Choosing the right décor vendor, one that will manage their staff and make sure they stay on schedule, will not only help beautify your event ... but help reduce your stress onsite.
Determine décor budget
Determine the décor theme
Decide when and where décor is needed:
- Plenary Room and Stage
- Meeting Rooms
- Meal Rooms
- Special events
- Venue Entrance and walkways
- Exhibit Halls
- Lobby
- Registration Area
- Restaurants
Brainstorm types of décor which will enhance your theme:
- Props – perimeter décor
- Balloons
- Murals
- Photo Op Display
- Entrance treatments
- Stage displays
- Dance floor
- Carpeting
- Enhanced lighting, gobos
- Podium
- Furnishings
- Backdrops/Draping
- Temporary Structures
- Custom Bars and Barbacks
- Centerpieces
- Linens/chair covers
- Candles
- Flowers
- Plants
Research and collaborate with décor vendor:
- Research and identify potential vendors and suppliers
- Send Request for Proposal (RFP) including budget, dates, venues, timelines, décor needs and theme
- Receive and review proposals
- Check references
- Negotiate material pricing,labor fees and terms as necessary
- Select vendor
- Review and sign contract
- Request W9 and certificates of insurance
- Pay deposits
- Set up payment plan with vendor
- Set up a timeline with vendor for any custom or branded materials being produced
- Request mock ups of all décor items and have client sign off
- Receive floor plan from vendor of décor placement and share with venue
- Verify final arrangements 2 weeks prior to event
- Verify delivery, set-up and pick-up times 1 week prior to event
- Take photos of all décor at event
- Review final bill post event
- Challenge any discrepancies
- Pay final fees to vendor for services
Research, ask for reviews and get referrals from past clients to make sure you choose a vendor that fits your needs and is easy to work with.
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