(Closed) Tell me about your set up logistics.

posted 7 years ago in Reception
Post # 2
1117 posts
Bumble bee
  • Wedding: August 2013

This probably won’t help you as we had a unique enue (a summer camp)

1. Our fee was for 24 hours, but we were allowed to come earlier and leave later as long as we stayed out of the way of campers leaving the night before our wedding

2. Um, we had 2 hours before our rental tchnically started, and I’m not sure how long everyone spent cleaning up after but maybe an extra hour or two then as well.

3. It took probably about 4-5 hours with 20 people to set up. But we had to transform 2 entire rooms, which on their own are very ugly and plain.

4. The bridal party helped set up as well as our parents and 6 couples that are family friends. Also Dh’s 2 12 year old brothers and the 6,9,and 12 year old flowergirls (who were surrisingly helpful!)

5. We were thinking of having the rehearsal the week before the wedding, and the camp director was planning to charge us for that. Father-In-Law and my dad would’ve argued us out of paying, but in the end we had the rehearsal the night before when our rental had already started.


Whether this is helpful or not, I have to say I really don’t think you can do set up as well as everything else in only four hours. Hopefully they’ll give you extra time for it!

Post # 3
1257 posts
Bumble bee
  • Wedding: October 2014

1. How many total event hours does/did your venue fee pay for?: 6 hours of party time in the base price.

2. Did you get additional free set up/clean up time? How much? As much as wanted for the day of, potentially more if needed if an event isn’t happening on the day before.

3. How long did it take you/how long do you plan for it to take you to set up? They set up for me. So I am not concerned.

4. Who helped you/who will help you set up? The….venue people. Whoever they are.

5. For those having the ceremony and reception in the same place—did your venue let you have the rehearsal there free of charge? Yes.


Post # 4
10044 posts
Sugar Beekeeper
  • Wedding: August 2012

I think 4 hours will be pushing it if there’s no setup time in addition to that.

1. I believe our venue price was for 5 hours, and we ended up paying to extend it an extra 2 hours. The ceremony was at 5, music ended at 10:30 and we had to be out by 11:00.

2. We did not get “free” setup time. We had to pay for however many hours we would be using the building.

3-4. Our wedding was in a historic building, so we had very little decor. The venue did chairs and tables, caterer did linens and tableware, florist did the flowers, etc. I believe they arrived ~1.5 hours before the ceremony started. I think all we did ourselves was set up the table numbers and escort cards basically.

5. Our rehearsal was included in the price.

I would also keep in mind that you probably need 30 minutes of time for your guests to arrive before the ceremony starts, and you need to be hidden before that unless you don’t mind being seen. I’d also find out if you get time to clean up afterwards.

Post # 5
89 posts
Worker bee
  • Wedding: February 2014

I don’t know if we had a unique set-up, or not, but 4 hours just doesn’t seem like much time. Is it only going to be for the reception, or for the ceremony also?

1. I had both my ceremony and reception at our venue. We had the site (offered both indoor and outdoor accommodations) for 12 hours on the day of. So we all got ready on-site, which was REALLY nice.

2. Because no one booked an event the evening before our wedding, we were able to set up for 5 hours the evening before. We did the rehearsal/set-up all in one. For clean-up, we only had to clear the tables. The venue put the tables and chairs back up. That didn’t take long, because everything went in the trash except the table cloths and decorations. LOL!

3. I had a planner, and had to accommodate about 300 guests, so what took the longest was setting up the tables for the reception. We had a lot of help, but it took us about 2.5 – 3 hours, I would say…

4. I had a coordinator, who brought all of the table cloths. The tables and chairs were provided by the venue. She helped, along with my Maid/Matron of Honor, the Bridesmaid or Best Man, groom, my parents, some friends of my parents, and one of the groomsmen. We had an outdoor ceremony, and the coordinator set up the chairs for the guests the morning of the ceremony. I don’t think it’s out of line to have your wedding party help with setting up and decorating the venue.

5. Yes ma’am. We didn’t have to pay anything to have the rehearsal there. We were allowed to have it the day before as long as another event wasn’t booked on that day. Otherwise, we would have to choose a different day of the week to have the rehearsal. We weren’t allowed to have the dinner on-site, because no one would be able to clean after. It all worked out, as upon completing the rehearsal, we went to a little cafe a few minutes from the venue for the dinner.

I hope this helps! Best of luck to you and congratulations!!!

  • This reply was modified 7 years, 4 months ago by AmandaJK.
Post # 6
731 posts
Busy bee
  • Wedding: June 2015

View original reply

Our fee pays for a little over 12 hours. Anything that we do not want to keep (want cleaned up/ thrown away) they take care of. We are hiring someone to pack everything up for us. To set up the night before (also acts as rehearsal) it is $100. We plan that it will take at least 3 hours to set up (night before) and have rehearsal/. Last minute details the morning of.  People at hall set up the tables, we have a decorator coming, a planner, a lighting person, and our selves/family/ friends. 


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