November 01, 1999
Meetings & Conventions: Planner's Portfolio November 1999 Current Issue
November 1999 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Bravo! Productions, 1244 Florida St., Long Beach, Calif. 90802


  • Ask the convention and visitors bureau for a list of its florist members. (Remember, a CVB cannot recommend one over another.)
  • If the hotel or conference center does not have an internal supplier, ask for recommendations of several that specialize in meetings.
  • Visit a florist and become familiar with flower and plant varieties. The more educated you are, the more thorough your request for proposal will be.

  • Communicate clearly the purpose of the event.
  • Provide an estimated number of attendees, themes used in the past, themes for the upcoming event, preferred color schemes and any corporate logos that should be included.
  • Provide a list of any preferred plants and flowers, as well as a list of any that would be unacceptable. For example, gardenias tend to trigger an allergic reaction in some people.
  • If possible, provide a floor plan of the venue. Include square footage, ceiling height and door measurements.
  • State the budget.
  • If the event will be held at an off-site venue, provide a contact with whom the florist may arrange to review the space.
  • If requesting centerpieces, ask to see a prototype, and be prepared to pay for it. If budgetary constraints do not allow for a prototype, ask for a sketch or photo.
  • If considering theming an event with flowers, ask the florist to provide a sketch of ideas.
  • Set a deadline for proposals, and adhere to it.
  • If a destination management company or caterer is involved, provide the florist with names, addresses, telephone numbers and contacts. The florist can call the DMC for details on lighting and space utilization and the caterer for menu plans. The more information the florist has regarding the event, the more appropriate the floral product is likely to be. reviewing proposals
  • Are the floral arrangements creative? Do they demonstrate good use of color?
  • Is the theme well developed? Does it convey the goal of the event?
  • Is the product practical? If a meeting lasts several days, look for centerpieces with shelf life (blooming flowers, potted plants).

  • Was the florist cooperative in providing a prototype or sketch?
  • What is the florist's capability for mass production? The prototype might be perfect, but can the company create 300 arrangements of the same quality in one day?
  • Did the proposal stay within budget?
  • Is the florist a member of Floral Transworld Delivery (FTD)?
  • Did the florist visit the venue and speak to the DMC and catering contacts?

  • Once a price is quoted, specify in the contract that any overage is the responsibility of the florist, unless the overage was due to a change in the event's logistics.
  • Get the florist to agree in writing that all centerpieces will last for the duration of the event and that, if they don't, they will be replaced at no extra charge.
  • It is not standard practice in the industry to tip the florist.
  • Rather than discard centerpieces at the close of an event, ask the florist for names of local charitable organizations and agencies that will accept them as donations.?

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