Wedding On the Day Set Up

Thank you for the beautiful photo Roy Byrne

If you’ve ever met me you will know this. I can talk about weddings all day. I nearly hit my record on Saturday with back-to-back meetings that left me parched but happy.

Conversations focused around our last topic: the difference between wedding planning and wedding styling >

“But what if I just need something set up?” asked one very smart chickadee.

Such a good question! If you’ve hired a wedding planner + stylist or a wedding stylist only set up should be included. However you may be in another boat. Does this sound like you?

  • you’ve done everything yourself including booking furniture hire, props etc and have arranged to pick them up or have them delivered somewhere
  • you’ve booked a florist to create your reception and/or ceremony flowers
  • your ceremony and reception decorations are all completely DIY

You may not need an additional supplier to set these up for your. At least one of your suppliers can probably assist even if it has not been explicitly mentioned.

Your venue

Some of wedding reception venues will set up your place cards, menus, table numbers and wedding favors. If the set up isn’t complex some will even accept a sketch of the way you want things done and also oblige with positioning your flowers and prop hire items.

There should be somewhere in your contract that explains if some level of set up assistance is included or excluded from your booking. Regardless, it doesn’t hurt to kindly ask again. If your set up is not complex and you go about things in a nice, non-demanding way people are usually happy to help.

Your other suppliers

If you’ve booked a supplier who is providing a professional service – flowers, furniture hire and the like – they have most likely included a delivery and/or pick up fee on your invoice. Some suppliers have already factored in the set up of these items as part of this fee.

They will most likely ask for some direction from you the week prior. This may include asking for a sketch from you. For example – if you booked a florist to decorate your ceremony and reception they have most likely factored in set up in the quote.

Other suppliers will charge an additional labor fee if you actually want them to set the items up in a certain way, rather than just literally dropping them off at said location. (Certain furniture hire companies will only set up if you have someone there to oversee and direct).

The magic rule – ask! It is always good to kindly ask your suppliers if they can help. You should expect to pay a labor fee for their additional time. But this could save having to ask your guests to do it and of course, saves you the worry.

On the Day Coordinator

The essence of an On the Day Coordinator is to be there to oversee that everyone else is performing jobs to plan. They can’t be tied up physically doing stuff – they need to be free to answer phone calls and solve unforeseen problems.

This is especially true of more complex set ups. There is so much to oversee never mind trying to be the person actually doing it!

With all that being said – when a couple books my On the Day Coordination service we decide how best to utilize my service for them. Sometimes that means I can be there to set things up. There are a lot of different factors that determine if this is possible (such as access times, distance between venues, and complexity of the set up).

If you’re needing the extra help – or just want to know that it’s all taken care of – you can get in touch with me and we can chat specifically about your day >

Because I believe weddings are a unique time for intense love, optimism and hope. And if you are better informed and better prepared you will have a better chance to tap in to this joy. 

And more joy in the world is a good thing.

Happy Planning,


Found this helpful? Be sure to share the love on Facebook to help other couples like you. Because more joy in the world is a good thing.


Hi, I’m Amanda Vodic, principal planner at We Heart Events and founder of Wedding Planning Masterclass. I work with couples that are CRAZY EXCITED about creating beautiful, meaningful, all-kinds of wonderful weddings. I help you get more joy from the wedding planning experience - while making it feel like it’s so easy you could become one of the pros yourselves.

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