The short answer
Wedding venue decor restrictions are the contract or policy rules on what decor you may bring and how it may be attached: candles and open flame, confetti, petals and glitter, and nails, tape or hooks on walls and ceilings. Find each rule, the fee, fine or deposit tied to it, and whether approval is needed, then send the list to everyone who brings decor.
Where do decor rules appear in a venue contract?
Decor rules may sit in the contract itself, in a separate "venue policies" or "event guidelines" document, or in a vendor packet. A contract may say "Client agrees to abide by all venue policies, as amended," which brings that separate document into your agreement. Ask for the current version, date it, and keep it with your signed contract.
Read it with your own decor plan beside it. Each item you plan to use, from table candles to a ceremony arch, should either be clearly allowed, clearly prohibited, or on a list of questions for the venue.
What candle and open-flame rules should I look for?
Candle rules can be specific. A policy might allow only flames enclosed in glass that extends above the flame, allow battery candles only, ban taper candles, or allow a unity candle at the ceremony but nothing on reception tables. Sparklers, torches and fire pits may have separate rules or require a permit.
Note the wording exactly and share it with your florist, since candles may be part of your centerpiece design. Ask whether the venue charges for wax removal and whether an open-flame rule comes from the venue or from a fire code requirement; fire rules vary by locality, and the venue can tell you what applies to its building.
- Enclosed flame only, and the required enclosure
- Battery or LED candles only
- Taper, floating or pillar candles
- Ceremony candles
- Sparklers, torches or fire pits
- Wax removal charge
Are confetti, petals, rice and glitter allowed?
These rules may differ indoors and outdoors, and between real and artificial materials. A venue may allow fresh petals in the aisle but not artificial ones, allow biodegradable confetti outdoors only, or ban glitter everywhere. Some rules cover what guests throw at a send-off, so check the exit plan too.
If a material is prohibited, ask what the venue allows instead and get the answer in writing. If an item is allowed only outdoors, confirm what happens under the rain plan, since a send-off that moves indoors may break a rule you were following.
Can we hang decor or attach things to walls and ceilings?
Look for rules on nails, tacks, staples, tape, adhesive hooks and anything hung from beams, ceilings, chandeliers or light fixtures. A policy may prohibit all of them, allow only free-standing decor, or require that installations be hung by the venue or an approved rigger. Draping and ceiling installations may need approval, insurance from the installer or both.
If you plan to hang anything, send the venue a description or sketch with the method of attachment and ask for written approval. Ask who installs and removes it, how long each takes, and whether the time fits inside your access hours.
What fees or deposits come with decor rules?
Decor rules can carry several kinds of charges: a flat fine per violation, a cleaning or removal charge, a deduction from the security deposit, a separate decor deposit, or a required fee for venue-approved installers. Record each one next to the rule it enforces.
For example, a hypothetical venue holds a $500 decor deposit, charges a $250 fine for prohibited confetti and bills cleanup at $75 an hour with a two-hour minimum. If confetti is thrown, the charges are $250 + (2 x $75) = $400, and $500 - $400 = $100 of the deposit comes back. A hanging installation that requires the venue rigger at a hypothetical $400 would be a separate line.
Decor approval list
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Decor item | Venue rule and page | Approved in writing? | Fee or deposit at risk | Who brings and removes it |
|---|---|---|---|---|
| Table and aisle candles | — | — | — | — |
| Ceremony candles | — | — | — | — |
| Petals, confetti or rice | — | — | — | — |
| Send-off items | — | — | — | — |
| Hanging installations or draping | — | — | — | — |
| Signs, easels and frames | — | — | — | — |
| Items on walls or doors | — | — | — | — |
| Fog, haze or special effects | — | — | — | — |
| Balloons | — | — | — | — |
A message you can make your own
Change the wording to suit you, fill in anything in brackets and keep the questions that apply. You decide what to send and send it yourself.
We are finalizing our decor and would like to confirm it against your policies. Could you send the current decor rules, and let us know in writing whether the following are allowed: [candles, petals, send-off items, hanging decor]? For any item that needs approval, what do you need from us or our vendors? Are there fees, fines or deposits tied to any of these items, and how would cleanup of them be charged? We will share your answer with our florist and planner.
Common questions
Do wedding venues decorate for you?
A wedding venue decorates for you only if the contract or a decor package it sells lists that service. Check what the rental includes, such as tables, linens, chairs or house centerpieces, and whether venue staff set them. Anything not listed is yours or your vendors' to bring, set and remove, within the venue's decor rules.
Can we use real candles at a wedding venue?
Real candles at a wedding venue are allowed only if the venue policy permits them. A policy may allow enclosed flames, battery candles only, or specific exceptions such as a ceremony candle. Read the wording, describe your exact candles and holders to the venue, and confirm in writing that they are allowed before your florist orders them.
Are flower petals allowed in the aisle?
Flower petals in the aisle depend on the venue rules, which may treat fresh and artificial petals differently, and indoor and outdoor aisles differently. Ask the venue in writing, including what happens if the ceremony moves indoors, and tell your florist and your flower girl or boy's family what is allowed.
Can we use adhesive hooks or tape on venue walls?
Adhesive hooks or tape on venue walls are allowed only if the venue policy permits them, so check it for tape, adhesive and hooks by name. If the policy is silent, ask before using them, since removal damage may be charged under the damage or cleanup terms. Keep the venue's answer with your decor list.
Can we decorate the venue ourselves?
Decorating the venue yourselves is possible if the venue allows client setup within your access hours and your decor follows its rules. Check whether the contract limits setup to approved vendors, and whether ladders or installations need venue staff. Send the rules to the relatives or friends helping, and name who removes each item at the end.
Who is responsible if a vendor breaks a decor rule?
Responsibility for a vendor breaking a decor rule is set by both contracts, so read each. The venue contract may hold you responsible for your vendors, and the vendor contract may or may not make the vendor answer for it. Send the rules to vendors in writing beforehand and ask each to confirm its plan follows them.
Do decor rules change after we sign?
Decor rules can change after you sign if the contract binds you to venue policies "as amended." Ask the venue to confirm in writing the rules in effect for your date, keep a dated copy with your contract, and ask again when you finalize decor so any change is caught before items are ordered.
Are sparklers allowed at a wedding send-off?
Sparklers at a wedding send-off depend on the venue and on local fire rules, which vary by locality. They may be banned, allowed outdoors only, or allowed with conditions such as a sand bucket or a set location. Ask the venue directly, and get the answer and any conditions in writing before you buy them.