How to Brief a Florist for a Gala or Fundraiser (Free Checklist) TL;DR: The best gala florals come from a clear brief, not a long back-and-forth. Send us the details below up front and we can quote accurately the first time, with fewer revisions and no surprises the week of your event. Ready to get a quote? Send us your event date, venue, guest count, and table format (seated vs. standing), and we'll put together an estimate. It's completely fine if some details are still in flux — we build our proposals knowing plans evolve. Why a Good Brief Matters More at a Gala Than Almost Any Other Event Galas and fundraisers have a specific set of constraints most corporate events don't: a seated dinner format, a program with speeches or an auction, a room that needs to feel elevated for hours rather than minutes, and often, a mission or cause the evening is built around. Florals here have to work quietly in the background all night — not block sightlines during a speech, not get in the way of an auction paddle, and still look completely composed on hour four of a five-hour event. A clear brief up front is what lets us design for all of that instead of discovering it the week of. The Checklist: What We Need to Quote Accurately Event basics Event date, start time, and end time Venue name and address Guest count (approximate is fine) Seated dinner, standing reception, or both Room and table format Round tables, long tables, or a mix Number of tables (or seats per table, if you know it) Any AV, stage, or auction display elements we need to design around Existing linens, chargers, or tablescape elements already chosen Design direction Color palette (if you have one) or a mood board/inspiration images Organization branding, if this is a mission-driven event with a logo or brand colors to reflect Formal and architectural, or garden-style and loose — which feels closer to right Any flowers or colors to avoid (allergies, past event associations, etc.) Program and logistics Timeline for the evening — cocktail hour, dinner, speeches, auction, dancing Load-in and strike windows the venue allows Whether centerpieces need to be low enough for guests to see each other across the table (usually yes, for a program with speeches) Whether florals need to be donated, auctioned, or repurposed after the event (some galas do this for a second charitable touchpoint) Budget A target range, even a rough one — this helps us design within scope rather than quoting a version you'll need to scale back later What Happens After You Send This Once we have these details, we can usually turn around an accurate proposal without a back-and-forth. We'll flag anything that needs a closer look — sightline concerns with tall centerpieces during a program, venue restrictions on candles or open flame, or a timeline that's tight for install — before it becomes a problem on event day, not after. A Few Things Worth Knowing Ahead of Time Low centerpieces almost always win for galas with a program. Tall, dramatic arrangements photograph beautifully but can block sightlines during speeches — we typically recommend low, wide designs for tables closer to a stage or podium. Repurposing florals after the event is common and easy to plan for. If you'd like centerpieces donated to a hospital or shelter afterward, or want guests to take them home, telling us in advance lets us design with that second life in mind (sturdier mechanics, easier to transport). Candles and open flame often need venue sign-off. If your design includes candlelight, we'll confirm the venue allows it before finalizing anything. Send us the details above, or as many as you have so far, and we'll put together a proposal — happy to fill in gaps together on a quick call if that's easier than a written brief.