Event Decor 101: A Checklist for Decorating Your Venue

“Fashion is an instant language.” - Miuccia Prada

Ms. Prada may have been referring to clothes, but we think the sentiment is even more true when it comes to decor. How you embellish a venue makes an immediate statement. When it’s done right, your event decor can immerse guests into a story from the moment they step foot inside your venue. But when your decorations look haphazard or disorganized, they can make your event look cheap or chaotic. 

Let’s dive into event decor: how to plan and budget for it, building a consistent theme, and the details most event planners forget about. And don’t forget to scroll down for our event decor checklist!

Event Decor 101

You don’t need to spend a fortune or have a Masters in interior design to make your venue look great for your next event. Just follow these 12 best practices when planning your event decor. 

1. Know the Venue’s Restrictions

• Check Guidelines: Before you start planning, understand the venue’s rules on decorations. Some venues may have restrictions on open flames, hanging items, or the use of adhesives.
• Coordinate with Venue Staff: Ensure that the venue staff is aware of your plans, especially if you’re making significant changes or bringing in large decor items.

2. Balance Functionality with Aesthetics

• Guest Comfort: Prioritize seating arrangements, table spacing, and lighting that make the event comfortable and functional for guests.
• Accessibility: Make sure that all areas, including entrances, exits, and restrooms, are easily accessible and not blocked by decorations.

3. Keep the Theme Consistent

• Cohesive Design: Stick to a consistent theme throughout your venue, from the entrance to the smallest details like the check-in area.
• Color Palette: Limit your color palette to two or three main colors to avoid a chaotic look. Use accents sparingly to add interest.

4. Consider the Venue’s Existing Decor

• Complement, Don’t Clash: Work with your venue’s existing style and colors. Choose decorations that enhance rather than overpower the existing decor.
• Neutral Base: If the venue’s decor is neutral, you have more flexibility with color and style. For venues with bold decor, opt for complementary or muted tones.

5. Lighting is Key

• Layered Lighting: Use a mix of ambient, task, and accent lighting to create depth and mood. Uplighting, candles, and fairy lights can transform a space. You can also use lighting to hide or take focus away from existing decor that doesn’t fit with your event’s theme. 
• Dimmers and Controls: If possible, use dimmable lights to adjust the ambiance throughout the event.

6. Scale and Proportion

• Size of Decorations: Choose decor items that are appropriately sized for your venue. Large venues can handle grand pieces, while smaller spaces benefit from more delicate decor.
• Height Variation: Incorporate decorations of varying heights to create visual interest and avoid a flat look.

7. Create Focal Points

• Highlight Key Areas: Draw attention to important areas like the stage, dance floor, or main seating area with bold decorations.
• Balance: While having a few focal points is essential, avoid overwhelming the space by spreading out visual interest evenly.

8. Use High-Impact, Low-Cost Decor

• DIY Elements: Consider DIY decorations like paper flowers, custom signage, or handmade centerpieces to add a personal touch without breaking the bank.
• Strategic Lighting: Simple lighting enhancements, such as string lights or LED candles, can have a significant impact on the overall ambiance.

9. Incorporate Texture and Layers

• Mix Materials: Use a variety of materials such as fabric, wood, metal, and glass to add texture and depth to the decor.
• Layering: Combine different decor elements like table runners, napkins, and centerpieces to create a rich, layered look.

10. Add Personalization

• Custom Elements: Add personalized touches like branded items with your event logo, custom signage, or photos to make the event feel unique.
• Guest Engagement: Incorporate interactive decor, such as a photo booth or Instagram wall, to engage attendees.

11. Plan for Setup and Teardown

• Time Management: Allocate enough time for setting up and taking down decorations. Consider how long it will take and whether you’ll need extra hands.
• Efficient Setup: Organize decorations beforehand and bring them in pre-assembled when possible to save time.

12. Plan for Sustainability

• Eco-Friendly Options: Opt for reusable, recyclable, or biodegradable materials whenever possible.
• Donation or Repurposing: Consider donating or repurposing decorations after the event to reduce waste.

By following these best practices, you can create a beautifully decorated venue that enhances your event experience while being practical and sustainable.

Event Decor Checklist

Now that you know the basic rules of thumb for decorating your venue, here's a handy checklist you can use while planning your next event:

Pre-Planning

• Determine Your Event Theme: Choose a theme that aligns with the type of event you’re hosting (e.g., formal, casual, seasonal).
• Budget Allocation: Decide on a budget for decorations, including any additional costs for rentals or purchases.
• Venue Layout: Obtain the floor plan of the venue to determine the placement of decorations.
• Color Scheme: Select a color palette that matches the theme and complements the venue’s existing decor.

Entrance

• Signage: This is something a lot of event organizers forget about. Your signage should be on theme and match the vibe of your event. Placing welcome signs, directional signs, or event banners at the entrance can not only help guests find their way, it sets the tone for the experience inside. 
• Entrance Arch or Drapes: Use an arch, balloons, or fabric draping to create a welcoming entrance.
• Red Carpet or Welcome Mat: For more upscale events, lay down a red carpet or themed mat for guests.
• Lighting: Add spotlights, fairy lights, or lanterns to illuminate the entrance.

General Venue Decor

• Wall Decorations: Hang banners, posters, or themed decor on the walls.
• Lighting: Install mood lighting, chandeliers, string lights, or LED uplighting.
• Ceiling Decor: Hang items like lanterns, chandeliers, balloons, or draped fabric from the ceiling.
• Furniture Arrangements: Arrange seating and tables to accommodate guests and ensure easy movement.
• Themed Props: Place relevant props that align with the event theme around the venue.

Table Decorations

• Tablecloths and Runners: Use tablecloths or runners that match your color scheme.
• Centerpieces: Add themed centerpieces (flowers, candles, decorative items) to each table, whether you have banquet style seating, cafe tables, or bar-height tables for cocktails..
• Place Settings: Arrange plates, utensils, and glassware neatly; consider using themed napkins or chargers.
• Name Cards or Seating Charts: If applicable, create and place name cards or a seating chart at each table.

Stage or Focal Area

• Backdrop: Set up a backdrop that suits your event theme. Guests will likely take a lot of photos at your event; a themed backdrop will help create more brand awareness for your event when they share those pics on social media.
• Stage Lighting: Use spotlights, uplights, or colored lights to highlight the stage area.
• Microphone and AV Equipment: Ensure the sound system is in place and tested.
• Podium/Stand: Decorate the podium or stand with flowers, logos, or themed decor.

Specialty Areas

• Photo Booth: Set up a photo booth with a themed backdrop and props.
• Bar or Drink Station: Decorate the bar or drink station with themed decor and lighting.
• Food Stations or Buffet: Ensure food stations are decorated and clearly marked. Food is another thing that guests often photograph, but a lot of event producers overlook the opportunity to brand this experience. If it’s within your budget, branded cocktail napkins can be a simple way to sneak your event brand into photos and video take by guests. 
• Lounge Area: Create a comfortable lounge area with themed cushions, furniture, and decor.

Finishing Touches

• Candles or Lanterns: Add candles or lanterns to create ambiance.
• Floral Arrangements: Place fresh flowers around the venue for a touch of elegance.
• Signage for Important Areas: Clearly mark restrooms, exits, and other important areas.
• Guest Book or Sign-In Area: Set up an area for guests to leave messages or sign in.

Post-Event

• Clean-Up Plan: Arrange for the removal of decorations and any clean-up required after the event.
• Rental Returns: Ensure that all rented items are returned on time.
• Damage Check: Inspect the venue for any damages caused during the event.

This checklist should help you create an instant language with your guests, one that immerses them in your event story. 

When you’re ready to start selling tickets to your expertly-decorated event, Passage will help make sure your ticketing delivers the same five-star experience as your decor. With customizable event pages and a seamless experience both online and at the door, we’ll help make sure you look great. 

Schedule a call with one of our event experts today!