Budget
These days’ budgets are tight, and you need to ensure that your décor company can supply what you need, within your budgetary guidelines.
The joke of client brief versus client budget is a well-known one in this industry – so make sure that what you are expecting, and what the décor company will deliver is the same, and that it falls within your budget requirements.
You may need to downscale on décor, or look at other more affordable options to achieve the same look and results. Girls in tulle riding white horses would provide a great look, but is it possible on your budget?
What do I own after the event?
Don’t always assume that all event décor is hired and returned. On occasion décor companies need to purchase items that they may not have in stock in their warehouse, especially if your event theme is very unique or different.
Some props are purchased especially for you, and the chance of the décor company having a request for these sorts of items is rare. In this case they will then pass the décor items on to you to keep, and obviously this is an extra cost that you may not have planned for.
If you are planning on supplying props for the event that people may want to take home, for example feather boas or hats – make sure that you factor in to your budget that you may lose 50 – 75% of the items that people end up taking home with them, and that this will be for your account. (It may be cheaper to purchase these items yourself at for example China Mall, rather than hiring them in)
How long do you need to set up the venue?
Complicated or large décor set ups can be time consuming. Make sure that you factor this in when booking your set up time with the venue.
Remember that tables and linen needs to be placed first before decoration can start – so is the venue prepared for this? Possibly you may need to factor in an extra two or three hours for set up.
If the set up needs to start the day before, make sure your client is aware of the extra costs that will be incurred. If they are not happy with this, then the décor may need to be downscaled to a simpler and easy to set up look and feel.
Have you worked at this venue before?
Décor suppliers that are familiar with the venue you are using are a huge plus. They already understand that venue’s restrictions and know the load in and load out procedures.
If your décor supplier is new to the venue, ensure that you set up a walk-through of the venue, as well as a meeting with your venue representative so that all questions and procedures can be agreed upon and explained to ensure smooth running on the day.
Do the design staff stay onsite during the event?
Don’t always assume that the décor company will stay on site once they have set up and off loaded everything. If you have a complex décor set up with things such as photo booths that need to be manned and moving parts, or décor add ins during the course of the event, make sure you discuss this with your décor company, otherwise you may find yourself handling some tasks that you are not prepared for.
Also check that if the staff are staying onsite, are you required to provide food and drinks for them – another item that will need to be included in the budget.
Checking the basics will ensure you more peace of mind on the day, and a few less things to worry about when your plate is already full.
