Frequently asked questions

How do I book you for my wedding? What is the process?

You have two options: If you love our work and want to reserve our services, once you’ve checked your date is free, download our booking form and return it to us with a $300 booking fee right away. This will secure your date and your spot as a Jade Mcintosh Bride, and a consultation and full quote will follow in the lead-up to your wedding. Alternatively, you can organize a quote first. Contact us to book in an obligation-free phone consultation with one of our florists, which we will then use to prepare your personalized quote. If you choose to go ahead, your date is secured with a 25% booking fee and the balance is due two weeks before the wedding. Once you’re booked in, we’re always here to discuss your flowers and can make major changes to your quote until three months from your wedding date and tinker with the final details until six weeks out.

How far ahead should I book?

We’d recommend getting in touch as soon as you have a date and a venue. For dates in peak periods, we’re receiving enquiries up to 18 months ahead, and in some cases more. As we don’t hold dates until a booking is made and a deposit is paid, it’s best to book early to avoid disappointment. Once you’re booked in, there’s still plenty of time to finalise your flowers!

Why should I book a consultation? Can I just arrange via email?

We’ve found that during the quoting process, a half-hour phone or face-to-face consultation achieves a lot more in a much shorter timeframe than emailing. It also allows you to ask any questions you have and for both you (the client) and us to get a feel for whether we’re a good fit. Once you contact us, we will direct you to our secure online booking system, which will allow to to select a consultation time up to 30 days in advance. We can also accommodate Skype consultations for overseas couples. In the lead-up to your wedding, we’ll keep in touch with you by email so you know exactly where everything is at, and you are always welcome to email us any questions or changes you have.

How do I pay?

You can pay by direct deposit, paypal or credit card (over the phone or in person). Once we’ve prepared a quote for you, our online booking system also accepts online credit card payments. A 3% service fee applies for all Paypal and credit card payments.Once your booking fee is paid you’re booking is confirmed and the balance is due 2 weeks out from your wedding date, but we also accept part payments earlier if you wish to spread out the cost.

Who will I talk to during my consult? Who will be there on my wedding day?

We have a team of fully-qualified and experienced florists who are involved at all stages of planning – from initial consultations right through to set-up on the day. You can meet our team here. They are all experienced, competent and meet the high standards that have made Jade McIntosh Flowers one of the most sought-after florists in the Hunter Valley for over a decade. We all work as a team and pride ourselves on our internal communication, so while you’ll have one main contact, all of us will be across your flowers and able to help you with enquiries in the lead-up to your day. Our admin team will also be involved in organising delivery times, confirming payments and can help with small changes to your quote or answering questions. We do try to plan so the florist you’ve been dealing with will be the one delivering your flowers. This isn’t always possible, but rest assured that whoever delivers and sets up your flowers has been fully briefed, is qualified, experienced and professional, and will go above and beyond to make sure you love the end result.

Why do you ask my budget

Budgets are just a fact of wedding planning, and yet there’s such a stigma about what things cost in this industry. We think that makes it really hard to plan, which is why we have a pricing guide that gives you a rough estimation on what all the elements of our service cost. Knowing what your floral styling budget is means we can point you in the right direction from the beginning. We can make appropriate recommendations and avoid concepts that we know aren’t going to work for you. We can also pick up early on if your vision for your day isn’t going to be realistic, and work with you to find something that is, that you’ll love just as much! We won’t use the information to upsell you, and we pride ourselves on giving the same level of attention and care to our smallest weddings as we give to our largest. We also understand that money can be an emotional topic for some couples, and that budgets aren’t always fixed in stone, but even a rough indication is helpful. But if you are uncomfortable sharing up front, or you don’t know yet, that’s fine too – just leave the question blank.

Do you have a minimum spend?

Yes and no. We have a minimum spend of $2500 for full-service weddings, which include delivery of flowers to your home or accommodation, and set-up of florals at your ceremony and reception (as required). This can be reached with any combination of bouquets, buttonholes, other personal flowers (corsages, flower-girl crowns, hair flowers), as well as ceremony and reception flowers, and all delivery, set-up and recollection costs. If you have a smaller budget, that’s absolutely fine! We just ask that you collect your flowers from our studio in Carrington (near Newcastle) on the morning of, or the Friday before (if your wedding is on a weekend) your wedding. There is no cost for weekday pickup.

What's the average cost of wedding flowers?

Wedding flowers can be as simple or ornate as the rest of your wedding. Our average spend is around $3,000.

What if your quote comes in over my budget?

During the consultation process, we’ll discuss your budget with you and whether it’s realistic to cover everything you’re after. Our quote will be fully itemized and include all aspects of our service – this makes it easier to see where your costs are and where they could be reduced. We can also include a couple of options for you to choose between. Once we send our a quote, we’re always happy to discuss and offer alternatives but due to our workload we can only make a limited number of changes to a quote before we ask for a booking fee and confirmation we’re going ahead. Once you’re booked in, we’re happy to add or remove items until three months from your wedding date. While we’ll always try to meet your budget and offer alternatives, we don’t bargain or price-match against other florist’s quotes, as it’s impossible to directly compare different quotes.

Do you do wedding packages?

While we know pre-organised wedding packages make it easier for brides to budget, we also find that once it gets down to the nitty-gritty every wedding is different. We prefer to work individually with couples and work to your individual needs, so you get everything you want – and nothing you don’t!

What areas do you service?

We work on weddings throughout Newcastle, the Hunter Valley, Port Stephens, and the Central Coast. We can travel further afield but delivery costs tend to make it unrealistic. That said, if you’re anywhere between Sydney and the Mid-North coast, and really really love our work (and we love that you do!) we’ll gladly give you an estimate on those costs.

Do you deliver my flowers? Do I need to arrange bump in/out?

We offer a full delivery service, including on-site set-up of ceremony and reception flowers, delivery of bouquets, buttonholes and other personal flowers to your (and your partner’s) accommodation – we’ll even pin on buttonholes and corsages if possible! We also offer a transfer service if you need your ceremony flowers moved to your reception venue, a bump-out service if required by your venue and recollection of hire items in the days after your wedding. In the weeks leading up to your wedding, we’ll contact your venue directly and work out delivery times and logistics, and advise you once they’re confirmed. We do it all so you can spend your wedding day focusing on the important things!

What are the delivery costs?

Our delivery fees vary depending on location and you can see them outlined on our pricing guide. Our base delivery fee includes up to three points within 15km of each other – so, for example, your accommodation, your partner’s accommodation and your wedding venue, or your accommodation, your ceremony venue and your reception venue, if they’re different. If you require more than three stops – for example, if you have seperate ceremony and reception venues and would like your bouquets and buttonholes delivered to two locations, or if you’d like your parents flowers delivered to their hotel – we can add these to your quote. Additional charges also apply if your ceremony/reception venues and your accommodation are more than 15km apart. This will all be outlined on your quote. As the bulk of the cost and time is in getting from our studio in Carrington to your venue, there’s no discount if you need less than three delivery points.

How do you work out set-up times?

This one mostly comes down to experience and knowledge – we’ve got over twenty years collective experience and have worked in most venues in our area many times over the years. After so much practice, we feel pretty confident in our set-up times, and we have to say that the majority of the time, we come in within about 15 minutes of our estimate. If we do get it wrong, that’s on us – you won’t pay more if we take longer, or get a refund if we take less time.

Can you do floral installations?

We love doing floral installations. If you’ve got an idea give us a call and we’ll have a chat.

Do we need to bump out floral installations?

Most venues require you (or someone you engage) to take down installations after your event – either the evening of or the next morning. In many cases you can do this yourself but it is always worth checking with the venue about whether they have any Workplace Safety restrictions, what equipment you would need and whether is it available to you. If you’d like us to do this for you, please let us know. Charges will apply and will be outlined on your quote.

Do you have items for dry hire?

Yes. Now that we also own White Roses Styling, ever-expanding collection of hire items includes everything from vases, jars and bottles right up to arbours and timber backdrops, by way of timber boxers, vintage buckets and watering cans, birdcages, signage boards, candleholders, furniture, table coverings… you name it, we’ve probably got it, or can point you to someone who does. Check out our hire gallery for more info. If you’re not sure where to start, we can also offer a full styling service, through White Roses Styling. If you have more questions about our hire items and conditions (or styling in general), head over to our White Roses Styling FAQ.

Can you recollect my hire items?

Yes, we can recollect anything you hire from us. The cost will be listed on your quote and is based on the time of day and the size of items being hired. If you are opting for recollection, we ask that you remove any flowers you’d like to keep from vases etc. If they are left on-site, we will dispose of them as a courtesy to the venue unless you ask us not to. See the Hire Item section below for more information on hire item recollection.

Can I pick up my flowers/hire items?

Yes. You can collect your flowers and styling items from our studio in Carrington. For some items, we might recommend against it due to the difficulty of getting them set-up on-site, but it’s up to you. If you’re picking up, we’ll try to construct everything to make it as easy as possible for you to set up yourself, but it can get tricky. Our studio is open for pick-up by appointment on weekdays. We’ll contact you in the month before your wedding to organise a time, so we can make sure everything is ready for you. For weekend weddings, we can offer Friday afternoon pick-up as standard. This is because we’re usually out on weekends setting up weddings, so our studio is unstaffed. We’ll give you all the instructions you need to keep your flowers fresh and beautiful until you wedding. On some weeks, we may have a small window for pick-up on Saturdays, either before or after a set-up. In this case, we’ll contact you and confirm what works best, but it’s not something to count on, so always plan for a Friday pick-up. If you’re just hiring styling items, they can be collected from the Wednesday before your wedding and should be returned on Monday. No weekend pick-up or return is available.

Can you supply cake/hair flowers?

Yes we do! We’ll even co-ordinate with your cake suppliers and work in with your hair and make-up schedule.

I have my own props, can you set them up on the day?

It depends. If you’ve got vases you’d like us to use instead of our own, we can do that, but we ask that you send or deliver them to us at least a week before your wedding. If that’s not possible let us know. Sometimes we can work with them left on-site, but we need to know exact dimensions and style ahead of time. We can set up things like placecards and menus, so long as we know in advance and we’ve allowed for this on our quote. If you’re supplying something for us to add flowers to – such as table lanterns or arbours – we ask that they be in place ready for us when we arrive to set up. In some cases we can set them up but this is by prior arrangement only. If we arrive on the day, and we need to set up something that we haven’t allowed time for, an additional fee may apply. We ask that you check your quote carefully to make sure everything you’re expecting from us is covered. Please note also that often, especially in peak periods, we are setting up several weddings in one day and running to a schedule. While we would never leave without setting up everything we’ve quoted for, we do reserve the right to turn down a request to do anything additional if we don’t think we’ll have time.

What if it rains?

If you’re planning an outdoor ceremony or reception and the weather is looking dubious, we’ll wait for advice from you or your wedding co-ordinator as to how to proceed on the day. Most of the time the flowers we’ve designed will work in a wet-weather venue as well, or can be adapted. For outdoor ceremonies and receptions it’s also worth considering wind – which can make installation difficult, if not dangerous, and makes it harder for flowers to stay put – and heat. Even the hardiest of flowers and foliage struggle in extreme sun and on very hot days we can’t guarantee the longevity of outdoor florals. Sunny days are our favourites, but we’re talking midsummer days with temps in the high 30’s… the kind you’d probably have moved your wedding inside to avoid anyway! If weather looks like being an issue, we’ll discuss adjustments with you – or your designated contact on the day – and may make recommendations. The final decision is always yours but we can’t be held liable for problems that come up if our advice isn’t taken on board. Comfort aside, the safety of both our staff and your and your guests is always our number-one priority and we reserve the right to refuse to set up any installations or structures if we deem them unsafe due to wind, rain or heat.

What if there's a problem on the day?

There’s an old saying about the best-laid plans and it applies to weddings too! Between us we’ve worked on hundreds – probably thousands – of weddings, so there’s no last-minute glitch we haven’t encountered and had to plan around. It’s part of what we do. During our initial conversation, and then again closer to the date, we’ll ask you who the best person to contact on the day is – this can be a parent, sibling, or a member of your wedding party, or, if you have one, a venue co-ordinator or wedding planner. This is the person we’ll contact if anything comes up, or if we have to make a tweak to your flowers to suit a change in your set-up, or the weather, so make sure it’s someone whose opinion you trust. We do recommend that couples minimise their stress on the day by getting someone else to do this, but if it’s going to stress you out more to not know if we have to make a last-minute change, let us know.

Where are you located?

Our Studio is on Wilson Street, Carrington, about five minutes from the Newcastle CBD.

Where do your flowers come from?

We work with a variety of wholesalers to source the freshest local and imported stock. We order flowers specifically for each wedding and don’t keep stock on hand, so you know what you’re getting has been specifically sourced for you and isn’t just what we had spare in the coolroom that week.

What if a flower isn't available? Can you use artificial?

While we appreciate that many florists like the flexibility and reliability of artificial flowers to augment fresh flower arrangements, we personally use fresh flowers only. We work with flowers that are in-season, for best results – our in-season guide will give you a good idea of what we’ll be working with around your wedding date. This does mean that we are a little at the mercy of mother nature, and sometimes we find ourselves unable to source particular flowers we’ve discussed with you. If this does happen, we will always communicate with you in the lead-up to your wedding and do our best to find the most appropriate replacement.

Whatr is your style?

Our style is lush, rustic, vintage, with modern flair. We love lots of foliage and organic, unstructured arrangements with lots of texture, where the flowers are the stars. Our work is always evolving as we love trying new things and working with flowers in new and interesting ways. We love creating bouquets and flowers that reflect the personalities of our brides – bespoke creations designed just for you.

Can you do a trial bouquet? Or send me a photo before the day?

We can do both of those things, but we usually don’t, for a couple of reasons.First off, trial bouquets: the first rule of flowers is that no two flowers are exactly alike – it’s why they’re so special! It does, however, mean that no two bouquets are going to be exactly alike. Even if we use the exact same types of flowers in the exact same colours, there’s going to be variation. And because flowers are seasonal, we often can’t use the exact same types of flowers anyway, as they won’t be in season in the months when you’re planning your wedding.That said, if you really want a trial bouquet, we can make one for you, so long as you understand the above. The cost will be the same as your bouquet.Sneak peek photos are trickier. Part of why we don’t usually recommend them is that flowers look different in photographs to what they look like in the flesh – we’re only capturing certain angles, the light is different to what it will be on your wedding day.More than that, though, we find that sneak peeks can cause more stress than they relieve.One of the elements of our service we pride ourselves on is the detail we put into your quote. We’ll usually include any inspo you’ve sent us, along with notes about colours, and sometimes images of the flowers themselves. It’s all about giving you as much information up front that we can – and that’s the best time to mention if there’s anything in your bouquet you’re not sure of, or if you have a particular concern about a colour or flower. That way, you can go into the days before your wedding feeling relaxed and confident that you’ve already made all the big decisions.Ultimately, it’s about trust – trust in us, that we would never let anything leave our studio we didn’t think was beautiful and perfectly in keeping with your style and inspo, but, more importantly trust in yourself, that you’ve considered everything, and that you’ve made the right calls, and you’ve done all the work (and let’s face it, planning a wedding is work; there’s a reason wedding planners exist!) to make your big day as special as possible, and that everything will be fine, even if you can’t see it until the day!… And, finally, we think there’s something to be said for surprises!All that said, if your flowers arrive on the day and they’re not quite right, we are happy to make any adjustments for you. It’s why all our deliveries are made by a florist, and we allow enough time to show you the flowers properly!And, honestly, if you really, really, really hate surprises, of course we can send you a sneak peek the day before. Just let us know you want one.

Where can I see your work?

We’re constantly updating our Facebook, Instagram and Pinterest pages with candid shots and professional photos from recent weddings. You can also have a look through our gallery, which allows you to search by season, colour scheme and venue. We’ve worked at many wedding venues in the Hunter Valley, Newcastle, Port Stephens and the Central Coast. Just enter your venue into our search to see if yours is one of them!

Why do I pay a $1 security bond for hiring items?

If you are hiring anything from us, we will send you an invoice for $1. This will capture your credit card details in a secure server in case of any lost or damaged hire items. Rest assured we never see your credit card details and they are deleted as soon as all your hire items are returned.

What if something I hire goes missing?

Chasing up missing hire items might just be the least favourite part of our job! You’ve just had a gorgeous day and you’re all blissed out and happy – the last thing we want to do is contact you to let you know we’re missing one or more of our hire items and you may have to pay for it. Often, especially if it’s something small, our instinct is to let it go – but unfortunately all those small things cost money to replace too, and those costs do add up! Unfortunately, as per our terms and conditions, you are responsible for any item you hire from us from when it is delivered to you until it is back in our possession. This applies whether you’re dry-hiring or we’re setting up and recollecting. If we are recollecting your hire items, and something isn’t there when we return to the venue, we will make a reasonable effort to find it at the time. If we are unable to locate something, you will be advised and we will give you the opportunity to locate it yourself and return it to us before we claim on your bond. Because we have good working relationships with many of our venues, we’re usually happy to contact them on your behalf to see if the item has been moved or packed away, but this is at our discretion and does not mean we are taking responsibility for locating the hire item, and if we don’t get anywhere with the venue after our first contact, we will let you know and you can decide whether to pursue it with them or have the replacement cost deducted from your credit card. If we do not hear back from you by the date given to you when we contact you, we will go ahead and make this deduction. These things happen, and often nobody is to blame, but unfortunately, as much as it may not be your fault, it is still your responsibility.

How long do I have to return a hire item?

As per our terms and conditions, we reserve the right to treat missing hire items as continuous hire, and continue to charge hire fees until such a time as the item is returned or we know it won’t be. That said, we know things go missing and sometimes it takes time to hunt them down. We’ve also heard of these pesky things called honeymoons, which might slow things down in the time immediately following your wedding – that’s another reason we’re usually happy to contact the venue directly to find something that may have been left there. Ultimately, the key here is communication! If we contact you to let you know something hasn’t been returned, and you let us know you’re on the case, or when you will be, we’re usually pretty forgiving. The only time we might not be so flexible is either if we don’t hear back from you within a reasonable period of time, or if we need the missing item for another event. If this is the case we’ll let you know as soon as possible and may have to give you a hard deadline for return, at which time your credit card will be charged to cover the loss.

What if an item is damaged or dirty?

If you return an item and it is damaged or dirty, we will assess the cost to repair or replace and let you know that this will be debited from your credit card. Our hire items are all supplied in as-is condition. They are vintage, used and often show signs of wear and tear. Don’t worry – we don’t expect them back in any better shape than we send them out.

Do you dry hire?

Yes. Through our styling arm at White Roses Styling, you can hire anything from our hire gallery as a dry hire. That means you either pick up from our studio in Carrington in the days before your event, and return the following week, or we deliver to you, but with no styling or set-up. Minimums do apply for delivery. If you’ve got more questions about dry hire, see the WRS FAQ.

What is Mala Rose Events?

Mala Rose Events encompasses Jade Mcintosh Flowers and White Roses Styling. You might encounter this name on our paperwork or where we’ve combined services for the two businesses – such as our consultation booking system. Rest assured you’re still dealing with the same team that has always been behind Jade McIntosh Flowers!

What is white roses styling?

White Roses Styling is the styling and hire arm of Mala Rose Events. You’ll notice we have recently combined our website to feature all three businesses under Mala rose events.

Can I still use my own event stylist?

Of course! We have worked with most stylists throughout the Hunter and will continue to do so. Just tell us who you’d like to work with – we can even co-ordinate directly with them when it comes to delivery and set-up.