Who handles the Christmas decorations for an event?

For small events the caterer, with matching table linen and centrepieces, or a florist is often enough. For large events or ones with scenery (trees, arches, lighting, photocall) you need a set designer. Ask each of them for a precise list of what they bring.

Can you bring a real tree into a venue?

It depends on the venue. Some accept it; others, for safety reasons, prefer artificial trees made of materials certified for fire reaction, especially in enclosed rooms open to the public. Ask about the rules before ordering one and check who takes it away.

When should you book the decorations for a corporate Christmas dinner?

Together with the venue and caterer, as early as September or October. In December set designers work on many events in the same weeks, especially between 10 and 22 December. The detailed plan is usually settled in November.

What colours work for Christmas decorations?

The classics are red, green and gold. White and silver also work well, for a more Nordic style, or green and natural wood, for a rustic look. For a corporate event you can use the brand colours with Christmas details.

Christmas event decorations in Rome: table, lights and greenery

In short

In December the dates between 10 and 22 are the most requested: book the decorations in the autumn.

Christmas decorations rest on greenery, warm light and the table: the rest is detail.

Real trees, candles and materials must follow the venue's rules: ask first.

The caterer can provide table linen, centrepieces and a themed menu; for scenery you need a set designer.

Corporate dinner, party with friends, family lunch at a villa: in December almost every event has a Christmas touch. In Rome it is the month of the lights along Via del Corso, the Christmas market in Piazza Navona and the nativity scenes in the churches. You can bring that atmosphere into your room with a few well-chosen elements. Here is how.

The basic elements

Element	Effect	Usually supplied by
Christmas tree	The symbol, the spot for photos	Set designer, florist, venue
Greenery (pine, fir, holly, eucalyptus)	Scent, colour, a natural feel	Florist
Warm lighting	Atmosphere	Set designer, lighting company
Themed table	Consistency	Caterer, florist
Christmas photocall	Guests' photos	Set designer
Small gifts or place cards	A keepsake	Organiser, set designer

With these six elements, the Christmas set-up is complete. You will find set-up companies on the page event set-up in Rome.

Christmas styles

Style	Colours	Materials	Suits
Classic	Red, green, gold	Velvet, ribbons, baubles, candles	Gala dinners, historic villas
Nordic	White, silver, pale wood	Linen, wood, branches, wool	Corporate events, modern rooms
Rustic	Green, natural wood, jute	Pine cones, branches, dried oranges, cinnamon	Farmhouses, agriturismi (farm stays) in the Castelli Romani
Elegant	Gold, champagne, black	Crystal, mirrors, metal	Corporate galas, evening parties
Corporate	Brand colours plus greenery	Discreet branding	End-of-year parties at the company

Choose one style and stick to it: red and gold in the room with silver and blue at the entrance is confusing.

The tree

The tree is the centre of the decorations. Two decisions:

Real or artificial: a real tree smells lovely, but in enclosed rooms open to the public many venues prefer an artificial one made of materials certified for fire reaction. Ask about the rules.
Where to put it: at the entrance it welcomes guests, near the stage it is the backdrop to speeches, in a corner of the room it becomes the photo spot.

If you choose a real tree, ask the supplier who takes it away and where it goes after the event.

December greenery and flowers

Natural greenery is the base of almost every Christmas set-up: pine and fir branches, holly, eucalyptus, ivy, pine cones. Among flowers, the poinsettia is the seasonal symbol, together with amaryllis, red or white roses and anemones.

Greenery has a practical advantage: it copes with the warmth of the room all evening. For centrepieces and arrangements, read the guide to flowers and centrepieces for events.

Lighting

In December the sun sets early in Rome, before five in the afternoon. Every evening event takes place in the dark: the light decides everything.

Warm fairy lights on the tree, greenery and ceilings;
candles on the tables, where allowed, or LED candles;
spotlights on the tree and photocall;
enough working light for the buffet and bar.

Avoid cold, white light in the room: it makes the space feel like an office. For the installation and power, see the guide to event lighting.

The Christmas table

The table brings together the caterer and the florist. Typical elements:

a white or red tablecloth, or natural linen with a green runner;
low centrepieces of greenery, pine cones and candles;
place cards with a sprig of pine, a bauble or a handwritten card;
napkins folded into a tree shape or tied with a ribbon;
printed menus in the chosen style.

For table styles and combinations, you will find ideas in the guide to table setting styles.

The caterer completes the atmosphere with a seasonal menu, meat or fish. In December, for example:

salt cod or baked fish, typical of Christmas Eve;
winter vegetables such as Romanesco broccoli, puntarelle (chicory shoots) and chicory;
hot pasta dishes, soups, roasts;
for dessert pangiallo (a Roman fruit and nut cake), panettone, pandoro, nougat and dried fruit.

A corner serving mulled wine or hot chocolate at the entrance, on a terrace or in a garden welcomes guests in from the cold.

Corporate Christmas dinner: what changes

At a company event the Christmas decorations sit alongside the brand. What works:

brand colours with Christmas details, without distorting them;
a photocall with logo and decorations;
a small stage for speeches, with the tree as a backdrop;
place cards or gifts with the company name.

For organising the evening, from date to menu, read the guide to the corporate Christmas party in Rome.

Rules and safety

Naked flames: many venues forbid them or allow them only in closed holders.
Materials: in places open to the public, decorations, fabrics and artificial trees may need a certified fire-reaction class.
Fixings: in historic venues there are often no nails, adhesives or hooks allowed on walls and ceilings.
Escape routes: the tree and photocall must not block them.
Power: decorative lighting adds to the caterer's equipment.

Ask the venue for its rules and share them with every supplier.

After the party

In December decorations go up and come down quickly, often between one event and the next in the same room. Agree beforehand:

who takes down and by what time;
where the tree, greenery and decorations go: reuse, recycling, collection;
what stays with the venue, if the room hosts other events the same week: some suggest sharing the decorations to reduce costs.

Questions to ask the set designer and caterer

Are you available on my December date? Do you have a holiday price list?
What does the caterer include for the table: tablecloths, centrepieces, place cards?
Is the tree real or artificial? Is it certified for fire reaction?
Who sets up and takes down? At what time?
Are candles allowed at the venue? Do you have LED alternatives?
Can you use our brand colours?
How much power does the lighting need?
Who takes away the tree, greenery and decorations at the end?
Can the menu follow the Christmas style? At what cost?

To finish

Christmas decorations work with greenery, warm light and a well-laid table, within the venue's rules. You will find set designers on the page event set-up in Rome and caterers for companies in the corporate event catering section. Book in the autumn and request a quote.