For Procurement & Venue Teams
Corporate Procurement & Venue Requirements
What Is Confirmed
Six Things You Can Rely On
Each of these is standard on a corporate project. Everything on this page is written to be forwarded to a venue or an internal approver without rewriting.
- Certificate of Insurance (COI)
- A certificate of insurance can be provided for qualifying projects. Send the venue name, the exact certificate holder wording and the deadline the venue has set, and the request goes out as part of the booking rather than in the last week before load-in.
- Professional invoicing
- Corporate projects are invoiced professionally, with the project scope itemized so the document can be attached to a purchase order or an internal expense approval.
- Brand-color matching
- Installations are built to a supplied brand palette, matched against your reference before production rather than approximated on site. Send brand hex values or a brand guide with the brief.
- Venue coordination
- Balloon Décor works directly with the venue or workplace contact on access, load-in route, permitted attachment points, ceiling and rigging limits, and the hours a vendor may work in the space.
- Large-scale installation capability
- Entrances, stage environments, backdrops and multi-element installations at ballroom, lobby, conference-center and campus scale, delivered as one build rather than assembled from separate small pieces.
- Setup and breakdown handled
- Delivery, on-site installation and coordinated breakdown after the event are part of the project. Your team does not supervise the install and does not clear the material afterwards.
What to Ask For, and What Is Not Claimed Here
Vendor onboarding varies more than most buyers expect. One venue wants a certificate naming it as additional insured; another wants nothing at all. One company routes décor through a procurement portal; another pays an invoice from a corporate card. So rather than publishing a checklist of claims, this page states what is confirmed above and asks you to raise the rest directly.
Specifically: tax and vendor-registration documents, insurance coverage limits, and any certification or clearance requirement are handled as a request against your actual paperwork, not as a published claim. Send the form, the portal name or the venue’s requirement sheet with your enquiry and you will get a direct answer on what can be supplied and how long it takes.
No vendor document, tax form or policy number is published for download on this site. Requests are answered after a legitimate enquiry, to the person handling the project.
Balloon Décor holds no preferred-vendor, approved-vendor or partnership designation with any brand, hotel or venue shown on this site, and does not claim one. The clients and corporate experience page explains exactly what a logo there does and does not mean.
Venue Requirements
How the Installation Fits the Building
Most décor problems are venue problems. These are the constraints settled before a design is finalized, not after.
Access and load-in. Dock or street access, freight elevator dimensions and booking, the route from the vehicle to the room, and the exact hours a vendor may work in the space. A short window changes the build, so it is confirmed before the design is agreed rather than discovered on the day.
Attachment and rigging. Ceiling height, permitted attachment points, load limits and house rules on what may be fixed to a wall, a rail or a structure. Where a venue permits nothing overhead, the installation is designed to stand on its own.
Working around the building. Hotel floors running several events, offices where people are working through the install, shopping centers with trading-hour restrictions and civic buildings with fixed access windows are all normal conditions for this work.
Breakdown. The removal time is agreed with the venue at the same time as the install, and the material is cleared by the same team. That is part of the project cost, not an extra line raised afterwards.
How to Open a Project
Corporate projects are custom quoted from the brief — installation scale, venue logistics, branding requirements, delivery, setup and breakdown all move the number, so there is no price list to work from. Send the following and you will receive a written proposal covering the design, the installation plan and the breakdown schedule.
- Event date, and the load-in window the venue allows.
- Venue name and full address, plus the internal contact who controls access.
- What the installation has to achieve — entrance, stage, backdrop, photo moment, reception.
- Brand colors, and any logo or signage the décor is built around.
- Any vendor document the venue or your procurement team requires, with its deadline.
- Who signs off, and whether a purchase order number is needed on the invoice.
Based in South San Francisco, California. Serving San Francisco, the Peninsula, Silicon Valley and the greater Bay Area. Serving the San Francisco Bay Area since 2017.
Sending This to a Venue or an Approver?
Share the event date, the venue and the requirement sheet you have been given. Our team will confirm what can be supplied, when, and return a written proposal for the installation.