with your vision.
Clear Communication: Be clear about your client's expectations, preferences, and any allergies to certain flowers.