Wedding Day Timelines: When to arrive and What Happens During Setup?

Wedding Day Timelines: When to arrive and What Happens During Setup?

 

When to arrive?

Our best advice is to arrive on time to your venue, whatever that time is! The worst thing that can happen on this day that you’ve spent tens of thousands of dollars on and countless hours planning, is that you arrive late and miss precious time with your photographer and quality time with your wedding party. The amount of times we see this happen in a given month is unfortunate. Many times some of your wedding party members are from out of state, and if you’re late to arrive, you’re sure to begin the day stressing out and missing out on quality time with them.

 

The #1 reason brides are late to their wedding venue is that their hair and makeup appointments weren’t booked early enough in the day, creating an unrealistic timeline that doesn’t account for any unforeseen delays. From experience, we do not recommend hiring the same hair and makeup expert to do the bride’s hair and makeup as well as all of the wedding party too. This just isn’t realistic unless you have just a couple girls in your wedding party. 

 

What Happens During Setup?

 

1) What Does the Couple Need to Do?

 

 

• Prepare for your Ceremony details in advance. 

If desiring a very detailed list of how to prepare for your ceremony, check out our “Ultimate Wedding Ceremony Checklist”.

• You should have already given your photographer a list of “requested shots”
• Know the timeline, but hand off the responsibility of maintaining that timeline with the Event Coordinator to your Maid of Honor or Best Man 
• Arrive on time

2) What Do the Venue, Wedding Planner/Coordinator, Designers, or Vendors Need to Do?

Venue or Event Coordinator Responsibilities

• Prepare all setup that is included in the venue rental or package
• Ensure all vendors know what time to arrive and any rules and procedures they must follow
• Ensure all detail items are set in place
• Greet and direct all of the vendors. Become the director for when the following happens:

 

• • Decor Rental Dropoff 
  • Decorating Team Shows up to Setup (Ceremony & Reception)
  • Wedding Flowers are dropped off
  • Photographer’s arrive
  • Videographer arrives
  • Lighting professionals arrive
  • Wedding Cake is dropped off
  • Candy or Dessert Table Vendor arrives
  • Officiant Arrives
  • DJ arrives to setup
  • Catering is Dropped off or Setup
  • A Band?
  • Photo booth vendor
  • Event Coordinator Conducts a Meetings with staff and all vendors for smooth execution

Planners and Designer’s Responsibilities

• Setup and Decorate Ceremony & Reception Ballrooms

Photographers to Capture Photos of:

• The Bride and all her photo requests 
• Wedding Dress
• Accessories, shoes, rings, veil, tiara, 
• Flat Lays
• Bridesmaids alone with bride
• Groomsmen alone with groom
• Same sex couples alone with their wedding party
• Bride getting ready
• Groom getting ready
• Fun photo shots with wedding party
• Family photos with bride and groom alone
• Celebratory Drink shots
• Bride’s Glamour shots 
• Groom’s alone shots
• A First Look

 

Vendors

• Should have previously contacted the venue to comply with set up times and rules or procedures.
• Arrive on time

 

 

If a DIY option, and all of the stress involved in that is not for you, come check out The Bella Sera Event Center.

 

Our approach delivers:

Expertise and Experience

Reduced Stress

Cost Savings

Time Savings

Convenience and Ease

Consistency in Service

Customization Options

Guest Experience is fun

Peace of Mind

 

 

Book a tour today at

Bella Sera Event Center

Written by Denver Wedding Venue Owner – Elisabeth Montoya