Large Wedding Dilema

[theflowersmith]

We're doing the largest wedding we've ever done on June 19th. There are 38 tables and 20 of them will have centerpieces of hydrangea, roses, and peonies on top of pilsner glasses. One designer suggested that we pre-green and insert flowers on the site. I don't feel comfortable waiting 'til the day of the wedding to do that, but would consider doing that Friday if the venue will allow us to do so.

Yesterday, my groom's mom told me that even though she asked that the air be left on after decorating for the shower last month, it was warm when she returned in the morning. That makes me really nervous.

I would prefer to design at my shop, but I'm concerned about the flower stems moving in transport creating bigger holes, even though we're using two blocks of foam and chicken wire. I can probably house the pieces in my coolers, but design space is tight and going in and out of the walk-in many times a day, may cause breakage.

Another idea would be to rent a refrigerated truck. If the concern is moving the pieces, perhaps we can create them at the venue and park the truck there over night. I know it sounds crazy, but I've been going around and around with the logistics of this event.

I appeal to those of you who have done large events. Thanks for your consideration.

 

[Snapdragon Studio]

A couple thoughts... Have you spoken to the venue staff yourself? They may be more willing to talk about keeping the air on or other options if they're talking to another vendor, versus a bride's mom who has been driving them crazy for the last month. You may offer $50 to cover the extra electric if cost concerns them. They may have an empty cooler or beverage cooler you could store a few arrangements in.

How warm is it usually this time of year? Do you have room to store some of the centerpieces outside the cooler? I don't have a walk-in cooler, so I don't refrigerate large arrangements. I make sure my shop ac is set so it's 68 degrees and haven't had a problem. If I'm worried about them holding water, I'll make them as late in the day on Friday as possible.

As far as transport goes... what kind of arrangement is it? (i.e. is it round with lots of hanging items, or more of a flat-bottomed design) Are you making it on a lomey tray, or creating an orb with your foam and wire?

I also would never design that many arrangements the day-of... in fact, I broke out in a bit of a cold sweat just thinking about it!

 

[theflowersmith]

I haven't spoken with the venue about this yet, but plan to do so. They actually referred me, so that may be a possibility.

The centerpieces will be done in lomeys, so keeping them refrigerated makes sense since they don't hold much water. (Hydrangea issue) We will be adding feathers (Mom's idea) at the last minute, as we've been advised that feathers can wick up water. We're attaching them and crystals to picks. Will hyacinth sticks be okay? I wasn't sure if they would bleed into the feathers. We plan to add ivy at the venue before affixing them to pilsners and placing on tables.

By the way, we'll have three experienced designers for at least one day and two designers plus helpers the rest of the week.

 

[master J]

I would make them in advance, not on site, I agree with Jennifer, that's a scary process, and you won't sleep the night before! Make them at shop, you can always finish them off on site, if you need to have some flowers flowing down. We add dendros, ruscis, etc, on site, if needed, to finish off.

Also, of course there will be breakage of some flowers in the coolers, and on delivery, so you can just touch up on site with extra flowers.

Just another reason we have to charge more money on weddings

I think the hardest part is delivering and setting up, hopefully no freight elevators or tough parking or loading docks. We hate doing center city jobs for that reason alone. We love the suburban country club jobs because set up is so easy! Hopefully it's an easy venue for set up, that makes for much less stress!

GL! Post some pics of the process and final product

 

[Palms]

I agree that you should do them in the shop. I am not sure what a lomey is but i would design in a dish (is that a lome),. soak the foam really well and give them a good spray. I would then just add the dish to the top of the vase on set up with pot tape. Any trailing stuff add on site on the morning.

Have some extra stems handy to replace anything but if you have a cooler you should be fine.

Good luck and well done for getting such a big gig!!

 

[theflowersmith]

Thank you for your input. The venue is a suburban country club, so that part is wonderful! Thanks for reminding me about the downtown venues/freight elevators and such. That made me laugh as I have done a few of those!

Anyone know if the green from hyacinth stix will bleed into my light pink feathers? We plan to add them last minute.

 

[Victoria]

If you're concerned about the green bleeding try using skewers (kabobs) instead.

V

 

[Snapdragon Studio]

I haven't spoken with the venue about this yet, but plan to do so. They actually referred me, so that may be a possibility.

The centerpieces will be done in lomeys, so keeping them refrigerated makes sense since they don't hold much water. (Hydrangea issue) We will be adding feathers (Mom's idea) at the last minute, as we've been advised that feathers can wick up water. We're attaching them and crystals to picks. Will hyacinth sticks be okay? I wasn't sure if they would bleed into the feathers. We plan to add ivy at the venue before affixing them to pilsners and placing on tables.

By the way, we'll have three experienced designers for at least one day and two designers plus helpers the rest of the week.

I agree refrigeration would be best... but if your foam is soaked well and you fill the trays to the brim with water before you leave at night, your hydrangeas will last. At least mine always do...

 

[rewolf]

Sue, we use hydrangeas almost every week. When we design in foam, we place all flowers except the hydrangea. The hydrangea goes in the day of the celebration.

I actually made about 25 fake hydrangeas last year for an arbor project because a designer was having a hard time placing all the flowers and visualizing where the hydrangea would go. I took a sheet of tissue and wadded it into a ball then taped it to a green stick. Now my designers use these tissue hydrangeas whenever we design in foam. Then the day of, we pop out the fakes and insert the real flowers.

 

[theflowersmith]

Wow, what great tips! I just came from the Dollar Store. My cylinders came in and I bought the bamboo skewers to attach my feathers! Love the tip about the wadded up tissue 'cause my hydrangea will not be right next to the foam.

 

[Mocha Rose]

I wish I was free that day to help you out, but that is one our biggest weekends here too. Why don't you try to make up a mock centerpiece this week on a Wednesday? Time yourself to see how long it takes to make it, confirm that your recipe will work and test the longetivity/ transportation. Keep it in your shop for a day 100% made up. Then throw it in back of the delivery van for a few hours to see how it transports. I think this would put your mind at ease!

When we do weddings like this, we get the flowers in on a Tuesday and hydrate for a day. We assemble centerpieces on Thursdays (even ones with hydrangeas and cascading elements). We water daily and check for droopy blooms. We Quick Dip anything droopy and it perks up within a few hours. We do not refridgerate large pieces and have never had a problem. Just make sure all hydrangeas are inserted properly (cut right above a node).

You will lose flowers in tranportation- that's a given. Always take an extra bucket or two to replace blooms on site. Use the Quick Dip too on droopy hydras.

I would not recommend trying to build these on site at all.

Just plan everything out (which it sounds like you are doing) and over estimate all times, stem counts and transportation/ set up time. It never hurts to be over prepared and with large events, you don't want anything to go wrong.

Do you have a picture of a type of arrangement you are doing?

 

[theflowersmith]

We did do a sample, took it over to the country club and it lasted just fine. I'll post a pic when I'm back in the shop.

Even though we're only 20 minutes from the venue, I guess it's still a good idea to rent a truck. I'm a bit worried about the "rolling" that large vehicles do. My vans drive like cars. I'm concerned that the stems may work loose and create bigger holes due to the "rolling" nature of the truck.

What a sweet gesture to offer your help, but so glad we're both busy in today's economy. Drew, from White Oak Florist, my designer and I will hopefully be okay along with my support staff.

 

[Mocha Rose]

If it makes you feel any better, these hydrangea centerpieces were made on a Thursday before a Saturday wedding. They were not refrigerated. We transported them in 89 degree weather in late July to Bedford Springs Resort- a 2.5 hour drive on the turnpike, 4+ hours before they were unloaded from the truck. They made it fine. Took 3 extra buckets of flowers to replace blooms and a few extra blocks of oasis in case the oasis crumbled from travel. (Also ALWAYS take an extra vase!)

They were made in Lomey and just placed flat on the truck floor.

 

[theflowersmith]

Wow, gorgeous! Did you use 9" lomeys? Ours may be bigger but more airy. I'll post a pic on Monday. May be in the afternoon as I'll be the only designer.

 

[marie g bushnell]

I agree with the majority and do the ctr pcs in the shop, but popping in the hydrangeas Friday morning at the shop. Add anything trailing at the Ctry Club. Even when hydrating hydrangeas the best we can, and hoping the ones we received are really fresh, some will droop.

Sounds like your off to a good start with all the great tips. Congrats on the big one and you'll sleep better if the ctr pieces are done at the shop. It will be beautiful!

 

[RWK]

You can still use the long hyacinth stakes for the feathers.....a simple little trick will ensure that there is NO, no way they could wick water onto the feather. Simply go around the stake tip ( the tip where you are attaching the feather ) with a little floratape - just a couple two/three times around. Then place your feather on top of the tape and attach it with tape/wire/glue or whatever you wish.

Secondly.......After you design the arrangements - assuming you are going to set the lomey trays on top of another vase for height......even if you use a reefer truck - you should be able to set the designs flat and they ride perfectly good.

 

[OB1]

Looks to me like you have all the advice you need. For what it's worth, here are a few of my thoughts.
We make our CP arrangements on Wed or Thur and never have a problem, and they often include hydrangea.
Yep, add the feathers last minute so they don't get too humid, and look limp. Putting them in the cooler is really iffy.
The flowers should be fine...a couple of days is no problem.
We rent big trucks all the time for our events, and rarely have a problem, but always take an extra vase or two, and enough product to correct any little
mis-haps...don't fret about them, just prepare for them...chances are it will all be fine, but it's better to be prepared, just in case.
Best thing you can do, from my experience, is to make a really complete list of everything you may need on site.
I think like a total newbie when I make up my list, so it often includes what must be in my tool box, and also all the things I'll need in case something goes wrong.
I always include a step ladder, a few drop sheets. a broom and dust-pan, a dust-buster, windex and paper towel, business cards of everyone who will be working on-site, food and drink for all the staff working on site, aspirin, antibiotic cream and bandaids just in case, and then I go through every single item we are delivering, and assume we will have a problem with each item. From that, I create a list of things I will need to correct everthing that could possibly go wrong...
As we pack the vans, and the truck, everthing on the list gets checked off. Once my list is checked off, I know that no matter what happens, I can fix ANYTHING.
It sounds like alot, but really it isn't. Just take 30 minutes to go over the entire wedding, and then you will be prepared for anything that may happen. You won't need 90% of what you take, but it will help you to get a good night's sleep the night before your event. And that is the thing that you will need the most.
JP

 

[BOSS]

a simple little trick will ensure that there is NO, no way they could wick water onto the feather. Simply go around the stake tip ( the tip where you are attaching the feather ) with a little floratape - just a couple two/three times around.

Flora-Tape will soak water too...

We simply dip the stakes into a quart of clear lacquer and let them dry a day or two before use... makes them waterproof...

 

[RWK]

If the flora-tape is applied correctly, then it should not absorb water. Remember that Flora-tape is wax coated crepe paper. You need to stretch the tape first to release the wax....then you need to wrap tightly, smoothing over the wrap with your thumb and finger to make sure the wax is melted and covering the tape area. It is your body temperature COMBINED with the heat generated by friction from going over the tape with your fingers that melts the wax fully and makes it impervious to water.

 

[bokaysflowers]

At the cost of a fefrig truck .. turn your air in the shop down and place in the coolest part of shop after design is complete. Close packing for transport depending on how far. I'm like you I'd perfer the designing in the shop with everything handy!; but with your trusty tools and extra flowers, even some minor repairs are better than doing the whole thing on site. If you have nothing else to do ,on site half the night and the next day will work.