Setup Crew Responsibilities

The setup crew plays a vital role in preparing the event space, with responsibilities varying based on the venue and event type. The event timeline dictates when they arrive on-site, typically aligning with the florist’s arrival for smooth coordination.

The responsibilities of the setup crew typically include the following:

• Setting Tables

  • Arrange tables according to the event floorplan.

  • Ensure proper spacing and alignment for smooth service flow.

• Setting Linens and Place Settings

  • Lay out linens, ensuring they are wrinkle-free and properly aligned.

  • Set out place settings (plates, utensils, napkins, glassware) with precision.

  • Ensure all items are polished and pristine; repolish if necessary.

• Double-Checking Chairs

  • Verify the correct number of chairs per table as specified by the client or floorplan.

  • Align chairs neatly and adjust for uniformity.

• Furniture Setup

  • Move furniture (tables, chairs, podiums, etc.) as per the event floorplan.

  • Ensure all pieces are positioned correctly and safely.

• Setting Up Ceremony Chairs

  • Arrange ceremony seating, making sure rows are straight and spacing is adequate.

  • Confirm accessibility and any special seating requirements.

• Double-Checking Details

  • Conduct a final walkthrough to ensure everything matches the client' s specifications.

  • Look for missing items, misplaced décor, or anything out of alignment that may impact the event's flow.

• Adapting to Venue Challenges

  • Some setups may be labor-intensive, especially in venues with large spaces, limited access, or complex layouts. The crew may need to navigate stairs, tight spaces, or challenging logistics.

  • Consider the venue when picking up setup shifts.

• Communication with Service Team

  • Relay any important setup notes or adjustments to the service team to ensure seamless transitions during the event.