A practical guide to planning wedding décor, from choosing a color palette and centerpieces to ceremony backdrops, table settings, lighting, signage, and managing rental returns.
Last updated:
0 of 32 completed0%
Copied!
Theme and Color Palette
Define a color palette of 2-3 primary colors and 1-2 accent colors
Too many colors create visual chaos. Pick 2 main colors and 1 metallic accent (gold, silver, or copper). Collect 10-15 inspiration photos in a folder and look for the recurring colors — that's your palette.
Test colors against the venue walls and flooring
Order fabric swatches and hold them in natural and artificial light
Choose a design style that fits the venue
A rustic barn doesn't need crystal chandeliers, and a modern loft doesn't need burlap. Work with what the venue already provides — it cuts décor costs by 20-40%. Tour the venue fully decorated for another event if possible.
Create a mood board and share it with all décor vendors
A single shared document prevents miscommunication between your florist, rental company, and planner. Include 8-12 photos showing colors, textures, and overall feel. Add notes on what you don't want too.
Centerpieces and Table Design
Decide on centerpiece style for each table
Tall centerpieces (over 24 inches) should be above eye level so guests can see across the table. Low centerpieces work for round tables of 8-10 people. Budget $50-$150 per table for floral centerpieces or $20-$50 for non-floral.
Order or collect vases, candleholders, and bases
Plan different designs for round tables vs. long farm tables if using both
Select table linens, napkins, and runners
Linen rentals run $8-$25 per table for a tablecloth and $0.50-$3 per napkin. White is cheapest; specialty colors cost 30-50% more. Order 10% extra to cover last-minute table additions or stains.
Plan place settings and tableware
If the venue provides plates and flatware, check their condition first — chipped or mismatched pieces need replacing. Charger plates add polish for $1-$5 each. For 150 guests, tableware rentals total $300-$1,000.
Design and order table numbers or names
Table numbers should be visible from 15 feet away so guests can find their seat easily. Acrylic or printed cards cost $2-$5 each. If using table names instead of numbers, provide a master list on the seating chart.
Ceremony Backdrop and Altar
Design or rent a ceremony backdrop
A floral arch from a florist costs $500-$3,000. A draped fabric arch or geometric frame costs $150-$500 to rent. If the venue has a beautiful natural backdrop (windows, trees, architecture), you may not need one at all.
Confirm the backdrop can be secured safely at the ceremony site
Plan who will move it if the ceremony and reception are in different spaces
Plan aisle décor
Aisle markers (every 2-3 rows) with small floral arrangements or lanterns cost $10-$30 each. Petals scattered on the aisle cost $100-$300 total but some venues prohibit them. An aisle runner ($30-$100) wrinkles easily on grass — skip it outdoors.
Coordinate ceremony and reception décor for cost savings
Move the ceremony backdrop, floral arrangements, and candles to the reception space during cocktail hour. This repurposing saves 25-40% on total floral and décor costs. Assign 2 people to handle the transition.
Lighting
Plan the main lighting design for the reception
String lights (bistro or fairy) create warmth and cost $500-$2,000 for professional installation in a standard reception space. Uplighting in 6-10 fixtures costs $300-$800 and transforms plain walls with color.
Walk the venue at night to identify dark spots that need extra light
Confirm power outlet locations and whether you need extension cords or generators
Add accent lighting for key areas
Spotlight the cake table, sweetheart table, and dance floor. Pin spots on centerpieces make floral arrangements look 3 times more dramatic and cost $15-$25 per table. Discuss lighting with your photographer — bad lighting ruins photos.
Order candles and confirm venue fire policies
Many venues require enclosed candle holders or prohibit open flames entirely. LED candles now look realistic and cost $3-$8 each. If real candles are allowed, buy 20% extra — they burn down during long receptions.
Signage and Personal Touches
Create a welcome sign for the entrance
An acrylic or wooden welcome sign costs $50-$200 to order custom. Size it at least 18x24 inches so it's readable from 10 feet away. Include the couple's names, date, and a short greeting.
Design the seating chart display
For 100+ guests, a seating chart is faster than individual escort cards. Alphabetize by last name, not table number. Print it at least 24x36 inches and place it before the reception entrance with good lighting.
Have a printed backup list in case the display falls or is hard to read
Plan directional and informational signs
Guests need signs for: restrooms, bar, photo booth, guest book, and gift table. Five to seven directional signs are typical. Keep fonts consistent with your invitation suite for a polished look.
DIY vs. Professional and Rental Returns
Decide which elements to DIY and which to hire out
DIY saves money but costs time. Good DIY projects: signage, favor assembly, table numbers. Bad DIY projects: floral arrangements (wilting is real), lighting installation (safety risk). Be honest about your skill level and available time in the final week.
Test every DIY project at full scale at least 4 weeks before the wedding
Assign a friend or family member to manage DIY setup on the day
Create a décor setup timeline for the day-of team
Write a room-by-room setup guide with photos showing where every item goes. Number boxes to match room locations. A 150-guest reception takes 3-4 hours to fully decorate — start early.
Schedule rental pickup and return times
Most rental companies require items back within 24 hours or charge an extra day fee ($50-$200). Assign someone to collect and return rentals the morning after — you will be in no shape to do it yourself.
Photograph all rental items at pickup to document their condition
Count linens, chairs, and tableware before returning to avoid damage charges
Frequently Asked Questions
How much does wedding decor cost on average?
Wedding decor (excluding flowers) averages $2,000-$5,000. This covers linens ($500-$1,500 for tablecloths, napkins, runners), lighting ($500-$2,000 for uplighting, string lights, candles), signage ($100-$400 for welcome sign, table numbers, seating chart), and centerpiece vessels or structures ($300-$800). Rentals eat the largest portion — tables, chairs, and lounge furniture alone can run $1,000-$3,000 for 100 guests.
Can I do my own wedding decorations to save money?
Yes — DIY decor saves 40-60% on specific items like centerpieces, signage, favors, and table numbers. The most successful DIY projects are simple and repeatable: candles in glass votives ($1-$2 each versus $5-$10 rented), paper goods, and greenery garlands. Avoid DIY projects requiring specialized skills (floral arrangements, fabric draping, lighting design) — they take longer than expected and the quality gap is noticeable. Start DIY projects 4-6 weeks before the wedding.
What wedding decor items can I rent instead of buy?
Rent anything you would only use once: chairs ($3-$8 each), table linens ($10-$25 each), charger plates ($2-$5 each), arches and backdrops ($200-$600), lounge furniture ($300-$800 per grouping), and uplighting ($400-$1,200). Renting a full decor package saves 30-50% versus purchasing, and you avoid post-wedding storage and resale hassles. Book rentals 3-4 months ahead during peak wedding season; popular items (chiavari chairs, gold flatware) sell out.
What are the biggest wedding decor trends right now?
Current top trends include dried flower arrangements and pampas grass (saves 30% versus fresh flowers), mismatched vintage furniture for lounge areas, neon signs with custom phrases ($150-$400 to rent), terracotta and earth-tone palettes replacing blush pink, and installation-style ceiling decor (hanging greenery, paper lanterns, or fabric swags). Sustainability-conscious decor — potted plants as centerpieces that guests take home — is growing rapidly.