(Closed) Stressing about reception flow…. UGh

posted 5 years ago in Logistics
Post # 3
4439 posts
Honey bee
  • Wedding: January 2013 - Harbourfront Grand Hall

@servin89:  Do you have the reception venue available to you anytime before 5?


We had ours the night before for decor set up and vendors were allowed in starting at 11am the day of our wedding to get the cake, dj equipment, etc. set up.


Please don’t tell me you’re thinking of helping set up stuff in your wedding dress?!

Post # 4
9139 posts
Buzzing Beekeeper
  • Wedding: November 2013 - St. Augustine Beach, FL

Hire a day of coordinator or ask a friend you trust who isn’t part of the bridal party take care of it for you.

Post # 6
4439 posts
Honey bee
  • Wedding: January 2013 - Harbourfront Grand Hall

@servin89:  What are your guests going to do between ceremony end (5:30 or before?) and 6?


I’m thinking they’re going to walk into an unset reception hall if they go immediately there.  Do they know to go elsewhere?  Or waste time in between?  If there was more of a gap between ceremony and wedding they may automatically go do something else, but not in this case IMO.


If you have your wedding at 5 you dont’ have an hour to set up, you have an hour to get the ceremony over (hopefully it runs on time), take any after-ceremony pictures, get out of the church, travel to the reception site AND set up the reception site before guests start arriving before 6pm, because they WILL arrive early.


Unless I’m misunderstanding something, I think you need to both hire outside help AND buy more time.

Post # 8
2625 posts
Sugar bee
  • Wedding: May 2014

I think it would be totally worth it to buy atleast 3 more hours for set up and or get a coordinator. I can’t imagine setting up a venue in only one hour and not going insane. There will probably be little mishaps and things that need to be fixed, or things forgotten that you ‘ll need time to fix. Plus you’re the bride and you should enjoy your day.

Post # 9
850 posts
Busy bee
  • Wedding: June 2013

We had a very tight setup window too. Our venue was available to us starting at 4:30 pm and guests would arrive at 6pm. We hired a day of coordinator and she had a staff of 5 people to help with setup of tables, chairs, linens, place setting and then do all the cleanup and for our 90 guests. It was the best money we spent! The DJ had no problems with the timeline, he was super professional and he said he had tighter timelines to deal with in the past! We made sure to tell him that right in our initial interview. Our pro caterers had at least 4 people in the kitchen, with 4 servers. My florist set up the floral centerpieces with no help, though she had a friend help her take down the centerpieces and bunch the flowers to give guests to take home. The bartenders (3) setup the bar just fine as well, but again, we were paying them for that setup time on top of their service  during the actual wedding. We also had 3 people working for the venue who cleaned up as the night when on, managing the trash and bathrooms. So overall it took about 20 people to pull off the wedding for ~90 guests. And in reality they had until 7:15 to setup the dinner area because we had cocktails before dinner in the same area as the ceremony. The dinner area was on a separate floor, so they had almost three hours to get the reception ready while the ceremony + cocktail hour was going on. 


If it’s not in the budget to pay the pros for the setup, you’ll need to assemble a crew of family and friends. Start by talking to FI’s aunt about how many people she’ll need to help get the food setup, out to guests, and cleanup. How soon can people get in the venue to do the setup? The shorter the time, the more people you’ll need!




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