Setting up for a wedding
can be very time consuming, and sometimes there is limited time, space, and
resources to get the event ready. It may be that the catering and rental
companies are not allowed into the building until a certain time, or another
event may be held preceding the one you’ve booked. Whatever the case, the
following tips will help make the process far less stressful and less time
consuming for all involved. Follow these practices to make the wedding setup
easy and swift…
Get
Organized
Long before the event, sit
down and draw out a floor plan and figure out your logistics. Gather all of
your best employees or volunteers, and ask for input on how to put on this
event in a timely and efficient manner.
Make checklists of
everything that is needed. Lay out the precise steps that will need to be taken
to accomplish all of the tasks, and be sure everyone is on board.
For example, when loading
vans and trucks, be sure to put items in the vehicles in the order needed from
front to back–or from front to back, depending on how the vehicle will be
unloaded. Be aware of that.
If possible, use software
to lay out your floor design to get the maximum usage from the space available.
Then you will be able to begin your set-up immediately upon arrival. The best
events are the ones where all the time and effort are put into the organization
of the function. The event should almost run itself if this is done
effectively.
Keep
Your Options Available
Realize that floor plans
don’t always fit the space they are intended for, and keep several options at
hand just in case. Deliveries don’t always arrive on time, and workers can be
late (Los Angeles traffic??) or may need to leave for emergencies. Remain
flexible, and always have a back-up plan for all aspects of the set-up.
Coordinate
with Vendors
Check and double check all
of the arrival times of the vendors. Review contracts and specifications
beforehand, too. For example, a band may require a specific amount of space for
their performances. You do not want to find this out the day of the event.
Rental companies will need exact sizes of the
tables you will need for your event. Check on food requirements for caterers,
electrical needs for special lighting, parking, and other requests and
requirements of all vendors used in advance for a smooth set-up in the space
that is provided.
Don’t be afraid to use
professionals. Table rentals from Los Angeles companies such as AAA Rents will
exceed all of your expectations with their expertise and assistance. (We’ll even
do all the heavy lifting for you — we deliver, set up, a ck up the equipment
afterward!)
Stay
Calm
Even though you may feel
you are playing “beat the clock,” it is important for everyone, especially
managers and supervisors, to stay completely calm. Other employees and
volunteers will feed off the high emotions that may erupt during the course of
this set-up, so be sure that those in charge stay calm, cool, and collected,
even if that is not how they feel inside.
Even if an aspect of the
space provided or the set-up goes south, having a level head that can motivate
other individuals and help come up with alternatives is vital during these
stressful times.
Doing as much work in
advance helps out. Create a plan, and manage the plan…the plan will manage the
people so you don’t have to!
Work
as a Team
Utilize individuals who
work well together. Putting together something of this size, magnitude, and
importance requires the experience, commitment, and stamina of all involved.
Everyone should be aware of their role in this important event and do t very
best to lete their tasks and more.
Pace
Yourself
As space is being
configured and the room set up, make a point to pace yourself. Don’t rush
around so much that important details are missed or work so slowly that the
room is not set up in time. Figure out how much needs to be done in the time
allotted, allow for emergencies and unexpected situations, and work in a steady
and productive manner.
Setting up a wedding in Los Angeles
can be very stressful, but following the above suggestions will make all the
difference in the world to all who are involved and to the final product. Your
clients will be so happy with the room and the set-up.
Never lose sight of the
fact that you are in the business of creating memories, and being cognizant of
what it takes to transform a room into a beautiful environment will help do
just that!
And if you need assistance
or equipment…call AAA Rents and Events!
