The morning after a holiday party, your crew finds tape residue on the paint, glitter in the carpet seams and a dried-out garland stapled to the bar. None of it was in the contract, so none of it can be charged.
A written decoration policy prevents that morning. It tells clients and their decorators what they can bring, how it can be hung and what happens if the rules are broken. The best policies are short and specific, and they reach the decorator directly as well as the client.
What Should a Venue Decoration Policy Include?
A venue decoration policy should cover how decor can be attached, rules on candles and open flame, which items such as confetti or glitter are banned or charged for, requirements for fabrics, greenery and holiday decor, the removal deadline and the fees for cleaning or damage. It should point to the fire marshal's requirements for anything that affects fire safety. Attach it to every contract and send it to decorators and planners directly.
Attachments and Hanging
Walls, ceilings and fixtures take the most damage from decor. Be specific about what is allowed.
- No nails, screws, staples or tacks in walls, floors or fixtures
- No tape on painted surfaces, wood or wallpaper
- Hanging only from the venue's own rigging points, hooks or pipe and drape
- Nothing attached to sprinkler heads, exit signs, fire alarms or light fixtures
Tell clients what they can use, too. If you have rigging points, ceiling hooks or a supply of approved removable hooks, list them. Decorators follow rules more readily when they know the approved alternative.
Candles and Open Flame
Open flame is one of the most common fire code concerns in assembly spaces. Many venues allow only flameless candles, and others allow real candles only when they sit in glass holders that extend above the flame.
Rules vary by jurisdiction, and your fire marshal sets the requirements. Ask what is permitted in your building, then write that into your policy. Sparklers, flaming desserts and fire performances usually need separate approval and sometimes a permit.
Confetti, Glitter and Other Loose Items
Loose decor creates the longest cleanups and can damage floors or clog vacuums. Decide which items are banned outright and which are allowed with a cleaning fee.
- Confetti, glitter and table scatter
- Rice, birdseed and real or artificial petals
- Balloons, especially loose helium balloons that reach the ceiling
- Sand, feathers and fake snow
Many venues allow biodegradable petals outdoors only and ban glitter entirely. Balloons that float up can block sprinkler heads or smoke detectors, so many venues require them to be weighted.
Fabrics, Greenery and Holiday Decor
Draping, garland and trees bring their own fire safety questions. Many fire marshals require fabric draping and some decorations to be flame resistant, and they may ask for proof that the material meets a recognized standard such as NFPA 701.
Cut Christmas trees and dried greenery dry out and burn quickly. Many fire codes restrict cut trees in assembly spaces, sometimes depending on whether the building has sprinklers. Check with your fire marshal and decide whether to allow only live potted trees, artificial trees labeled flame resistant or none at all.
Your own holiday decor
If the venue decorates for the season, tell clients in advance. Couples booking a December wedding should know whether a tree will be in the corner, whether it can be moved and whether they can add to it. State that clients may not remove or rearrange venue decor without permission.
Fog, Haze and Special Effects
Fog and haze machines can set off smoke detectors and may trigger an evacuation or a fire department response. Require advance approval for any special effect, along with details of the equipment and the vendor. Some buildings can temporarily isolate certain detectors only with fire marshal approval and a fire watch, so leave that decision to your fire safety contacts.
Removal Deadlines and Fees
State when every decoration must be removed, usually by the end of the load-out window. Say what happens to items left behind, such as storage for a short period and then disposal, and whether a fee applies.
List the fees clearly. A cleaning fee for banned loose items, a damage charge based on actual repair costs and an hourly fee for removal by venue staff are common. Photograph the room before and after each event so any charge is backed by evidence.
Sample Policy Wording
Adapt this sample and have it checked against your local fire code.
"All decorations must be approved by the Venue at least 14 days before the event. Nothing may be attached to walls, ceilings, floors or fixtures except at designated rigging points. Only flameless candles or candles fully enclosed in glass are permitted."
"Confetti, glitter and loose petals are not permitted indoors. All decorations must be removed by the end of the load-out period, and items left behind may be discarded after 48 hours."
This week, send the policy to every client with a holiday event on the calendar and ask for their decor list in return. Walk through the list on the final planning call. Most decoration problems disappear once someone has looked at the list two weeks before load-in.
Frequently Asked Questions
Can a venue ban candles?
Yes. Many venues allow only flameless candles, and others allow real candles only in enclosed glass holders. Your fire marshal's requirements set the minimum, and a venue can set stricter rules.
Are real Christmas trees allowed in event venues?
It depends on the local fire code and the building. Many codes restrict cut trees in assembly spaces, sometimes depending on sprinklers. Ask your fire marshal before allowing live cut trees.
Can a venue charge for decorations left behind?
Yes, if the policy and contract say so. Many venues charge a removal fee or hold items briefly before disposal. State the deadline and the fee in writing.
Do decorators need to follow the venue's decoration policy?
They should, and the client is usually responsible for making sure they do. Send the policy directly to decorators and planners, and require their acknowledgment before load-in. Charges for violations are typically billed to the client.
