How to Ensure Your Venue is Set up Correctly For Your Wedding Day

Tables at a wedding reception decorate with wood boxes of flowers.

Especially if you don’t have a wedding planner, one big worry you may experience as a bride is surrounding the set-up of your wedding venue. Of course, you’ll want to do everything you can to ensure that everything is set up the way you intend it to be. After so much careful planning, it’s understandable that you want the aesthetic to match exactly what you’ve envisioned. During the hustle and bustle of a wedding day, you will undoubtedly be busy and not able to oversee the set-up entirely. However, that doesn’t mean you can’t ensure that your venue is set up to perfectly suit your tastes. Use the tips and tricks below to make your venue set-up worry free, even if you’re not present for every moment of it!

Assign a Point Person

If there’s someone close to you or even in your wedding party that can act as a reliable point person to oversee venue setup, this will help greatly in ensuring that everything is done perfectly. Ask this person to check in at certain parts of the day to verify that things are being set up as they should. Share with them your exact vision before the big day so that they know what to look for. Choose someone that won’t be too timid to tell venue employees when they need to change something to match your expectations. If this point person is willing to roll up their sleeves and help with setup, that’s even better.

Package Materials Strategically

If you have items that you’re handing off to people at your wedding venue to set up for you on the big day, make sure that you pack them up and hand them over strategically. That means labeling things clearly, putting things that need to go together conveniently in the same container, and making it nearly impossible for them to goof it up. The more convenient, the better. Remember that venue staff may be pressed for time and balancing an abundance of tasks the day of, so keeping things simple for them will be effective as well as greatly appreciated.

Document the Details

An outdoor area decorated with vintage lanterns and white and yellow ribbons.

The more details and communication you can provide surrounding how you want your venue to be set up for your wedding, the better. Write out all of your expectations in a way that’s easy for personnel to quickly read. For instance, put notes in a bulleted list. Alternatively, create diagrams that precisely depict how items should be set up. Print out multiple copies of these lists, providing the venue with one master document and then placing the individual instructions with all applicable items that are to be set up specifically for easy access.

Provide an Overview

In addition to those nitty-gritty details, you’ll also want to provide your venue with a general overview of all the items that you expect them to set up, too. Create a master checklist that details key information and lists every item that needs to be tended to on the day of. Also include on this document the timeline for the day and what time each piece must be completely set up by for quick reference.

Include Pictures

A seating area set up at an outdoor wedding reception with vintage furniture.

If you’re able to, provide your venue with photographs of mock setups of the tables and other decor. This will do wonders in aiding whomever is setting up your ceremony and reception areas to match your vision. If you don’t have any photographs, provide the venue and your vendors with inspiration pictures found on sites like Pinterest to give everyone a general idea of the aesthetic you’re going for.

Communicate Ahead of Time

Before your wedding day, determine who the venue’s point person is who will oversee the coordination of your day. Sit down with them and discuss your expectations and the details of your vision. They’ll be a reliable resource for those working on your event’s set-up, so you’ll want them to have a clear understanding of what you’re expecting from the look and feel of your venue.

Trust Your Vendors

At the end of the day, remember that your vendors are professionals and you hired them for a reason. These individuals have the experience and skills needed to create the day of your dreams, so let them do just that! As tempting as it can be to micromanage every aspect of your venue set up, as long as you provide the tools and direction they need, you should be able to trust that they will totally nail the set-up.

As long as you follow these tips, you can rest easy with the knowledge that your wedding venue will be set up perfectly. All that’ll be left for you to do is enjoy your beautiful wedding day and prepare to be wowed when you see your vision come to life.

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