Keep the visual brief, inventory and installation plan aligned
A booking workflow for event decor hire
Organise event-decor enquiries, visual briefs, stock requirements, installation access, payments and last-minute design changes in one workflow.
Turn inspiration into a usable decor brief
Record the event type, date, venue, colour palette, preferred style, guest count and areas to be decorated. Ask the client to identify the must-have elements rather than sending an unlabelled folder of inspiration images. Note whether the request covers supply only, installation, collection or a full room transformation.
Match the quote to stock and labour
List the actual items, quantities, finish or colour, installation labour, delivery area and collection plan. Check stock and team capacity before confirming the date. If a substitute may be needed, agree the acceptable alternative in writing rather than making a visual change on the day.
Schedule installation around the venue
Add the venue access window, loading route, lift dimensions, ceiling or wall restrictions, room turnaround time and collection deadline to the booking calendar. A 14:00 event with access from 10:30 needs a different staffing plan from an overnight installation, even when the decor package is identical.
Control design changes after booking
Set a cut-off for palette, quantity and layout changes. When the client adds a backdrop or changes table numbers, update the quote, inventory allocation and install plan together. Confirm any extra payment before treating the change as approved.
Finish with evidence and feedback
Use a final checklist for condition, placement and client or venue sign-off. Keep permitted photographs of the completed setup with the booking record. Request a review only after any damage, missing-item or design concern has been addressed.
What details should an event-decor quote include?
List the decor items and quantities, installation and collection, venue, access times, delivery charge, agreed alternatives, total price, deposit and balance date. Attach or reference the approved visual brief.
How should late decor changes be handled?
Check stock and labour first, then issue a written revision showing the changed scope, price and approval deadline. Update the install plan only after the client accepts the change.