Event decorating: what to know

What the job involves, what changes the price, and what to ask a pro.

What event decorating is

An event decorator designs and sets up decor such as linens, centerpieces, lighting and signage to match an event's theme, then takes it all down afterward. People hire one when they want a finished look for a party, corporate event or celebration without spending the day moving tables and fabric.

Signs you need it

  • You have a theme or color palette, but no one is available to build the look
  • The venue is bare, with plain walls, mismatched tables or no lighting plan
  • You want decor that is set up before guests arrive and removed after the event
  • The event needs signage, a backdrop or a welcome table that matches the rest
  • The venue has restrictions on what can be hung, stuck or placed in the room

What the pro does

  • Walks the venue with you and talks through the theme and the color plan
  • Designs a layout for tables, the entrance, the stage and any photo areas
  • Sources linens, centerpieces, lighting and signage that fit the plan
  • Delivers and installs the decor on the schedule set with the venue
  • Checks the setup before guests arrive and fixes anything that is off
  • Removes the decor at the end and returns or stores what you rented

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Size of the space and the number of tables, areas and rooms to decorate
  • Amount of custom work, such as printed signs or built pieces
  • Rental items needed, such as linens, chairs or lighting equipment
  • Setup time and whether the decorator works before the event day
  • Whether the decorator also takes down the decor and returns the rentals
  • The venue's rules on installation, such as hanging restrictions or load in hours

What a written quote should spell out

  • Each decor item, with the quantity and which items are rentals or purchases
  • Setup and teardown times and who is on site for each
  • Delivery and pickup charges, and the schedule for each
  • Who approves the design and how revisions are handled
  • What happens to damaged or missing items

Questions to ask before you hire

  • Can you show photos of decor you set up in a venue like ours?
  • What are the venue's rules for hanging items, using open flame or moving furniture?
  • When will you arrive, and how long will setup take?
  • Who takes the decor down, and when does that happen?
  • What is your plan for a rental item that arrives damaged?
  • Will you send me a layout drawing before the event?

Red flags

  • Has no photos of decor they have set up in a space like yours
  • Plans to hang or attach items the venue does not allow
  • Does not ask about the venue's load in hours or its rules
  • Will not write down what is rented and what is purchased
  • Leaves the teardown out of the quote

What you can do yourself

You can decorate a small room yourself with a few linens, candles, string lights and a single focal point, placed where they will not block walkways or exits. Hire a decorator when the space is large, the look depends on rented pieces, or you need the decor installed and removed on a tight schedule.

Licenses and permits

No license is usually required to decorate events. Ask for proof of liability insurance, and make sure the decorator follows the venue's rules on hanging, lighting and open flame.

Event decorating questions

Who takes down the decor?

That depends on the contract. Ask whether teardown is included in the quote, and confirm who will be on site at the end of the event.

Can the decorator use candles?

Only if the venue allows open flame. Many venues do not. Check the rule before you plan any candles, and ask the decorator to use battery or electric options if the rule requires it.

Should I see the layout before setup?

Yes. A simple layout drawing helps you confirm where the tables, stage and decor will go before the crew arrives.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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