How to Prep Wedding Decor for a Smooth, Stress-Free Setup | Heirloom Events

As your wedding coordinator, one of our favorite behind-the-scenes roles is helping bring your wedding décor to life. We love watching it all come together—the candles lit, the table numbers aligned, the photos displayed just right.

Use the Decor Setup Sheet

If you’re working with Heirloom, you’ve likely already seen the Décor Tab in your Google Sheet workbook. That’s what we’re referring to here—it’s where we keep track of everything you're bringing, where it goes, who’s providing it, and how it should be set up.

That said: You do not need every item listed on that tab. Honestly, we’d be a little worried if you did!

Here’s what actually matters:

Table numbers
A seating chart
A card box

Everything else is optional. We love a minimalist wedding with a few thoughtful, personal touches. If that sounds like your vibe, check out our Minimalist Decor Blog for more inspiration.

One important reminder: if it’s not written down on the Decor tab, we won’t know to set it up! Wedding days move fast, and this checklist is how we make sure nothing gets missed. It’s our safety net for you—and for us.

**Table-Ready Decor**

**All décor must be “table ready”** before drop-off or rehearsal hand-off. This helps ensure everything can be placed quickly and easily, just as you imagined.
Please make sure:
Place cards are organized by table and match the final seating chart
Plastic wrapping is removed from items
Batteries are included (and preferably installed!)
Small items are packed together by zone (welcome table, guest book, bar, etc.)
If it's not ready to be set down and styled, we may not have the time or tools to prep it on-site. A little prep on your end makes a big difference on ours.

Rehearsal Pickup: What We Can Carry

We’re happy to bring a trunk-load of décor home from your rehearsal. Please note: Trunk space only is available for décor transport. This is typically enough for items like…

Table numbers
Card box
Guest book
Signage
Favors

Please do NOT include:

Anything that melts or spoils (cookies, chocolate, fresh florals, etc.)
Oversized boxes or loose, uncontained items
Any valuables or sensitive items like rings, marriage license, or vendor tips

Anything that doesn’t fit will need to be delivered to the venue by a family member or friend the morning of the wedding. (It’s the perfect job for someone asking “What can I do to help?”)

**Please Hold Onto Your Valuables**

We kindly ask that you do **not send us home with valuables** the night before the wedding. This includes:
Marriage license
Rings
Vow books
Tip envelopes
These are personal and important items. They’re best kept with a trusted person—like your officiant, best man, maid of honor, or parent—who can bring them day-of.

Assign Someone for the Rest

Anything that doesn’t fit in our car will need to be brought to the venue by a friend or family member. Again, this is the perfect role for someone eager to help.

When Should It Arrive?

Please plan for your decor (whether it’s coming with us or someone else) to arrive at the very beginning of your venue’s rental window—typically around 12:00pm.

This gives us plenty of time to place everything, style the space, and make any last-minute adjustments—without rushing or guessing.

And remember—we have an eye for design and an obsession with flow. If you’re not sure where something should go, leave it to us. We’ll make sure everything is stylized, intentional, and beautiful.