(Closed) Day of set-up: timing, and number of people HELP!

posted 6 years ago in DIY
Post # 3
Member
1991 posts
Buzzing bee
  • Wedding: October 2011

I would suggest getting as many as can help to help. I know you said it’s not in the budget, but do you have any well-meaning organized friends who can help coordinate the set up at least?

I actually helped a friend transition her ceremony to reception (set-up tables, chairs, decorations, etc.).  With 8 people (and a coordinator), it took us about 1.5 hours for a 15 table set up.

Post # 4
Member
409 posts
Helper bee
  • Wedding: October 2012

We had people set up for us!  

 

What I did was actually set up detailed sheets and pictures of exactly how I wanted everything.  Everyone involved in setup said that they were super helpful!  Here’s an example (the one for our cookie bar):

 

 

Its time consuming, but definitely will help organize you as to exactly the amount of work that needs to be done!

Post # 7
Member
409 posts
Helper bee
  • Wedding: October 2012

@meghanbride:  We hired 2 girls, though one gave birth the weekend before (and showed up to help with the wedding-crazy!!)  so the other one brought her husband.  We also had the venue to set up, and the florist, and my husband, dad and groomsmen, though their setup was minimal.  I can PM you all the sheets if you want so you can get an idea of how I broke it down.  I basically just walked through the entire wedding in my head, thinking about what needed to bet set up where and who should be responsible for it.  The day of, things didn’t go exactly as planned bc we had to use our rain backup plan, so things were a little delayed, but in the end it all got done and it was exactly what I pictured!!  Everyone involved said the sheets helped, no matter how crazy I felt doing them!

Post # 8
Member
2692 posts
Sugar bee
  • Wedding: November 2012

I am pretty much doing the setup myself with some help from bridal party and a day of helper we’re hiring.  I have to set up 2 different locations so I will leave the majority of the people at the reception venue to finish while I head over to the ceremony venue, then I have to be off to my hair and makeup appointment.  I am thinking how to make this work.  I have only 2 hours before I need to be at my appointment for set-up and I know that is not nearly enough time. We’ll… I could leave the people at the reception venue to finish up but then they are in the wedding and we need to figure out how to get them from the venue back to my house to get ready.

Post # 9
Member
2359 posts
Buzzing bee
  • Wedding: September 2012

We had ceremony and reception in one location and were responsible for the set up that day.  Ceremony was at 3 doors opened at 2. but we werent allowed to start setting up till noon. I left the set up to my husband and his party.   

Well a ton of people started arriving at 1:30 and although there was 5 of them setting up, they actually didn’t get to finish.  A lot of our stuff didn’t even make it out of the boxes.  I was a little upset because the visual wasn’t how we had planned and it looked quite bare.   

the flowers took the longest.  

I say give yourself lots of time, depending how much decor you have of course.  The more hands the better but I would say give at least 3 hours so that nothing is rushed and if people arrive early then it’s done 

Post # 10
Member
1991 posts
Buzzing bee
  • Wedding: October 2011

@meghanbride:  The earlier they can set up, the better.

Post # 11
Member
307 posts
Helper bee
  • Wedding: August 2013

Yes, whatever you do don’t try to do it all yourself/with the bridal party. I was just at a wedding that my Fiance was in and had to help set up the reception before the ceremony… Ended up they were all sweaty and the ceremony had to start about 30 min late! 

@Ambellina13:  these are so awesome.. I have a partial planner, but I still think this is a great idea to do for any bees who can 

Are there any wives/fiancees/gfs of the groomsmen (who aren’t BMs) who could help manage the setup? Be sure to have a little extra time and/or extra help setting up an outdoor event often has unexpected needs, like an extension cord, a power generator for lights or music, something to weigh down or tape down paper goods if there’s wind…it’s good to have enough people and time that you can send out a runner to pick up that one little thing you need.

Post # 13
Member
188 posts
Blushing bee
  • Wedding: September 2013

Great thread! Thank you for everybody’s responses so far. They are very hepful.

I am getting a little panicky when I think about the setup, since most people I would want to bother with the setup will be part of the bridal party. (I guess most people have this problem.) My fiance and I have discussed getting a DOC for this exact reason. I am going to wait until I have most vendors and deocrations planned, and also see who will attend (and could help set up). Then we will see if we will really need a DOC.

Post # 14
Member
27 posts
Newbee

I was recently in a wedding that involved real flowers but they were able to hire a florst to do all the arranging however it was up to the bride’s parents to set them up on the table the day of. With th bride getting ready and taking pictures there was no time for her to do it.

Even though the engagement has not happened or date has been set lol I know for a fact that I won’t have the money in the budget for a florist. And after seeing this past wedding I also realized that I would not have the time to arrange them and put them together the day of if I wanted to DIY it. And simply I don’t trust other people to do them either.

Instead I have decided to create paper flowers. Arrange them in vases ahead of time so that all that has to be done is pull them out of the box and put on tables. This also saves on money.

 

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