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In previous posts I talk about the installation schedules for your wedding tent, lighting, flooring, generator and bathrooms. The rest of your wedding vendors will generally load in and set up on the wedding day. The arrival of these professionals needs to be scheduled with forethought.
Sometimes the tables and chairs, and some of the other rental items, can be delivered the day before the wedding. This will depend on the weather forecast, and whether the delivery of these items will encumber the other set ups on the wedding day. You can have tables and chairs dropped. But these items should be placed in an area where other vendors don’t have to work on the wedding morning.
Wedding Day Set Up
If your lighting wasn’t completed before the wedding day, it should be completed before the caterer arrives. The lighting tech needs to move their ladder freely around the tent, and not be encumbered by tables and chairs. The lighting technician will stick around to tweak the overhead lighting once the tables and flowers are in their final place. If you are doing any draping as part of your decor, that will usually also be done before the caterer arrives. Other than that, your rentals and your caterer will typically arrive first. A caterer will need a minimum of three hours to set up before your ceremony is set to begin. If your alcohol is not coming with the caterer, it should arrive within an hour of the caterer’s arrival. The bartenders need time to get it chilled before guests arrive.
Your florist should plan to set up the dinner tables about an hour after your caterer arrives. This allows time for the tables and linens to be set up. The floral designer can also arrive earlier and work on your other decor while the caterer works on tables and linens.
Depending on the type of entertainment you have hired, arrival times for the musicians will vary. Bands usually need at least two hours to set up and sound check. You will want the sound check to finish before any guests arrive to your property. This may mean that you will have to pay the band an additional fee for an early set up. DJs should arrive a minimum of an hour before your guests do. Live musicians hired for the ceremony or cocktail hour should arrive and set up before your guests arrive.
Your cake should arrive at least thirty minutes before the guests are set to arrive. If it’s a warm day and your cake has buttercream frosting, you will want to keep it in the air-conditioned home until it is time to cut it.
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Check out my foundational home wedding blog posts about utilities for your backyard wedding, and making a smart transportation plan for your backyard wedding.
