Ask the florist for the correct conditions

Different flowers and finished arrangements can have different handling needs. The florist should state the suitable transport range, orientation and any stacking restriction. Do not assign a single temperature simply because every package is part of the same event.

Tell WTM about accompanying materials that need different treatment. A decorative item, chilled flower box and container of water should not be treated as interchangeable packages. Dispatch needs the complete load description before the quote is approved.

Package around the arrangement’s shape

Record the outside dimensions of the packed units, including protective supports. An arrangement that must remain upright may need more floor space than its weight suggests. Identify non-stackable pieces and ensure stems, bases and decorative elements are supported for transportation.

For example, a florist might ship boxed stems for on-site assembly rather than finished centrepieces. Those loads have different packing and receiving needs. The quote should reflect which version is actually leaving Calgary.

Deliver for the florist’s setup, not the ceremony

Obtain the venue or receiving florist’s intake time and entrance. The team may need to unpack, condition or arrange the flowers before the event. State when they need physical control of the shipment, not just when guests arrive.

A dedicated hotshot can be appropriate for a late replacement order. It still requires a completed supplier release and a receiver who can accept the consignment. 24/7 dispatch does not guarantee that a wholesaler or event venue can provide access at every hour.

Make arrival information useful

The booking customer can follow the shipment with real-time GPS through the WTM Customer Portal. Share the agreed arrival arrangement with the receiving florist through your normal event coordination. Do not assume tracking alone tells the venue which door or staff member should be ready.

Retain the available POD and invoice with the event order. Flower quality and arrangement acceptance remain with the florist and customer; transportation records document the handoff. Discuss any required temperature evidence at booking rather than expecting GPS to provide it.

Floral hotshot questions

Can fragile finished arrangements travel?

Describe their protective packaging and handling needs. WTM will assess suitable equipment for the accepted load.

Can event props be added?

List them separately, including size, weight and any different handling conditions, so the complete shipment can be reviewed before dispatch.