Many of our city and municipal buyers ask the same question: What are municipal Christmas decorations, and how do we buy them?
The answer is simple: municipal Christmas decorations are large-scale commercial Christmas displays, like a commercial Christmas tree, walk-through display, or wreaths and garland, that are installed by local governments to decorate public spaces like a municipal park, downtown shopping center, or plaza district.
There are several moving parts that go into planning a commercial Christmas display for a city or municipality. You have a strict budget to follow, a council to answer to, a hard installation deadline to meet, and a community that expects a beautiful, grand holiday display.
Creative Displays has been a leader in the commercial Christmas decorations and lighting industry since 1959. For over 65 years, we have guided cities and municipalities through the commercial Christmas market. From developing RFPs to developing, designing, and producing entire Christmas parks and displays, we are the only source in the commercial Christmas market with more than six decades of experience.
Over the years, our designers have worked with cities and municipalities nationwide, and we’ve come to recognize a pattern- almost all of our customers have the same pain points:
- Not having a proper RFP
- Buying residential-grade decorations instead of commercial-grade
- Starting the procurement process too late in the year
- Making avoidable mistakes that cost thousands of dollars
We understand municipal buying, and all of the pain points that come with it. That is why we developed this guide to help walk city workers through the procurement process.
Many cities & municipalities don’t submit a properly structured RFP
Drafting a Request for Proposal (RFP) often falls on city staff who are already juggling full workloads. Without standardized templates or dedicated procurement training, it’s easy for key details to slip through the cracks, which leads to poor vendor responses, delayed timelines, or inflated bids.
What Should Be Included on an RFP?
When submitting an RFP, you should make sure you have all the necessary information that manufacturers need to produce your displays smoothly and on time. A strong RFP bid includes:
- Scope of the display: How big the display is, whether it’s going to be just ground displays or if you are going to decorate light poles, whether the display is going to be at a park or other municipal area, and any special events or instructions that need planning.
- Product specs and quantities: This should be one of the most descriptive pieces of your RFP. Include any and all measurements, how many of each display you need, and any specific instructions. This includes what size bulbs you need, what color bulbs you need, the Kelvin rating of each bulb, and any special requirements you have.
- Delivery and installation instructions: Make sure to include a delivery and shipping address, as well as a point of contact.
- Your timeline: It’s important to put your required timeline on the RFP, especially if you are on a tight time crunch. The most important date to include is the delivery date. If you need it by a specific event date, we need to know, so we can ensure your displays get delivered on time.
Sample RFP for Municipal Buyers
After more than 65 years in business, Creative Displays understands how difficult it can be to fill out an RFP. That’s why we’ve put together a sample one for you to reference! Check it out!
Commercial Grade Christmas decorations are needed for public spaces
The single most expensive mistake a city can make when purchasing Christmas decorations for their display is buying residential grade products for a public installation. Many cities make this mistake because they aren’t aware that there are different types of Christmas decorations.
Commercial vs. Residential Christmas Decorations
The biggest differences between commercial and residential Christmas decorations are the construction of each product.
Commercial Christmas decorations are designed and built with quality and longevity in mind. Commercial grade decorations are constructed with steel frames and finished with a waterproof seal. The lights in commercial grade decorations are attached individually and can be individually replaced instead of having to replace an entire row or string.
Residential Christmas decorations aren’t built with the same quality. They are typically built on plastic or PVC frames. Sometimes, there is no waterproof finish. In short, they’re not built to be outdoors for multiple seasons in the winter.
| Spec | Residential | Commercial Grade | Why It Matters to a City |
|---|---|---|---|
| Frame/Steel | 1-3 years | 8-10+ years | Survives wind, handling, repeat install |
| Finish | 1-3 years | 8-10+ years | Corrosion resistance outdoors |
| Bulb Type | Mini lights/light strings | C7/C9 | Individually replaceable by city crew |
| Bulb Life | Bulbs could be dead upon arrival | 50,000 hours | Fewer failures across the season |
| Rated Life | 1-3 seasons | 8-10+ seasons | Cost per season/long-term value |
| Certification | No certifications required | UL listed | Safety in public, high traffic areas |
Investing in residential-grade decorations may save a city or municipality more money in the short term, but ends up costing more in repairs and maintenance in the future. That is why our team at Creative Displays suggests investing in commercial Christmas decorations from the beginning.
Customer Spotlight: The City of Alexandria, MN
Our designers at Creative Displays partnered with the city of Alexandria, MN to create a municipal display for their community. Over the past several years, we have helped curate their collection of ice skating 2D light displays, Christmas photo op displays, and even a garland sleigh.
Starting the Procurement Process Too Late in the Year
A lot of cities and municipalities do not realize how long the process of purchasing commercial Christmas decorations actually takes.
| When | What Happens | Why Timing Matters |
|---|---|---|
| 6 - 10 months before installation | Planning, scoping, budget | More options, no rush pricing |
| 6+ months before installation | Issue RFP / get quotes | Time for comparable bids |
| 6-10 weeks before installation | Standard product lead time | Stock & production windows |
| 6-12 weeks before installation | Custom design lead time | Fabrication to spec |
| Before Thanksgiving | Install, usually city crew | Non-negotiable deadline |
It’s important to order your displays as early in the year as possible to make sure that you secure a spot in production and that you have enough money in your budget to build a commercial Christmas display.
| Item | Production Time Frame |
|---|---|
| Commercial Panel Christmas Tree | 4-8 weeks |
| Commercial RGB Christmas Tree | 4-8 weeks |
| Commercial Dimensional Displays | 6-8 weeks |
| Commercial Fiberglass Displays | 4-6 weeks |
| Pole Mount Christmas Decorations | 4-8 weeks |
| Commercial Holiday Light Displays | 4-8 weeks |
| Street Banners | 3-4 weeks |
City Spotlight: Post, TX
Over the past 65 years, Creative Displays’ design team has excelled at custom commercial Christmas decorations. Recently, we were lucky enough to partner with the city of Post, TX to help them create a Western-themed custom downtown installation.
Our designers took their experience of past custom work and applied it to this special project. From sketching up a design concept, to creating digital mock ups, securing manufacturing, and installation guidance, Creative Displays was there every step of the way. We are so glad that we were able to help create this custom cowboy scene that has become a staple in their community.
Avoid these costly mistakes most cities make
With over 65 years of experience in the commercial Christmas industry, we’ve learned that a lot can go wrong when ordering decorations for your commercial Christmas display. Most of the mistakes that cost cities money are so small, they don’t even notice them. Three of the most common, and easily avoidable, mistakes that we see our municipal buyers make are:
- Choosing the lowest bid and compromising on the quality of your decor
- Ordering too late in the year to hit the install date
- Writing specs so vague that bids cannot be compared apples-to-apples
Choosing the lowest bid and compromising on the quality of your decor
Cities operate on a tight budget. They have a limited amount of revenue to secure as many commercial Christmas decorations as they can. Most of the time, people try to get around this constraint by choosing the lowest bid offered to them. However, this leaves you susceptible to low-quality, faulty products.
Ordering too late in the year to hit the install date
We understand that most people aren’t thinking about Christmas in June. Most cities are busy trying to survive the summer months’ activities. But June is actually the best time for them to order, and not just because of production availability. Most city budgets restart in June, so placing your order ensures that you have a big enough budget and that your items get delivered in time to be installed before the holiday season starts.
- Writing specs so vague that bids cannot be compared apples-to-apples
Some cities and municipalities don’t submit an easy to read, clear request for proposal (RFP). When specifications lack details on the specifications needed for their decorations, vendors are left to guess. Common things municipalities leave off of RFPs are:
- Wind rating requirements
- Custom mounting requirements
- Electrical requirements
Omitting this information leads to wildly different bid prices for completely different tiers of products. Without specifications, each vendor interprets the requirements differently. This leads to wildly different bid prices, and no guarantee that the bids are accurate.
The best way to ensure that you get accurate, competitive pricing for your commercial Christmas displays is to write detailed specifications that outline exact material standards, dimensions, and warranty requirements before opening the bidding process.
Avoiding these mistakes can save cities and municipalities hundreds, even thousands of dollars, when purchasing their Christmas displays.
Planning a municipal commercial Christmas display is not an easy task. There are several moving parts to keep track of, and multiple things that could go wrong. Our team at Creative Displays has been in business for over 65 years, and we understand that there are a lot of obstacles to planning your municipal Christmas display. We’re here to help you stay on budget, impress the city council, and dazzle your community.
Frequently Asked Questions
Do you accept purchase orders?
Yes, at Creative Displays, we accept purchase orders. Our goal is to make it as easy as possible for you to purchase products.
Do you work with competitive bid/ RFP processes?
Yes, we do work with competitive bids/ RFP prices. We try very hard to meet our customers’ needs. Talk to your sales representative when you call in, and we can work with you.
Are your products made in the USA?
Yes, all of our commercial Christmas decorations are made in the USA. From our immersive dimensional displays to our giant commercial Christmas trees, our decorations are made here.
How far in advance should we order our commercial Christmas decorations?
We recommend ordering no later than June to ensure delivery and installation in time for the holiday season. Most of our commercial Christmas decorations are custom-made to order and take about 6-10 weeks to be produced and delivered.
What if our order arrives damaged?
Our number one priority at Creative Displays is to serve our customers. If your order arrives damaged, reach out to us immediately, and our team will take the necessary steps to fix the problem.
Can you custom build displays for our specific space?
Yes! Our design team at Creative Displays has decades of experience creating custom displays for any space. We will work with you to determine your area’s specific needs, like wind-rating, electrical requirements, and any other special requests, to help you create a stunning display.