Adam Woodruff LLC typically begins each project with an in-person visit to walk the property, discuss your goals, and assess the scope of work. If we mutually agree that the project is a good fit and you wish to move forward with a design commission, the studio will prepare a design proposal for your review and feedback. This document outlines the anticipated scope and deliverables, identifies collaborators or consultants who may contribute to the design, notes additional professional services as needed, and includes proposed fees and a draft schedule.

An upfront consultation fee applies and is determined by project location, travel, and the complexity of the site.

Once the proposal is finalized, you'll be asked to sign a Planting Design Services Agreement and submit a retainer to initiate Phase One of the Design Process.

The design process at Adam Woodruff LLC is structured yet adaptable—intended to reveal a project's potential through careful observation, collaboration, and an iterative, site-responsive approach. While we follow a series of defined phases, the work is fluid, and some steps may overlap depending on project needs. Not every task outlined below will apply to every commission, and some elements may fall under the scope of a landscape architect or other professionals.

Phase One- Research and Preparation

This phase is dedicated to understanding the site, clarifying goals, and establishing a foundation for design.

Tasks include:

• Initial conversations to define project intent and desired outcomes
• Identification of collaborators—we may recommend consultants such as a landscape architect, horticulturist, soil scientist, arborist, or garden steward. These professionals contract separately with the client but coordinate closely with our studio
• Site documentation—including soils, topography, vegetation, views, structures, sun/shade studies, and circulation patterns
• On-site photography and field measurements; drone footage may be requested for large or complex properties
• Arborist consultation to assess significant trees and woody plants, if needed
• Soil testing to inform plant selection and placement
• Site analysis—synthesizing observations into strategic design insights
• Design program—a written outline of key spatial and planting elements based on client goals and site needs
• Base plan creation—a scaled, bird’s-eye plan of the property. If a recent survey is unavailable or a landscape master plan is being developed, we coordinate with a landscape architect to commission this work 
• Client Meeting: A collaborative review of the draft design program and base plan

Deliverables:

• Design Program
• Base Plan

Phase  Two- Concept Development                                                                                                                                

This phase gives shape to the design vision through early spatial studies, aesthetic exploration, and collaborative refinement.

Tasks include:

• Plan studies and site-driven exploration—Time is spent both on-site and in the studio analyzing spatial opportunities, envisioning potential layouts, and considering how the atmosphere of the garden might unfold
• Topographic review with a landscape architect, if engaged, to inform planting strategies and guide structural planning
• Sun/shade analysis, conducted as needed based on site conditions
• Conceptual planning—If a landscape master plan has been commissioned, the landscape architect will be responsible for developing the conceptual plan. These plans often include both hardscape and softscape elements—such as driveways, motor courts, retaining walls, stairs, walkways, terraces, patios, decks, fences, garden structures, pools, water features, and art or sculpture, as well as lawn areas, open spaces, planting beds, trees, large evergreens, and shrubs. Adam Woodruff LLC’s role in this process is to contribute a context-specific, plant-driven atmosphere that complements the site, providing the full planting design and working closely with the landscape architect to ensure the planting language enhances the overall spatial experience. If no landscape architect is involved, we focus primarily on softscape concepts, including the organization of garden areas, planting beds, and signature vegetation—creating a planting-led structure that defines space with clarity and intent
• Precedent imagery—We curate visual references to communicate mood, planting character, and spatial rhythm
• Preliminary material recommendations—If applicable, we provide early suggestions for hardscape surfaces or garden structures to help guide broader design decisions
• Client review and site visit—Concepts are presented and discussed to gather feedback and align next steps

Deliverable:

• Conceptual Planting Plan

Phase Three- Planting Design                                                                                                                                         

This phase transforms the conceptual vision into a detailed, site-specific planting plan that defines the garden’s seasonal rhythm, structure, and expressive character.

Tasks include:

• Plant palette development—We assemble a curated list of plants suited to the project’s goals and site conditions. Selections are based on research, site observation, and deep familiarity with species that combine well to create layered, enduring compositions
• Design refinement through consultation—For larger or more complex projects, we may consult with local horticulturists, visit regional gardens and nurseries, or recommend a trial garden to test specific combinations over time
• Compositional planning—Each planting plan is informed by form, texture, movement, and ecological function. We consider bloom succession, foliage variation, plant longevity, and spatial interplay to ensure year-round visual interest
• Reference imagery—Images of all specified species are compiled to help communicate the visual language and intent behind the design
• Client review and site visit—The planting plans are shared and discussed, allowing for adjustments and final approvals

Deliverables:

• Detailed Planting Plans
• Supporting Reference Materials

Phase Four- Final Plan

This phase refines the design vision into a cohesive set of documents that can guide implementation, bidding, or further development.

Tasks include:

• Plan refinement—Based on feedback from earlier phases, we revise and consolidate the conceptual and planting plans into a final, integrated document
• Plant list and quantities—A spreadsheet detailing all specified plants, including botanical names, sizes, and quantities, is prepared to support sourcing and estimating
• Material coordination—Any remaining recommendations for hardscape materials or garden elements are finalized in consultation with the client and collaborators
• Client review meeting—We present the final design materials for discussion, clarification, and final approval

Deliverables:

• Final Planting Plan
• Plant List and Supporting Documentation
• Material Recommendations (if applicable)

Depending on the project’s complexity, this final plan may be sufficient to proceed directly to bidding and installation. In other cases, additional design development or construction documentation may be required. We advise clients accordingly as the process unfolds.