Event Decor Committee – What Are My Duties?
Event decorating for adults is a bit different than a typical children’s birthday party. Sure, you can decide on a theme and then search the Internet to see what’s available but 9 times out of 10, your search results are going to be geared towards children’s parties.
Some decorations can be adapted for use with either but I do not recommend decorating a grown up gala event with toilet paper and a few balloons. It will give your guests the impression that you did not care enough to plan and execute a decorating scheme. And, with a fund-raising event, this can be detrimental. You are asking guests to spend a lot of money to attend this event (babysitters, ticket prices, buy auction items, attire of the event, etc…). They want to be entertained, amused and feel they are important.
The other end of the spectrum is hiring an event planning service or having unlimited funds at your disposal. Neither of these options may suit your budget. If not, then it’s time to visit the “in-between” option.
Most events have a general committee made up of the Event Chairperson and sub-committee chairpersons. Decor is usually a sub-committee that deals with the decor planning for an event. This may include any number of areas within the event (room, table, buffet, auction tables, entrances, etc…) and I recommend it does cover all these areas and any other where any type of decor will be needed.
This will make it easier to keep track of the decorating budget and who’s responsible for what. I also recommend that the Decor Chairperson work closely with other committees that will also use the chosen “Theme”. It is necessary to have cohesion, a sense of continuity when a theme is involved.
For example, say you decided as a committee your theme will be “Ancient Egypt” and your color scheme will be gold, purple and teal. Great!
Now at a full meeting of all committees, you learn that the “Print/ Marketing” committee has decided to use a red font and a Fleur-de-leis on the invitation. Huh? Uh-oh: major “one hand does not know what the other hand is doing” scenario.
This can and should be nipped in the bud. A theme/mood and colors should be decided right from the start so that all committees are working toward the same end.
Duties could include the following (and anything else unique to your event).
• Secure volunteers for your committee. (Remember to use anyone with a background, knowledge or contacts that could be useful to the decorating committee.
• Decor should create an environment for the event. Make a detailed plan of all decor needs/wants.
• Your plan for decorating should be in accordance with the rules of the venue and within the limits of the theme (if you have one).
• Work with other committees where decor will overlap (i.e. food, entertainment, auction tables, invitations, etc…)
• Purchasing decor, set-up and breakdown of decor
• Reimbursement/purchase orders for decorations – report to Finance/Budget committee.
• Keep General Chairperson in the loop of all your plans (communication beforehand can avoid problems later).
Following a POA (plan of action) can make your job as Decor Chairperson or committee member much easier. Research and pre-planning are key to a successful event. Have Fun! Let your creative juices flow and your event will be one to remember!