Flower Arranging Workshop Checklist

Use this checklist to organise a flower arranging workshop from the first invitation to the final clean-up. The schedule covers registrations, dietary requirements, flower delivery, preparation of stems and work kits, room setup, refreshments and the live demonstration. Build in time for flowers to arrive, be checked and placed in water before participants start. On the day, set up protected work tables, labelled places, tools and a clear welcome desk so the group can begin without delays.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Confirm participants
Order flowers
Print workshop instructions
Make name badges
Do the shopping
2 people
Pick up flowers
2 people
Check Flowers
2 people
Cut flowers
2 people
Put flowers in water
2 people
Assemble work kits
2 people
Chill drinks
Prepare snacks
2 people
Set up tables
3 people
Set out chairs
2 people
Protect tables
2 people
Prepare work materials
3 people
Set up the welcome desk
Set up the drink station

Event

Receive participants
2 people
Explain the workshop program
Demonstrate floral arranging technique
Guide participants
2 people
Serve coffee break
2 people
Refill drinks
Serve snacks
2 people
Clear work tables between tasks
2 people
Photograph the final results
Pack floral arrangements safely
2 people
Say goodbye
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean tools
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Inventory the remaining materials
Return rental items
2 people
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Work tablesqty 4
Chairsqty 14
Side tableqty 2
Coat rack
Tableclothsqty 4

Tools

Flower scissorsqty 14
Utility scissorsqty 8
Wire cuttersqty 6
Florist knivesqty 6
Pruning shearsqty 2

Materials

Work traysqty 14
Flower vasesqty 14
Flower bucketsqty 8
Water jugsqty 4
Apronsqty 14
Name card holdersqty 14
Presentation board

Tableware

Coffee cupsqty 16
Drinking glassesqty 16
Cake platesqty 16
Serving plattersqty 4
Serving tongsqty 4

Equipment

Kettlesqty 2
Coolersqty 2
Extension cordsqty 2
Bluetooth speaker

Decorations

Welcome sign
Table decorationsqty 4

Cleaning

Cleaning bucketsqty 2
Microfiber clothsqty 8
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the workshop, then contact anyone who has not replied. This gives you time to adjust seating, snacks and work kits.
Order the flowers early enough to inspect them before the session. Pick them up or receive them at least 3–4 hours before participants arrive, trim the stems and place them in water immediately.
Prepare one work kit per participant plus 2 spare kits. Include the appropriate cutting tools, a work tray, a vase and an apron, and keep sharp tools where you can hand them out safely.
Protect every work table before setting out materials. Leave enough space for each person’s vase, flowers and scissors, and place shared tools such as wire cutters where two or three people can reach them.
Finish the room setup at least 45 minutes before the start time. Put name badges at the welcome desk, chill drinks, prepare snacks and keep the workshop instructions ready for the demonstration.

Frequently asked questions

How far in advance should I organise a flower arranging workshop?: Start planning 3–4 weeks ahead. Send invitations, reserve the venue and process registrations first; confirm the final participant count and order flowers about 7 days before the workshop.
How many flowers do I need per person for a flower arranging workshop?: Plan enough flowers for one finished arrangement per participant, with roughly 10–15 stems per person depending on flower size. Order an additional 10–15% to cover damaged stems and trimming.
How long does a flower arranging workshop take?: Allow 2–3 hours in total. Reserve at least 30 minutes for the welcome and demonstration, 60–90 minutes for arranging, and 15–30 minutes for finishing, questions and clearing tables.
When should I prepare flowers for a workshop?: Check the flowers as soon as they arrive and place them in clean water. Trim and sort them on the same day, ideally 3–4 hours before the workshop, so they stay fresh while you assemble the work kits.

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