Ah, the unglamorous parts of event planning… setting up and tearing down. But, they’re essential to any great party! This post lays out the steps I (Gina) take for a seamless, quick delivery/setup and a clean teardown.
Setting Up
Gina’s Balloon Décor does all of the setup for our balloon designs. There’s no need for you to help. In fact, it’s why you hired me; to make decorating easier for your big day! And, if I am being completely honest, there’s one more reason I do the setup myself. A few years ago, a well-meaning client began unloading my truck for me and popped one of the large confetti-filled balloons on a door casing. You can imagine the mess! Plus, the sweet client was distraught over ruining my hard work and scattering confetti everywhere. For these reasons, it’s just best if I do all of the setup (sometimes I have one helper with me).
You don’t have to be at the venue while I set up. I always send a picture before I leave the site to show you the finished designs! It’s one of my favorite things to do! That way, you know I am finished, and I can guarantee your satisfaction.
Information Needed
In my email correspondence leading up to the big day, I’ll ask for (1) the venue’s address, (2) the contact person there, (3) the time we can start decorating, (4) any restrictions at the venue, (5) special instructions you may have and (6) most importantly if the site has good parking to unload balloons.
The Time It Takes
One to three days before the big day, we – and, once again, it’s just me, Gina, in this phase – start working to make all of our dreaming and scheming come true! At this point, I’m cutting ribbons, classifying balloon colors and sizes, preparing frameworks, making tassels, inflating balloons, and a million other things. And you, my dear, are putting the finishing touches on your part of the shindig.
Of course, every event is different. But, in general, birthday parties, baby showers, small work gatherings, etc. take 45 minutes to 2 hours for setup. Larger shindigs like school parties, corporate events, and weddings take about 4 to 5 hours. Depending on the size of your event, I make more than one trip to move all the balloons from my studio in Madison to the venue. I often set up my designs the day before if the event begins in the morning or if we’re worried about timing prior to the party.
For helium balloons, they stay inflated up to 3-4 days, and air-filled balloons last almost a week or more. So, setting up a day early is not a problem for our designs.
A Big No-No!
FYI, I do not inflate balloons on site. It’s noisy! Plus, my heavy helium tank is not allowed at the venue…per our insurance policy. I’m a rule-follower so the helium tank stays at our studio! But, we always travel with extra balloons in case some are damaged or popped during setup. Big events in big venues can be an exception to this rule because I’ll need a large room for a few days to get ready for your event!
Tearing Down
The party is over, but the work isn’t done! For an additional charge, I tear down and clean up all of my balloon designs. It usually takes between 30-45 minutes. Clients tell me that they love this service because it allows them to attend to another host (ess) duties and to head home earlier! And I love providing the teardown service because it preserves for you the magic of my work! I pop the balloons. I remove tape and fasteners. I load bases, stands, backdrops, and rental items. All you know…the balloons were there (looking lovely!), and now they aren’t.
Please note, though, I am not a janitorial service; I only clear away my equipment and balloon debris.
When to Tear Down
For most events, I clean up first thing the next morning. However, if teardown is needed right away, I can usually accommodate that. There is, though, an additional fee for late-night teardowns (7:00 PM to midnight).
In one of my last emails with you prior to the big day, I’ll ask when teardown should occur. Tell me then your preference, and I’ll work to make that happen (or let you know if there’s an issue with the time). Occasionally, I have clients who want to keep the balloon designs up after the party, and I get it! They’re pretty! So, I ask for advance notice if this is your wish, and we can work together to determine a time for teardown.
Do I Have to Use Your Teardown Service?
Of course not! It’s recommended but not required. An additional fee will be added to your invoice for this service.
If you choose to clear away things for yourself, you must return all of my equipment, bases, etc., in perfect condition to my studio in Madison, AL the following day. This option is unavailable if I need to collect back backdrops or big rental items. These items need to be handled with extra care and are big in size to be transported in a compact car or SUV. It’s why I have a large van!
Not Every Design Needs Tearing Down
Balloon bouquets, giant helium balloons, and some balloon garlands do not have bases; there’s no need for me to return. So, you’re welcome to keep the balloons as long as you want and dispose of them when ready.
Conclusion
I love making balloon designs! It’s my passion. But, I also realize that setting up for an event and tearing down is vital to making things wonderful! So, I’ve worked hard to make these processes as seamless and quick as possible.