Ask Nancy: Delivery and Setup

Dear Nancy

Recently a few clients have been questioning my delivery charges because they have informed me that other floral companies aren't charge for delivery and setup. I've been charging delivery on proposals but it seems like clients are challenging this. Can you tell me in your experience -- is it normal to charge?

Frustrated in the Bay Area

(this question was rephrased to cover the identity of this reader.)

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Dear Frustrated

I can only speak for the Bay Area so I hope those outside the Bay Area will jump in to answer the question in their area so that we can be more informed.

I do think that many experienced, quality floral designers do charge for Delivery, Setup and other transportation related charges.

Where it gets tricky is that it is possible that many floral studios and companies "hide" this in their overall charges so it doesn't look like there is a separate delivery fee on their proposal.

How you write your proposal is your own thing. If you prefer to add a line item, so that your customers can see the delivery cost, it's your choice. There's once again, no right or wrong.

If I may be so persumptuous, I think what your client is questioning is the value of delivery. In order for a client to accept this charge, they must understand the importance of why you should "handle" the flowers till the end. It's not just about ordering, designing, and delivery, do you make sure that you "wipe" the container so that water doesn't drip on the linens? Do you make sure to pin the boutonnieres on the groom? Do you stay till the reception is almost near to "light" the candles that you provided? Do you add little touches during delivery when you notice that the bathroom needs a little "sprucing up"?

Give your clients a reason why it's not only a good idea to have you setup their flowers but also to have your team there to place arrangements and review the details. You have to show your clients that it makes a difference. What do you do to make the day of worthy of a setup fee?

Also, it's equally keep to educate clients on what is involved in delivery and transportation costs.

So that many of you know, let's just take a look at delivery costs. Here is an example from my bill from last week.

For one mini van rental, the cost for one day was $49.95. To add liability, $11.95. You can also do additional supplemental and collision as well. The gas to refuel the mini van was $47.50. And SF tax was 9.5%. Total spent on 1 mini van rental =

$119.79

A minivan was able to hold the following:

4 large arrangements - About 30 inches in diameter

7 medium arrangements - About 16 inches in diameter

6 large 36 inch vases

1 bucket of flowers

1 black utility cart

2 large floral sprays

1 20 ft garland

7 footed glass

1 box of 11 inch glass cylinders

6 large 18 inch wreaths

1 box of floating candles

We also took 2 additional SUV's that held the rest of the floral supplies and personal flowers.
In total, 1 wedding around $6 - $7K took 4 assistants and 3 cars. Total hours on the road 5.5 hours x 4 assistants. Total setup time with 4 assistants(not including myself) plus the drive time back and forth = 44 hours(11 per assistant who worked from 9 am to 7pm at night - breakdown of hours - 1 load out, 5.5 driving, .5 reload and repacking, 3.5 setup of ceremony, cocktail, and reception), not including clean up and breakdown.

Assuming that set up assistants are paid above minimum wage(which is sometimes higher for more experienced designers) at $15.00, then the set up labor charge was

$668.00

So you see, if I didn't charge the client delivery and setup, NLCD would have been out of pocket easily $1028.00 for just setup and delivery for this event. (assume 3 mini van/suv for this size event, $120/per auto x 3 = 360 + $668 for labor = $1028)

(For those of you, who have events that do not require a long 5.5 hour drive back and forth, of course your setup might be less - it all depends on how elaborate the setup, how many assistants you need and how long you will actually be at the setup of your event. This setup was fast but the drive was long but sometimes the setup can be 5 to 6 hours long!)

Now what if you had to go back that night to breakdown? You can see where I am going, right?

Bottom Line: Yes, delivery, vehicle rentals, and setup labor are part of the cost of wedding decorations.

You should share the value of having flowers and decor setup by a team instead of just "dropped" off.

Tell your clients what you do that makes the event different when your team sets up an event. They have to see the VALUE.

Ps: How funny is that image of a truck carrying that large load of flowers?