Our process is designed to make planning your florals simple, collaborative and completely tailored to your event.

Start by completing our online enquiry form with your event date, venue, floral requirements and any initial ideas or inspiration.

Once we receive your enquiry, our team will be in touch via email to arrange a phone consultation. During your consultation, we’ll discuss your vision, styling, colour palette, floral preferences, venue, requirements and budget.

Following your consultation, you’ll receive a detailed, itemised proposal and quote outlining the floral elements discussed.

From here, we can make amendments to your proposal until you’re happy with the direction and ready to secure your date.

To confirm your booking, we require a 30% deposit. Once your deposit has been received, your event date is officially secured with Gaia Flora.

Collaborative, honest, and straightforward. We're here to guide the process, bring ideas to the table, and keep things moving.

Absolutely. We understand that ideas, guest numbers and event details can evolve throughout the planning process.

Your floral proposal can be amended after booking, with final changes accepted up until two weeks prior to your event, subject to product availability and any additional sourcing requirements.

Approximately three weeks before your event, we’ll reconnect with you to finalise the finer details, quantities, logistics and styling requirements.

Approximately two weeks prior to your wedding or event, you will receive a complete floral brief outlining the flower varieties we intend to use throughout your arrangements.

As we work with fresh, seasonal flowers, exact varieties and shades are always subject to market and seasonal availability. Occasionally, substitutions may be required due to availability, quality or circumstances outside our control.

Where substitutions are necessary, our florists will select the closest suitable alternative while maintaining the overall colour palette, style, quality and aesthetic of your floral design.

Your 30% deposit is required to secure your booking.

The remaining balance is due on the Monday of the week of your wedding or event, unless otherwise stated on your invoice.

Yes. Gaia Flora has a minimum floral spend of $6,000 for weddings and events.

This allows our team to provide the level of design, preparation, premium florals, staffing and installation required for a complete Gaia Flora event.

We recommend enquiring as early as possible, particularly for weddings and larger events.

Our calendar can book well in advance, and availability is limited to ensure every event receives the time and attention it deserves. We generally accept bookings up to 12 months in advance.

Your date is not considered secured until your deposit has been received.

Yes. Once you have submitted your enquiry form and we have reviewed your initial details, we’ll arrange a phone consultation.

This gives us the opportunity to understand your vision properly before preparing your proposal, rather than providing a generic quote based solely on images or a brief description.

Not at all.

You don't need to know flower names or have every detail worked out before contacting us. Inspiration images, colours, textures, a Pinterest board, your invitations, bridesmaid dresses or even a description of how you want the event to feel can help us understand your vision.

Our team will guide you through suitable floral varieties, styling and design options based on your aesthetic, season and budget.

Absolutely. Inspiration images are incredibly helpful in communicating your preferred colours, shapes, textures and overall aesthetic.

We use inspiration as a creative reference rather than something to replicate exactly. Every Gaia Flora design is created specifically for your event, venue and floral availability.

Yes, provided your budget meets our minimum spend and is realistic for the scale of your floral requirements.

During your consultation, we can discuss where your budget will have the greatest visual impact and recommend ways to prioritise particular areas of your wedding or event.

Because our proposals are itemised, you can also see how your budget is being allocated across each floral element.

Yes. Depending on your event requirements, Gaia Flora can coordinate delivery, on-site installation, setup and pack-down.

These requirements are assessed individually based on your venue, access times, installation complexity, staffing requirements and location, and will be outlined within your proposal where applicable.

Flowers are a natural and seasonal product, so availability can change unexpectedly due to weather, growing conditions, imports, market supply and quality.

For this reason, specific flower varieties cannot always be guaranteed.

If a particular variety is unavailable or does not meet our quality standards, we reserve the right to substitute it with a flower of a similar colour, value, shape or overall aesthetic.

Our priority will always be maintaining the intended look and feel of your floral design.

We begin finalising your event approximately three weeks prior.

At this stage, we'll confirm quantities, styling details, logistics and any outstanding information required from you.

Approximately two weeks prior, you'll receive your final floral brief detailing the intended flower varieties and overall floral direction. Any final amendments must be requested by this stage.

From there, our team moves into final sourcing, ordering and production for your event.

Simply complete our online enquiry form with as much information as possible.

Once submitted, we'll review your enquiry and contact you via email with the next steps, including arranging your initial phone consultation.

From there, we'll guide you through the entire process — from your first ideas through to the final installation on your event day.