Decor Guidelines
Decor recommendations, tips & tricks, frequently asked questions, and helpful guidelines to follow.
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Centerpieces
We highly recommend hiring a florist for your centerpiece needs. This investment can save you time and reduce stress on your wedding day. If you choose to prepare your own flowers or bring your own centerpieces, please note that we do not provide floral design services, and there are limits to the assistance we can offer.
Our team is happy to place ready-to-set centerpieces or zip-tie a single floral arrangement to an arch; however, we do not work with loose greenery, smilax, or buckets of flowers. Due to the time required, we are unable to set up or break down floating candle designs. A florist must be hired to both execute and strike this type of decor.
If you are creating your own centerpieces, all floral arrangements must be fully completed prior to arrival at the venue. We do not have space available for assembling floral designs on-site, nor do we have refrigeration for fresh flowers. Please plan delivery timing accordingly. Please ensure any additional decor items (e.g. candles, table numbers, etc.) arrive organized and ready for placement.
If you, family members, or friends plan to set out decor items and centerpieces, please be aware that in the event of inclement weather, an indoor ceremony may require guest tables to be set during cocktail hour. Please review the information below for full details on what is involved in a ballroom flip.
Decor Guidelines & Details About A Ceremony / Ballroom Flip?
Full Ballroom Flip
A full ballroom flip consists of the ballroom being set with ceremony chairs, arches, and other ceremony decor only. Once the ceremony concludes, guests will transition to the bar and lounge and/or patio for cocktail hour. During this time, our staff will set reception tables and chairs, along with table linens, napkins, glassware, and flatware. Florists will work alongside our team to place centerpieces. If you have selected The Oaks team to set ready-to-place centerpieces, we will gladly do so.
Partial Ballroom Flip
A partial ballroom flip includes select reception tables pre-set on the upper level of the ballroom. These tables may have centerpieces pre-placed. Ceremony chairs, arches, and other ceremony decor will be arranged on the lower level of the ballroom, and potentially on the upper level depending on guest count. Florists will work alongside our team to place any remaining centerpieces. If you have selected The Oaks team to set ready-to-place centerpieces, we will gladly do so. A partial flip can be a great option to reduce the amount of centerpiece setup required during cocktail hour.
DIY Important Reminders
Ballroom ceremonies may be planned in advance or selected as a beautiful backup option in the event of inclement weather. Florists should be prepared to assist with ballroom flips. We strongly recommend discussing this expectation with your florist ahead of time.
If you, family members, or friends are planning to set decor items or centerpieces and are preparing for an outdoor ceremony, please note that inclement weather may require the ceremony to move indoors. In this case, all reception tables will not be able to be set prior to the ceremony, this may result in a full or partial ballroom flip. Additionally, during cocktail hour, you and your loved ones will likely be taking photos, greeting guests, and enjoying the celebration. Because of this, you may not be available to set centerpieces. For this reason, we highly recommend hiring a florist or preparing simple, ready-to-place centerpieces to ensure a smooth and timely ballroom flip.
Can We Hang Greenery, Flowers, or Lighting From the Ceiling?
Any setup involving hanging or suspended items (e.g. string lights, florals, drapery, greenery, flags, etc.) must be pre-approved by an Oaks event coordinator and installed by licensed design or lighting professionals. Please do not ask a friend or family member to handle these installations — there are no exceptions to this policy.
All installations require proof of insurance and must include a professional strike at the conclusion of the event. Florists and vendors are required to bring their own ladder for any ceiling or overhead installations. For more helpful information to share with your vendors, click here.
If the hired vendor is unable or fails to complete the strike, The Oaks will remove the installation and the client will be charged a $500 removal fee. The Oaks does not offer strike services as an add-on option; this fee applies only when vendor strike is not completed as required.
Accessory Decor
Your Oaks event coordinator will set out accessory decor items such as place cards, a guest book, photos, favors, signage, and similar items. At the end of the evening, we will pack these items and send them home with a designated friend or family member.
Please bring all accessory decor items to your rehearsal for overnight storage. This allows our team to get a head start on setup on your wedding day. All decor items must be removed the night of your event; we are unable to store items overnight for next-day pickup.
Are Faux Florals Allowed?
Yes! You are welcome to bring your own faux florals or work with a faux floral vendor for your design. Please note that loose faux flower petals are not permitted outdoors (e.g. for a ceremony, exit send-off, or lining the ceremony aisle). For an outdoor ceremony, real flower petals are permitted.
Can I Use Candles in My Centerpieces?
Yes, with some limitations. All candles must be in some type of glass container for fire safety reasons. We accept votives, hurricanes or pillar vases.
Taper candles must be placed on a drip plate with at least 2 inches of space on all sides and must be enclosed within a glass hurricane. Please refer to the example provided for reference or click here to purchase on amazon.
