The wedding floral, decor & rentals starter

This trade has two windows nobody else has. The install happens hours before guests arrive and is gated by whatever access the venue allows. The strike happens after everyone has left and decides whether the hired goods come back at all. Flowers are also perishable and ordered weeks ahead, which makes "final numbers" a genuine deadline.

Who it is for

Florists, event designers, decor studios, and rental or production teams — anyone who installs something at a venue and has to come back for it.

The workflow it installs

Ten phases:

New inquiry → Design consultation → Proposal sent → Booked → Design locked → Install scheduled → Ordering & prep → Install day → Strike & collection → Wrapped up

Install scheduled and Strike & collection exist as real phases, not as fields sitting on a record nobody looks at. Install scheduled asks you to confirm the window with the venue, check door sizes, lifts, stairs and parking, book the crew and the van, and check ceiling and rigging rules. Strike & collection has a two-day aging target and a checklist that counts the hired items back in and records damage, because a missed strike usually costs a venue fee and sometimes the stock.

Design consultation asks you to check seasonal availability for their date before you promise a specific bloom.

Fields installed: colour palette, design direction, hired items out, hire deposit status, who strikes the install, the install and strike windows agreed with the venue, and venue access notes.

What it asks your clients

Three forms:

• Design inquiry — a public form asking the date, both venues, guest and table counts, a multi-select of the pieces they think they need, their palette, and an honest budget range.
• Design brief — the palette in their own words, must-have blooms, blooms to avoid, and a substitution instruction (use your judgement, tell us first, or call before changing anything). Then the piece list split into personal, ceremony, and reception; hired items; and a venue section covering the venue contact, access times, known restrictions, whether the room needs turning around, and who is collecting the hired pieces.
• Final numbers — final table count, final personal flowers person by person, confirmed install and strike windows, a day-of contact, and whether guests may take flowers home.

The substitution question matters: it is the difference between a judgement call and a complaint.

The agreement it installs

A floral design, decor, and hire agreement covering perishable goods and substitution as a normal part of the trade rather than a defect; venue access, install and strike windows, and who pays when a venue charges for an overrun; venue rules on fixings, flames, and rigging; hired items remaining your property and the deposit against loss and damage; guest takeaways only in vessels you do not need back; weather exposure for outdoor installations; and the final-numbers date after which the balance is payable because the stems are bought.

The agreement says plainly that it is a starting point and not legal advice — hire terms and liability for hired goods vary by jurisdiction, so have qualified counsel adapt it.

The reminders it drafts

Five recipes, installed as drafts:

• A new inquiry gets an acknowledgement and a task to check seasonality before quoting.
• A signed agreement moves the design to Booked and sends a portal request for the venue contact and decor rules, because install and strike windows come from the venue.
• Four weeks out, the final-numbers form goes out and the design moves to Design locked.
• A week out, tasks to confirm the install window with the venue and to confirm the crew and van.
• The day after the wedding, the design moves to Strike & collection, you get a notification, and an urgent task appears to count every hired item back in and settle the deposit.

Date-relative recipes read the project's Event date field. The inquiry form's event date question sets it automatically as soon as a lead comes in, so these are ready out of the box. A project started another way still needs the date set on the record by hand.

What it does not do

• Hired-goods inventory is a text field, not a stock system. It records what went out; it does not track your stock levels across bookings or reserve items against a date.
• The hire deposit is recorded, not held. The status field tracks what you decided; the money itself flows through your normal invoicing.
• It does not price anything. The service page ships example collections. Replace the numbers.

Make it yours

Everything installed is a normal editable record owned by your workspace. Rename the phases, rewrite the design brief, change the agreement, and edit any automation before you activate it. Reset restores untouched defaults; Uninstall removes only untouched, unused ones.