Top Things to Consider When Setting Up Balloon Décor at a Convention Center

5 Questions to Ask When Setting Up Balloon Décor at a Convention Center or Large Venue

Setting up balloon décor at a convention center or large venue can be an exciting opportunity for your business, but it also comes with its own set of challenges. Whether you're working on an event with large-scale installations or creating beautiful arrangements for smaller gatherings, it's essential to plan ahead to ensure everything goes smoothly. To help you prepare, here are five important questions to ask when setting up balloon décor at a convention center or large venue.

1. What Entrance Should I Use?

Before you start loading in your décor, confirm which entrance you should use. Large venues can have multiple entrances, and some may have specific areas designated for deliveries or event setups. Understanding where you need to go beforehand will save you time and confusion when you arrive. It also helps you plan your route to avoid traffic or crowds and ensures that your team is aligned on where to meet for a seamless setup process.

2. How Far Is the Location from the Entrance? Do They Have a Cart or Dolly?

It's important to know how far the event space is from the entrance to better plan your setup. If it’s a long distance, ask the venue if they provide carts or dollies to transport your balloons and other décor items. If not, plan ahead and bring your own cart or dolly to avoid carrying everything by hand. A large venue setup often involves transporting a lot of equipment, and having the right tools can make a huge difference in saving time and energy.

3. Does the Venue Allow Anything on the Walls?

Many convention centers and large venues have strict policies about what you can and cannot attach to the walls. To avoid any last-minute surprises, assume that the venue does not allow anything on the walls unless you’re told otherwise. If you do need to use command hooks or similar adhesives, be sure to run it by the venue ahead of time. This ensures you’re compliant with their rules and can avoid any damage to the venue or unexpected fees.

4. When Do They Need the Venue Cleared?

Many venues are very specific about when they need the space cleared, especially if there is another event or cleanup scheduled afterward. Make sure you ask the venue about their required load-out time. Knowing when you must be finished will help you plan your setup accordingly and avoid any rushed packing up. It also allows you to manage your time better and ensure you leave the venue as expected, avoiding potential penalties or additional charges.

5. What Is the Setup Time Allotment?

Setup time at large venues is usually limited, and this can be especially tight if there are multiple vendors or events happening in the same space. Make sure to ask the venue how much time you have for setup and whether there are any restrictions on when you can begin. You want to ensure you have enough time to create your balloon décor without feeling rushed or stressed. Also, double-check if there are any other events scheduled before or after yours that may affect your setup window.

Final Thoughts Setting up balloon décor at a convention center or large venue comes with a lot of moving parts, and these five questions will help ensure you're prepared for every detail. The more information you gather in advance, the smoother your setup will go. Taking the time to ask these questions will give you peace of mind and allow you to focus on creating stunning balloon displays for your clients.

Do you have any other questions or tips for setting up balloon décor at large venues? Let me know in the comments below!