Our Process

Our passion lies in bringing event design and decor to life. Based on our experience, we developed a trust-worthy process to walk you through every step with efficiency and intention.

Transforming Your Vision into Reality:
The Vault's Process

Step One

Uncovering Your Vision

Our journey starts with getting to know you—understanding the essence of your event vision. This stage is all about conversations and connections. We'll discuss themes, colors, and overall vibe, diving into your preferences and specifics. We help guide you through your event step by step to make sure you’re not forgetting any details. Whether you've browsed our collection and started a wishlist or need guidance exploring options, this step lays the groundwork for everything that follows.

This step typically takes place virtually over Google Meets.

Step Two

creating a proposal

Leveraging our in-depth knowledge of local venues and extensive experience, we visualize the unique ways in which our services can complement and elevate your event. We then incorporate our ideas and yours into a detailed proposal with pricing. We typically send this to you for review within 2 weeks of our initial consultation.

At this point, you may simply accept your proposal and pay the required deposit to secure your date OR reply to us with questions or changes.

This step typically takes place through email.

Step Three

Personalizing Your Plan

Looking for further inspiration and visuals before you finalize your proposal with The Vault?

We invite you to schedule an in-person visit to our Warehouse and Showroom. With your vision in hand, we will prepare items and mock up decor together. This process is very helpful for clients that need to visualize, touch, and feel before or after committing. You may also see more items that spark your attention too!

This step takes place at The Bagley Building in Downtown Duluth.

Step Four

Locking in the Final Touches

One month prior to your event, we will schedule a final consutation to review every last detail. We guide you through our signature process to ensure we have not missed a thing. This often includes reviewing layouts, spreadsheets, and timelines We will also revise our contract based on final guest counts and present you with a final invoice after this call.

This step typically takes place virutally over Google Meets.

Step Five

Bringing Your Vision to Life

On the day of your event, our team swings into action. From delivering your rental items with our “white glove” service to executing every detail with our Styling & Teardown package, we work with precision and care, ensuring your space transforms exactly as envisioned.

This final step is our promise to you: a stress-free experience where your only focus is to celebrate and create lasting memories.

This step takes place at the event site.

Ready to Get Started?

Book a Consultation

  • Prices on the website are listed per rental item unless otherwise specified. The quantity of items is listed as a reference to make sure that we have the number you want in inventory. 

  • We craft custom proposals for our clients that suite your specific needs & design. Because of this, we ask that you either provide us with a specific list (including quantities) of the rental items you’re looking for or schedule a complementary consultation with us.

    After we send over your proposal, to officially book with us, we require a 50% deposit against the services & rentals listed on your contract. We’ll also ask that you sign a contract to agree to all of our terms and conditions. From there, the final deposit is due 1 month prior to the event date after we confirm counts & have your final guest count.

  • In our eyes, once you know that you want something we recommend putting down your deposit on those items. We work on a first come first serve basis so the earlier you put down your deposit against specific items, the better.

    Our system will hold items for you for 30 days after we send you a proposal but after that point, it’s fair game. We do also have caps on our styling & tear down packages on certain weekends in the year due to the amount of staff we have. 

    All that said, most clients book with us 1 year - 6 months prior to their date.

  • We sure do! A typical weekend for us consists of 3-5 weddings, sometimes up to 7 or more. We have a seasonal staff of 15-20 people and can accommodate quite a few set ups/deliveries per weekend. If we are unable to assist with your set up, chances are you could still arrange for a will-call set up of our decor rentals! We’ll certainly help in any way that we can.

  • Sure thing! We allow our contracts to be changed & edited until 1 month prior to your event date. At that point you can no longer remove or change items on your invoice. However, if you would like to add additional items on and they are available, we can certainly discuss.

  • If your rental items or services may change due to final guest count, we prefer that you wait until 1 month out to pay your final balance. While we love when clients are eager to lock in their contract, we do prefer that you wait until you have a great idea of your final guest count to avoid paying more than necessary on your contract. 

  • Yes, we have a $1000 minimum on any delivery orders and a $1500 minimum on styling & tear down orders. These minimums are inclusive of labor pricing & rental pricing.

FAQs - booking

FAQs - Labor & Delivery

  • In order to best serve our delivery & Styling and Tear Down Clients, we do not allow clients to pick up rentals themselves. If you’d like to add on just delivery & pick up to your order we’d be happy to quote that for you!

  • Technically speaking we deliver anywhere your event is happening. However, we do sometimes refer to different decor providers if your event is not in our typical service range or if we have a particularly busy weekend. 

    A few of the venues that we frequently deliver to require an overnight stay with client provided lodging. These venues are typically 1+ hours from Duluth.