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 on the final stretch. Decorations are ready, the car is packed, travel arrangements are made... and when you get there? The space is occupied, there's no contact with the venue manager, power outlets are "out there," and set-up times are different than the agreed-upon times.

Sound familiar? If so, we have something that will help you (and your clients) avoid chaos and get everything done right.

Always, always have a checklist of information ready for the client to complete and return BEFORE the event . It's a simple document that can save both of you from a decorating disaster.

 

What should be included in a decorator's checklist?

1. Exact location of the room

Ask for a pin from Google Maps – entering the name of the facility often results in you being directed to the back of the room, the kitchen, or… 20 minutes away.
Pro tip: Ask about the most convenient unloading point.

 

2. Assembly and disassembly hours

It's not enough to know "the Saturday before the wedding." You need to know the specific timeframe for when you can act.
Include:

  • From what time is the room available,
  • When you need to finish editing,
  • By what time should you dismantle the decorations after the event?

 

3. The exact location of the decorations

Ask:

  • Should the partition be placed in the middle, next to the wall, or maybe in the passage?
  • Will it disturb the DJ, cameraman or waiters?
  • Will it cover other decorations or an emergency exit?

Pro tip: If you don't know the room - 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 components, ask:

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

5. On-site contact person

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

  • The hall manager or the person opening the facility,
  • Subcontractors that you have to "pass" during assembly (e.g. florist, DJ, table rental).

6. Information about other decorations

Worth knowing:

  • Is anyone else also decorating this space?
  • What elements will already be there (e.g. a wall with the venue sign, flowers from a florist, a backdrop for the DJ)?
  • Does anything need to be adjusted (e.g. color consistency)?

7. Information about the floor/structure of the room

This is a point we often forget!

  • Is the surface even and stable? (Not every wall stands well on grass or a curved floor),
  • Can you drive in pegs, stick hooks, or place heavy items?

8. Logistical requirements

Ask questions:

  • Is the room located on the first floor?
  • Is there an elevator/narrow stairs?
  • Is it possible to get to the facility by car or do you have to carry everything 100 meters?

Ready checklist (to be sent to the customer):

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

 

🗂 DECORATION IMPLEMENTATION CHECKLIST – complete before installation:

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

2. Hours available for assembly:
..................................................................................................................................................................

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

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

5. Exact location of decoration:
..................................................................................................................................................................

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

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

8. Will there be any other decorations or performers on the day of installation? Which ones?
..................................................................................................................................................................

9. Can I use tapes/hooks/pegs for mounting?
..................................................................................................................................................................

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

 

Don't count on "it will be fine" - prepare yourself 100%.

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

Make a template of the document once, and then just copy and send it before each event – you will save yourself stress, time and... gray hair.

 

Looking for more advice?

Check out our Instagram @loventi.de – there we show interesting tricks and practical implementations.

We also recommend other entries from our blog:

 

Contact us!

If you have any questions, please don't hesitate to ask! We'll be happy to answer any questions and help you create unforgettable decorations.

Write to us on Instagram - we reply really quickly.

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