What is actually included in your banquet decor package?
You show a decorator a photograph of a glowing stage with flowers, drapes and warm light. They say it can be done. Before that becomes a booking decision, translate the photograph into a list of objects and services. The camera angle may hide how small the stage is, the flowers may be artificial and the lighting may be hired separately. A good brief protects the look you care about without paying for details that do little for your celebration.
Choose the moments you want to photograph
Decide which parts of the celebration matter most visually: the entrance, ceremony backdrop, family photographs or dining room. Pick two or three priorities rather than asking every corner to compete. A modest entrance and carefully planned stage may serve your event better than many unrelated installations. Ask the photographer where group pictures will happen so your main backdrop has enough room for the people who need to stand in front of it.
Measure the exact hall and stage
A reference image is not a floor plan. Confirm the stage width, usable depth and height available in the room. Ask where the backdrop will stand and how much space it takes away from seating. Check the room’s fixed features, including columns and chandeliers, before ordering a design that depends on a clear sightline. If the venue offers several halls, put the selected room name on the decor brief so the team does not design for a different space.
Ask what the flower description means
Write down whether the design uses fresh flowers, artificial flowers, greenery or a mix. Identify the areas where fresh flowers matter to you and ask which parts can be simplified. If a particular flower or colour is essential, discuss acceptable substitutes and who approves them. Avoid relying on a phrase such as same as picture. Request a written description of the flower treatment, backdrop coverage and table pieces that will actually be delivered.
Separate decor, lighting and production
The venue’s general lighting may not produce the effect in your reference photograph. Ask whether stage lights, decorative bulbs, power distribution, a lighting operator and any performance equipment are included. If a screen or sound system is part of the celebration, assign it to a named supplier. Otherwise, two suppliers can each assume the other is providing the cable, stand or technician. Record who tests the complete setup before guests arrive.
| Brief item | Specify |
|---|---|
| Backdrop | Dimensions, material and flower treatment |
| Lighting | Fixtures, power and operator |
| Handover | Room access, completion and removal times |
From planning to places
Put this guide to work.
Choose a city and start your shortlist.
Understand the approved-supplier arrangement
Some venues allow only an in-house team or a panel of decorators. Ask about that before seeking an outside quote. If external suppliers are allowed, ask which permissions, access timings, supervision or other charges apply. Do not assume a cheaper outside quote stays cheaper after adding the venue’s conditions. Compare the complete arrangement for the same specification and request one person responsible for coordinating supplier access on the event day.
Protect time for setup and removal
Ask when the room will be handed over for decoration and whether another event precedes yours. An ambitious installation needs enough time to assemble, test and photograph. Agree when the space must be cleared afterwards and whether removal happens while guests are still present. If the decorator proposes an overnight setup, confirm access with the venue. Write the handover and removal times beside the design approval so they are not forgotten as purely operational details.
Compare an essential and an upgraded version
Request two versions of the same design: the elements needed for the intended look and the optional upgrades. This makes trade-offs easier than bargaining over an undefined package. For example, retain the main backdrop and simplify repeated centrepieces, or choose fewer visual zones with better lighting. Treat all example choices as design options, not universal cost-saving rules. The supplier should quote the actual difference for your room and chosen materials.
Approve a specification and name the decision-maker
Keep the reference images, written specification, room plan, amount and timing in one approval document. Nominate a person who can answer setup questions while the family prepares. Ask how substitutions or additions will be approved and recorded. After setup, compare the main items with the agreed list before the programme begins. The aim is a coherent space and a clear handover, not an improvised debate over every flower at the entrance.
Keep this checklist handy.
- Selected hall and measured stage
- Fresh/artificial flower mix and substitutions
- Included lighting, power and technical staff
- Supplier access and setup/removal slots
- Approved design, amount and change contact
Frequently asked questions
How can I check what the decor package includes?
Get an itemised list and reference images for the stage, entrance, table settings, flowers, lighting and installation or removal charges.
Can I bring an outside decorator?
Ask the venue before paying a decorator. Confirm access times, permitted fixings, power arrangements and any outside-vendor fees.