How to Negotiate a Good Lease Agreement for a Flower Vending Machine and Protect Your Investment?

Finding a location for installing a Flower Vending Machine (Kwiatomat) is just the first step – but it’s only the beginning of the journey. Equally important are negotiating the terms of cooperation and signing a well-thought-out lease agreement that protects the investor’s interests. Remember, a Kwiatomat is not just a machine – it’s a revenue-generating tool that requires investment, marketing, and daily supervision.

Here are practical tips to help you negotiate favorable terms and safeguard your business.

1. Prepare professionally – show that this is a proven business model

Before you start talks, have the following ready:

• a technical diagram of the device (dimensions, power requirements),
• sample photos from other locations (emphasizing aesthetics!),
• a description of logistics: deliveries, servicing, bouquet rotation.

This demonstrates to your counterpart that you’re not experimenting – you have a ready, proven operating model.

2. Highlight the value that a Kwiatomat brings to the space

Property managers of commercial or public areas aren’t just looking for tenants – they’re looking for solutions that bring added value. During discussions, emphasize:

• the aesthetic and modern appearance of the device,
• the positive impact on the image of the place (flowers evoke emotions and beauty),
• increased foot traffic around the machine,
• 24/7 availability without the need for staff.

Point out that a Kwiatomat generates real income from a very small area – for example, a K8 PRO on 1.5 m² can bring up to € 1500 per year in rental value.

3. Choose the right type of contract: fixed-term or indefinite?

This is one of the most crucial elements of the negotiations:

Fixed-term contract (e.g., 12 or 24 months):

• recommended for new locations where you don’t yet know customer traffic patterns,
• gives you certainty of stable conditions for a defined period,
• limits the risk of sudden termination,
• ideally includes automatic extension if neither party gives notice.

Indefinite-term contract:

• useful when you have a trusted relationship with the property owner or you are acting at their request,
• requires a clearly defined notice period – at least 2–3 months,
• may be more flexible but carries the risk of early termination.

Conclusion:
For most investors, a fixed-term agreement with an option to extend will be the safest choice.

4. Include key provisions in the contract

Elements that should appear in a well-prepared lease agreement:

• Location description (address, placement, and spot number),
• Space size and type of access (e.g., 24/7),
• Rental rate and payment terms – monthly or annual, with VAT clearly specified,
• Service access – guarantee access to operate the machine and its power supply,
• Ownership – clearly state that the Kwiatomat remains your property,
• Marketing and signage – permission for a small information board or seasonal decorations,
• Responsibility for utilities – who covers the cost of electricity consumption (usually a flat fee or included in rent),
• Terms of termination – when and under what circumstances the contract can be terminated.

5. Ensure permission for marketing activities

Effective sales from a Kwiatomat require visibility, so:

• make sure you can place signage (e.g., a sticker, roll-up banner),
• include in the contract permission to take photos of the location and use them in brand communication,
• include the ability to organize promotional activities (e.g., Valentine’s Day, Women’s Day).

6. Think long-term – this is not just a vending machine, it’s a sales point for your brand

Investing in a Kwiatomat is more than just renting space. It’s creating a new sales channel that works 24/7, without staff – but it still requires care, attention to bouquet quality, advertising, and customer trust.

That’s why it’s important that the contract serves as real business support and not just a formality. Ensure clarity, fairness, and flexibility – and the investment in a Kwiatomat will become a stable source of profit.

Need a sample contract? Have questions about a specific case?
Contact us – we help florists across Poland develop flower sales in a modern format.

hello@bouquetmat.com
+48 576 375 900

Informational prospectus for property owners.