Planning a wedding or event comes with a whole new vocabulary, and if you’re not in the industry, some terms might leave you scratching your head. At Stem Design, we work closely with event planners, venues, and couples to create stunning floral arrangements, and we’ve picked up some key industry terms along the way. Here’s a breakdown of common wedding and event terms to help you feel confident as you plan your big day.

BUMP IN & BUMP OUT

These terms refer to the setup and pack-down of an event. Bump in is when vendors, florists, and decorators arrive to set up before the event starts, while bump out is the process of packing everything up once the event is over. Different venues have strict bump-in and bump-out times, so it’s important to plan accordingly.

RUN SHEET

A run sheet is a detailed timeline of your wedding or event, outlining when everything happens—from the arrival of suppliers to the first dance and the cutting of the cake. This document keeps vendors, planners, and coordinators on the same page and ensures everything runs smoothly.

CALL TIME

This is the scheduled time when vendors, staff, or performers are required to arrive at the venue to start preparations. For example, a florist’s call time might be 10 AM to ensure arrangements are ready before guests arrive.

LOAD-IN & LOAD-OUT

Similar to bump in and bump out, load-in refers to when vendors bring their equipment or decorations into the venue, and load-out is when they remove them. Some venues have strict loading dock access times, so it’s important to coordinate this with your florist and suppliers.

MOCK-UP

A mock-up is a sample or trial version of a floral arrangement, table setting, or event design that allows clients to see and approve the final look before the big day. This is especially useful for weddings with intricate floral designs.

TIGHT TURNAROUND

A tight turnaround happens when an event space needs to be flipped quickly. For example, if a venue is used for both a wedding ceremony and reception, vendors may have a very limited time to change the space. Having a florist who can work efficiently in these situations is crucial.

WHITE GLOVE SERVICE

A white glove service refers to a premium level of event execution where every detail is carefully managed, from floral placement to candle lighting. It’s all about perfection, ensuring everything looks seamless and stunning.

DRY HIRE & WET HIRE

• Dry hire means renting a venue or equipment with no additional services (e.g., tables, chairs, décor). The client is responsible for organizing everything.
• Wet hire includes staff, setup, and often catering, meaning the venue takes care of most of the logistics.

FLORAL INSTALLATION

A floral installation is a large-scale, structured flower arrangement, often used as a ceremony backdrop, hanging feature, or entrance piece. These can include flower arches, ceiling installations, or cascading floral walls.

PERISHABLES

In the floral industry, perishables refer to fresh flowers and greenery that need to be stored and handled carefully. If you hear a florist talking about perishable delivery, they’re referring to getting fresh blooms ready for your event.

ON-THE-DAY COORDINATOR

This is the person who manages the wedding or event on the actual day, ensuring everything runs smoothly according to the run sheet. Unlike a wedding planner, who helps plan the event in advance, the on-the-day coordinator focuses on execution.

RAIN PLAN

If your wedding or event is outdoors, a rain plan (or wet weather backup) is a must! This is an alternative plan to move the celebration indoors or set up weatherproof marquees if the forecast changes.

VENDOR MEAL

For events that run for extended hours, some contracts require couples or event hosts to provide a vendor meal—a simple meal for photographers, florists, and other suppliers working throughout the event.

WHY KNOWING THESE TERMS MATTERS

Understanding these common wedding and event terms can help you communicate better with your vendors, avoid confusion, and ensure a smooth, stress-free planning process. At Stem Design, we’re always happy to guide couples through the floral and styling aspects of their event, making sure everything from bump-in to bump-out is seamless.

Planning your wedding or event? Get in touch with Stem Design today, and let’s create floral magic together!