Jak pojechać na realizację i nie zwariować? Czyli co warto wiedzieć przed przyjazdem na salę

How to go to a production without going crazy? What you should know before arriving at the venue.

There’s nothing worse than stress at the finish line. Decorations ready, car packed, route planned... but on-site? The space is occupied, no contact with the venue manager, power outlets "somewhere over there," and setup hours different from what was agreed.

Sound familiar? If so – we have something that will help you (and your clients) avoid chaos and nail the execution to the last detail.

Always, and I mean always, have an information checklist ready for the client to complete and send back BEFORE the event. It’s a simple document that can save you both from a decorative disaster.

What should be included in a decorator's checklist?

1. Exact location of the venue

Ask for a Google Maps pin – typing in the name of the facility often ends up with you arriving at the back of the building, the kitchen, or… 20 minutes away.
Protip: Ask for the most convenient unloading point.

2. Installation and dismantling hours

It's not enough to know "on Saturday before the wedding." You need to know the specific time slots when you can operate.
Include:

  • From what time the room is available,
  • When you must finish the setup,
  • By what time you must dismantle the decorations after the event.

3. Exact placement of decorations

Ask:

  • Should the backdrop stand in the middle, against the wall, or maybe in the passage?
  • Will it interfere with the DJ, videographer, or waiters?
  • Will it block another decoration or an emergency exit?

Protip: If you don't know the venue - ask for a photo of the space or a floor plan – it really helps.

4. Access to electricity

If you plan to install LED signs, lights, or other electrical elements – ask:

  • Will outlets be available?
  • How far are they from the installation site?
  • Do you need an extension cord or a power bank?

5. On-site contact person

This is a must-have! Ask the client for contact details of:

  • The venue manager or the person opening the facility,
  • Subcontractors you need to coordinate with during setup (e.g., florist, DJ, table rental).

6. Information about other decorations

Good to know:

  • Is anyone else decorating this space?
  • What elements will already be there (e.g., the venue's own backdrop, flowers from the florist, DJ background)?
  • Does anything require matching (e.g., color consistency)?

7. Information about the surface / venue construction

This is a point we often forget!

  • Is the ground level and stable? (Not every backdrop stands well on grass or an uneven floor),
  • Can you use ground stakes, stick hooks, or set up heavy elements?

8. Logistical requirements

Ask these questions:

  • Is the room located on an upper floor?
  • Is there an elevator / narrow stairs?
  • Is access to the property possible, or do you have to carry everything 100 meters?

Ready-to-use checklist (to send to the client):

Below is a sample layout that you can copy and send to your clients:

🗂 DECORATION EXECUTION CHECKLIST – please fill in before setup:

1. Exact location of the venue: (Google Maps link)
..................................................................................................................................................................

2. Hours available for installation:
..................................................................................................................................................................

3. Hours available for dismantling:
..................................................................................................................................................................

4. On-site contact person (name, phone):
..................................................................................................................................................................

5. Exact placement of decorations:
..................................................................................................................................................................

6. Does the decoration require access to power? (yes/no)
..................................................................................................................................................................

7. The outlet is located at a distance of:
..................................................................................................................................................................

8. Will there be other decorations or vendors on the day of setup? Which ones?
..................................................................................................................................................................

9. Can tapes / hooks / stakes be used for installation?
..................................................................................................................................................................

10. Other technical information or restrictions (e.g., stairs, no elevator, difficult entry):
..................................................................................................................................................................

Don’t rely on "it'll be fine" – prepare 100%.

Organized communication with the client is the foundation of a successful project. A checklist not only makes your life easier but also gives the client the feeling that they are working with a professional.

Create your document template once, and then just copy and send it before every event – you’ll save nerves, time, and... gray hairs.

Looking for more tips?

Check out our Instagram @loventi.de – where we show interesting tricks and real-life projects.

We also recommend other posts from our blog:

Contact Us!

If you have any questions, feel free to write! We’ll be happy to answer all your concerns and help you create unforgettable decorations.

Write to us on Instagram — we reply really fast.

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