The Art of Opulence: Transporting Extravagant Wedding Decor With Ease

In collaboration with Oscar Collins

A dreamy wedding needs stunning decor. You’ve gathered beautiful pieces for your big day, and it’s time to consider transporting them safely to your venue. What’s the best way to pack everything properly and ensure it arrives in perfect condition?

Here’s how to transport your decorations so they look as perfect as you imagined.

1.     Create a Detailed Inventory List

Listing your decor is essential to keeping everything organized. Put together a document and create two sections — going to the venue and coming home — to streamline the process. 

Start with the nonnegotiables of every wedding, including:

•     Altar decorations
•     Flowers
•     Ceremony items
•     Flower girl baskets
•     Ceremony and reception welcome signs
•     Ring bearer pillow
•     Centerpieces
•     Glassware
•     Escort cards
•     Favors
•     Table numbers 

Organize your decor by category and destination. This is crucial if your celebration involves several locations. For instance, you may have the ceremony in a chapel, cocktails in a pavilion and the reception in a barn. Group items for each location together and keep them separate from each other. Avoid mixing things unless you’re hosting everything in a single location.

2.     Prepare Your Storage Options

Stock up on totes, glass storage and boxes. Stackable bins are great options because they are durable and help maximize space. Inspect your decorations before putting them into organized storage:

•     Remove price tags and stickers
•     Take items out of plastic
•     Put candles in respective candle holders
•     Organize your escort cards by table or alphabetically

Once everything’s ready, load the items into the bins by category, checking them off your inventory list as you go. Avoid filling storage containers to the brim to avoid breakage.

Pay particular attention to delicate decor, such as fresh flowers. Invest in tall flower delivery boxes to enclose vases, exposing the top. These organizers will ensure vases won’t topple over. You can also use floral foam if necessary — it holds up to 50 times its weight in water and is easily cut to fit into a container.

3.     Label Properly

You must label each storage bin, indicating which venue it goes to and where it goes in that location. For example, if you have a box full of string lights, you can label it “Patio string lights for pavilion’s ceiling.” Feel free to add more details for clarity’s sake. The more accurate your label is, the easier the unpacking will be.

4.     Secure Your Items

Here’s how to protect your items while in transit:

•     Use clear masking tape: Secure your items by taping them to the tops and sides of the boxes.
•     Place tall centerpieces in a truck bed: These items look beautiful on reception tables but can be challenging to secure inside a vehicle. Secure them in the truck bed.
•     Invest in padding materials: Foams, bubble wraps and blankets protect delicate pieces such as glassware, lanterns and lights. Straps, nonslip mats and bungee cords can also prevent shifting during transit.
•     Keep water level low in vases: Water can spill in transit, so do not fill to the top. You can add more water at the venue. Clean your vases before filling them to eliminate harmful bacteria and mitigate its growth.

5.     Choose a Suitable Vehicle

Couples often overlook transportation needs during wedding planning. Explore different options early to reduce last-minute tasks. Carrying everything in one vehicle will make transportation stress-free, so choose a car that can accommodate all your decor.

You can transport everything with your partner or hire a professional service. If you’re keen on investing in a trailer, consider the dimensions of your decor to determine the ideal type and hitch. On average, a trailer hitch costs between $120 and $375, depending on the size, towing needs and accessories. 

Remember that most states limit the width of vehicles to only 8.5 feet, loaded or unloaded. Otherwise, you’re required to have a special permit. With so many things to consider, hiring a professional might be the best choice. That way, you and your partner can focus on more important things.

6.     Write Instructions for Staff

You won’t likely be setting everything up, so write instructions on where to place each item. If you’re meticulous, set up the decor at home and take photos of your desired layout. This will ensure things will look exactly how you’d like them to — pictures leave little room for misinterpretation. Seek help from your wedding planner for a more seamless process.

Start Planning Today

Your wedding decor is crucial in making your big day magical. Ensure everything looks as perfect as you imagined by planning for packing and transportation well in advance. That way, you can relax and enjoy the days leading up to your ceremony without worrying about your decorations, knowing everything will be beautiful.