How to Budget Correctly for Your Event as a Florist (and Actually Make a Profit)

When it comes to event florals, creating beautiful designs is only half the job. The other half? Making sure you actually make money doing it. Budgeting for events is one of the most crucial skills you can develop as a floral designer and business owner. It's what separates a fun business from a profitable one.

Here’s how to make sure your next event doesn’t just look good — but makes good business sense too.

1. Get All the Information Up Front

Before you open your spreadsheet or quote a single stem, make sure you fully understand the scope of the event. Ask the right questions:

• How many arrangements are needed?

• What are the ceremony and reception details?

• Are there any special installations or large-scale designs?

• What’s the delivery and bump-in/bump-out timing?

There are a lot of clients who aren't sure of all of their reuirements when they talk to their florist, even knowing what they're left to decide on will help your planning.

The more information you have, the more accurate your quoet and therefore your budget will be — and the less likely you are to eat unexpected costs later.

2. Do Your Research on Supplies and Sundries

Are you purchasing new vessels, candles, mechanics, or styling items?

Don’t guess. Look up exact prices and factor in your markup — yes, you should always be marking up hire items and consumables to cover handling, wear and tear, and replacements over time. If you’re planning to reuse stock, consider your storage and cleaning time in your pricing too.

3. Plan Your Staffing Needs Early

Can you execute this job on your own, or will you need freelance support? Think about:

• How many people you’ll need

• How many hours they’ll work

• What your pay rate will be (and don’t forget to include travel costs if applicable)

On top of costing in additional staff, make sure you secure your team early, especially during the busy season or with events that take place over long weekends.

4. Delivery, Bump-In and Bump-Out Costs Matter

Time is money, especially on event day.

• How far are you traveling?

• Will you need a van or multiple trips?

• How long will setup and pack down take?

Quote for your time and transport. Don’t forget extras like tolls, parking, and fuel — they add up quickly.

5. Formulate Your Recipes Before You Quote

Designing blindly is a profit killer. Before you quote, you should know how many stems of each bloom are going into each arrangement. Recipes help you:

• Avoid overbuying

• Stay within budget

• Reduce waste

• Hit your desired floral costs

  
  

6. Track Your Flower Costs Seasonally

Flower prices fluctuate — a lot. Keep a record of what flowers cost across different months so you can quote more accurately for similar events in the future. Don’t rely on memory; market tracking is a smart business habit.

7. Leave Room in the Budget for Creative Flexibility

If you love picking up surprise market finds or working with surprise seasonal product, build that into your budget. A “spontaneity buffer” of 5–10% can allow for creative freedom without eating into your profit.

8. Keep Track of Every Expense

Use a simple spreadsheet or a word doc to track all purchases:

• Flowers

• Sundries

• Tools and supplies

• Labour

• Transport

• Cleaning/pack down costs

Having all your expenses in one place means you’re not guessing where your money went. And if you go over budget you can analyse where you overspent and be able to quote more accurately in the future.

9. Do a Post-Event Review

Once the event is done and dusted, take time to review:

• What did you quote vs what did you spend?

• Did anything blow out?

• Were there hidden time drains or surprise costs?

Make notes while it's fresh — this is where the real growth happens. Use this information to refine your quoting and budgeting process for the next event.

Budgeting for events isn’t just about numbers — it’s about protecting your creativity, your time, and your bottom line. With the right systems in place and a bit of forward planning, you can confidently take on events that are not just beautiful, but profitable too.

If you’re feeling unsure about your pricing or just want a bit more clarity around how to make your events more profitable, I’m here to help. I offer 1:1 support for florists who want to feel more confident in their numbers — without losing the heart of their business.

Let’s chat about how we can make that happen for you.