Enhancing Your Wedding Venue With Decorations

Planning a wedding can be a stressful task, and one of the most important aspects is the venue decoration. The good news is that there are plenty of options available to suit different budgets and aesthetics. Couples can choose to handle the venue decorations themselves, or they may hire professionals such as a wedding decorator, a day-of coordinator, a wedding planner, or a florist. It is important to consider the time and effort required to set up and break down the decorations, as well as the budget and the desired level of elaborateness. Some venues offer the services of a day-of coordinator or a venue coordinator who can assist with the setup and breakdown of decorations. Alternatively, couples can enlist the help of trusted family and friends, keeping in mind that it may add stress to their lives and may require lowering expectations.

Wedding venue coordinators

Firstly, it is important to talk to the couple about their vision for the day. Do they want a florist to make centrepieces, or are they planning a DIY approach? Once you understand their vision, you can start to plan the logistics. Will the couple be supplying all the decorations, or will you need to source some items? It is also important to ask the couple about their budget for decorations as this will impact the plans.

Next, talk to the venue about access to the room and when the tables will be set up and ready to decorate. Find out if there are any rules about hanging decorations and if there are any events in the room the day before or after the wedding. It is also a good idea to ask if there are any professionals that need to be hired for certain tasks, such as hanging lights.

Then, decide if you will need to bring in outside help. Wedding stylists, day-of planners, and florists can all work on venue set-up and decoration on the day of the wedding. They will be able to work quickly and efficiently, and the couple will benefit from their professional tools and props.

Finally, create a timeline for the set-up. How long will it take to hang the lights, blow up the balloons, or set up the centrepieces? It is always better to overestimate the time needed, and the couple may be surprised at how long these tasks can take!

By following these steps, wedding venue coordinators can ensure that the venue is decorated to the couple's vision and that the day runs smoothly.

Wedding stylists

When hiring a wedding stylist, it is important to consider your budget and aesthetics. Wedding stylists typically have access to a range of décor items that couples may not be able to find elsewhere, such as unique table linens, centrepieces, and more. They can also provide professional set-up tools and liaise directly with the venue, taking the stress off the couple.

In addition to wedding stylists, other professionals that can help with venue set-up and decoration include day-of planners and florists. It is also common for couples to enlist the help of trusted family and friends to save money, as they may be willing to provide their services for free or at a minimal cost. However, it is important to consider the amount of work required and the reliability of friends and family, as they may not be able to execute the couple's vision correctly.

To ensure a smooth process, it is recommended to do a mock-up of the tables and take photos, providing clear instructions and a step-by-step guide for helpers. It is also crucial to allow ample time for set-up, as many finicky tasks can end up taking much longer than expected. Having a good toolkit with all the essentials is also key to a successful and stress-free venue set-up.

Day-of wedding coordinators

Whether you're tying the knot in a rustic barn or a glamorous hotel, there are endless ways to make your wedding venue your own. From floral hoops to vintage rugs, bunting to vintage bikes, the options are endless. But who is responsible for setting up all these decorations?

This is where a day-of wedding coordinator comes in. They are the captain of your ship, the fairy godmother who takes the responsibility of hosting your wedding off your shoulders. They manage the timeline, your vision, your guests' experience, and your overall happiness. They become your venue and vendor liaison, so you don't need to answer a single question or make any decisions on your big day.

Arrival and Preparation

A day-of wedding coordinator will arrive at your getting-ready location and ensure the day starts off smoothly. During this time, they can help with anything you need, including keeping hair and makeup on schedule, ensuring your wedding party doesn't leave or get stuck in traffic, and providing an emergency kit with any essentials you might need throughout the day. They can also assist with your wardrobe, including steaming dresses/shirts, tying bow ties, sewing buttons, and fixing little stains.

• Set-up of Personal Items
• Ceremony Management

A wedding ceremony involves many moving parts, from ensuring you have the marriage license and rings to managing the processional and recessional, cuing music, and coordinating readings and speakers. A day-of wedding coordinator will ensure everything runs smoothly and legally, allowing you to focus on soaking in every moment.

Rehearsal Management

The day before the wedding, a day-of wedding coordinator will typically run the ceremony rehearsal to ensure everyone knows their roles, positioning, and timing. This is a crucial step in ensuring a smooth and well-coordinated ceremony.

Timeline Management

Creating and sticking to a detailed timeline is one of the most important jobs of a day-of wedding coordinator. They will manage the schedule for the day, ensuring hair and makeup, photos, the ceremony, and reception all stay on track. They will also work with vendors to ensure they are on time and setting up in the correct locations.

Vendor Liaison

Acting as the main point of contact for all your vendors, a day-of wedding coordinator will oversee their work, ensure they do their jobs according to the contract, and field any questions or concerns. This means you can focus on enjoying your day without being pulled in different directions.

Troubleshooting

A day-of wedding coordinator is a creative problem solver who can step in when things go wrong and often fix problems before they even happen. Whether it's a drunk guest, a forgotten item, or an unexpected power outage, they will troubleshoot and put out fires so you don't have to.

Emotional Support

Lastly, a day-of wedding coordinator will provide emotional support and peace of mind throughout your entire wedding day, from the moment you wake up until you retire for the night.

While a day-of wedding coordinator handles many tasks, it's important to note that they are not the same as a wedding planner. A wedding planner works with you months or years in advance to book vendors, design the vision, and handle pre-wedding planning. A day-of wedding coordinator steps in closer to the wedding day to ensure everything you've planned is executed seamlessly.

So, if you're looking to add those special touches to your wedding venue, a day-of wedding coordinator can be a valuable addition to your team, ensuring your day runs smoothly and magically.

Friends and family

• Transport and logistics: If a friend or family member has a car, they can help with transport to and from the ceremony. They can also pick up important items, such as flowers or the wedding dress, and handle on-the-day payments to suppliers.
• Creative contributions: Friends and family with creative skills can lend their talents to the wedding. For example, a musically-inclined friend can perform at the ceremony, or a crafty friend can create a bespoke cake topper.
• Setting up and breaking down: Friends and family can help with the physical setup and decoration of the venue, especially if you provide clear instructions and photos of how you want things to look. They can also assist with breaking down the decorations at the end of the event and coordinating the return of items.
• Support and assistance: The support of friends and family can be invaluable in the lead-up to the wedding. They can help with various tasks, such as creating DIY decorations, addressing invitations, or assembling favours.

When asking for help from friends and family, it's important to be considerate of their time and commitments. Be clear about the tasks you need help with and try to provide step-by-step instructions. It's also a good idea to choose helpers who will follow your instructions and respect your vision for the wedding.

Event service companies

Choose the Right Company

Start by researching and selecting a reputable event service company that specializes in wedding decorations. Read reviews, compare services, and ask for recommendations from other couples who have recently tied the knot. Some companies to consider include:

• KIAN's Elegant Affairs (based in Jackson, Mississippi)
• Elevated Events (based in Chicago, Illinois)
• A Gala Affair: Event Design & Decorating (based in Stonington, Connecticut)
• The Finishing Touch Wedding Design (based in Orange County, California)
• CJC Event Lighting (based in Boston and West Springfield, Massachusetts)
• Designs that Matter (based in Ann Arbor, Michigan)
• Ivory + Elm (based in Cincinnati, Ohio)

Communicate Your Vision

Once you've chosen an event service company, clearly communicate your vision and expectations for the wedding decorations. Share your ideas, themes, and colour palettes with the event designers and decorators. Be as detailed as possible so they can understand and execute your vision flawlessly.

Discuss Budget and Services

Have an honest conversation about your budget and the specific services you require. Event service companies typically offer a range of packages or customizable options to suit different needs and budgets. Discuss what is included in their services, such as lighting, centrepieces, backdrops, chair covers, table linens, and other decorative pieces.

Timeline and Setup

Work closely with the event service company to create a timeline for the setup process. Ask about their typical setup timeframes and whether they require early access to the venue. Confirm who will be present during the setup and provide them with clear instructions and photos, if possible, to ensure your vision is accurately executed.

Coordination and Liaison

One of the significant advantages of hiring an event service company is their coordination and liaison skills. These professionals will communicate and collaborate with your chosen venue and other suppliers, such as florists, bakers, or rental companies, to ensure a seamless setup. They will handle the logistics and take the stress off your shoulders, allowing you to focus on enjoying your special day.

Breakdown and Cleanup

In addition to setup, discuss the breakdown and cleanup process with the event service company. Understand their policies and procedures for removing decorations and handling any leftover items. Some companies include this in their packages, while others may have additional fees or requirements. Ensure you have a clear plan for the post-wedding cleanup.

Frequently asked questions