Birthday parties
Backdrop, cake table, games corner and a layout that keeps running children away from the food.
A clubhouse is close, familiar and already yours. It also comes with a committee, a deposit and a list of rules. We design inside those rules and hand the hall back clean.
A clubhouse is the venue most families forget they own. No travel, no hall rental beyond a booking charge, parking that already works, and guests who can go home in a lift. Birthdays, naming ceremonies, haldi mornings, engagements, festival programmes and society annual days all sit comfortably in one.
What a clubhouse has instead of rules on paper is a committee. Approvals take time, the booking form has conditions, a deposit is held against damage, and what you may fix to the walls is decided by whoever signs the form. The room itself is usually plain: fixed tube lights, stacked chairs, a pantry, a couple of power points and a floor that shows every mark.
So we plan a clubhouse function backwards from the rules, then make the plain room look like an occasion. We decorate clubhouses across the city, from Wakad to Undri, and in the twin city. You get a design, a rule check, an itemised quote and a hall returned the way the committee wants it. For all our decor work, see our decorators in Pune page.
Choose the parts you want; everything is built freestanding and cleared the same day.
A freestanding backdrop sized to the wall, with a low stage where the hall allows one.
Arches, columns, ceilings and prop corners on weighted bases, with no tape or nails on painted walls.
A welcome arch, name board and lit path from the gate or lift so guests know where to go.
Warm lights and focused stage light to soften the hall's own tube lights for photographs.
The clubhouse furniture rearranged, plus hired chairs or mats when the hall's own stock falls short.
Everything stripped, floors swept and the hall shown to the committee before the crew leaves.
Every photo here is from an event our team planned and ran.
Backdrop, cake table, games corner and a layout that keeps running children away from the food.
A morning setup with a soft backdrop, low seating for elders and a clear space for the ritual.
Yellow drapes, floor sheets and a splash-safe corner, arranged so the floor can be washed after.
One strong backdrop, ring table and focused lighting, with seating in a single arc.
Ganpati, Navratri and Diwali setups for the whole building, with stage, lighting and crowd flow.
A stage for performances, seating for every flat and sound levels set for the surrounding towers.
A simple stage, photo display and seating for a mixed-age crowd that will sit through speeches.
Lounge seating, warm lighting and table styling that turns a plain hall into an evening room.
A clubhouse gives you a room ten steps from home. No travel, no venue hunt, parking that already exists and guests who can walk back to their own flats. What it takes away is flexibility. A clubhouse is shared property, and everything you want to do in it is decided by a committee, a booking form and a deposit.
Treat the approval as a task with a deadline, not a formality. Most societies want the booking form, your flat details, the date and hours, the number of outside guests, a list of vendors who will enter, and a deposit. Some also want the caterer's and decorator's details for the gate register, and a few ask for a written undertaking about noise and clear-up. None of this is difficult, but it is slow, because it usually moves at the speed of one meeting.
Ask three questions in the first conversation: what is allowed on the walls, what time the function must end, and what the deposit is held against. The answers shape the whole design.
Look at the room with an honest eye. A clubhouse usually has flat white tube lights, a stack of plastic or banquet chairs, one or two tables, a small pantry with a sink, a couple of power points and a floor that marks easily. Air conditioning may exist but may not be included in the booking. There is rarely a stage, rarely enough light for photographs, and almost never a place to hang anything.
That is fine, because it means the design is predictable. Freestanding backdrops, weighted bases, your own warm lighting, hired furniture where the hall's stock runs out, and floor sheets under anything messy. The hall's own chairs are worth counting rather than trusting, since a few are usually broken or locked in a store room nobody can open on the day.
| When | What to do | What it prevents |
|---|---|---|
| A month before | Check the date is free, collect the booking form and read the conditions | Losing the date to a society programme or another flat |
| Three weeks before | Submit the form, pay the booking charge and deposit, confirm your hours | An approval still pending in a committee meeting the week of the event |
| Two weeks before | Give vendor names and vehicle numbers for the gate, and confirm the load-in route | A decorator's van stopped at the gate on the morning of the function |
| One week before | Confirm wall and ceiling rules in writing, plus the exact music cut-off time | Redesigning a backdrop on site because nothing may touch the paint |
| The day before | Check the hall is unlocked, count chairs and tables, test the power points | Discovering a dead socket or a missing key an hour before guests arrive |
| After the function | Strip, sweep, remove waste and walk the hall with a committee member | A deposit held back for marks, scraps or a late handover |
The deposit is where clubhouse functions go wrong. It is usually held against wall marks, a stained floor, missing furniture, broken fittings and a late handover, and it is returned by a person who will look closely. So we use weighted frames rather than nails, keep sheets under food counters and messy rituals, bag all waste and take it out rather than filling the society bin, and finish with a walk-through so anything is spotted while the crew is still there.
A clubhouse sits inside a residential building, so the cut-off is the rule that will actually be enforced. Sound travels up through the structure and across the podium, and one complaint from a resident ends a function early. Ask for the exact hour music must stop, put the loud part of the programme well before it, and use a system sized for the room rather than for a lawn. One more thing is worth settling early: who unlocks the hall, and who locks it afterwards. The key often sits with a security guard, a manager or a committee member who is not on duty at seven in the morning. Put that person's name and number on the booking form, because a setup crew waiting outside a locked hall is the most avoidable delay on this entire list. For balloon work, see balloon decoration, and for a full party plan, our birthday party planners page.
Can't find yours? Call or WhatsApp — a planner answers.
Most societies need a booking form from a resident, the date and hours, the number of outside guests, a booking charge and a refundable deposit. Many also want vendor names and vehicle numbers for the gate register, and a written undertaking on noise and clear-up. Approvals move at the speed of committee meetings, so start early.
Start about a month ahead, because the date and the approval are two separate things. Check availability first, since society programmes and festival dates block the hall. Then submit the form and deposit around three weeks out, so the approval is not still sitting in a meeting during the week of your function.
Usually not. Painted walls, false ceilings and fittings are exactly what the deposit is held against, so nails, screws and strong tape are normally refused. We build freestanding backdrops on weighted bases, use frames that carry their own load, and keep everything self-supporting. Confirm the rule in writing before the design is finalised.
Count it rather than assume. A clubhouse stock list often includes chairs that are broken, stacked behind a locked door or in use elsewhere. We count what is genuinely usable during the site visit and hire the difference in matching or better furniture, plus mats or low seating if the function needs guests on the floor.
Until the hour written on the booking form, and that hour is enforced because residents live above and around the hall. Sound carries through the structure, and a single complaint can end an evening early. We place music, games and speeches well before the cut-off, then keep the volume at conversation level afterwards.
Cost is driven by the area you dress and the materials in it. A single backdrop with a cake table is a different job from a themed hall with an entrance, ceiling and lighting. Fresh flowers, balloons and props set the material side, while build time, hired furniture and same-day clear-up set the labour side.
Yes in most societies, once names and vehicle numbers are given to security in advance. Some restrict entry hours, some ask vendors to use the service gate, and a few charge a separate entry or clearance amount. Share the list a couple of weeks ahead so nobody is stopped at the gate on the morning.
Weddings · Birthdays · Stage décor
Kids · Milestones · Baby showers
Pune · PCMCSend the hall photo and the rules
Share your clubhouse, the date and the occasion, and we will reply with a design that fits the rules and an itemised quote.