As a wedding planner, you are the heart of your client’s wedding day vision. Yet, one common question is: who is responsible for setting up the wedding? Is it the planner, or is there a separate team for that? Knowing the answer is crucial, as it impacts your planning, client expectations, and workflow. In this blog post, we’ll break down the setup responsibilities, explore the planner’s role, and help you define expectations with your clients.

Who Is Responsible for Setting up the Wedding?

1. Understanding the Role of a Wedding Planner

First, let’s clarify what a wedding planner typically does. A planner is responsible for orchestrating the entire event, which includes:

• Coordinating with vendors
• Overseeing the timeline
• Managing the wedding budget
• Handling any unexpected issues

A planner’s job is to make sure that everything happens smoothly, but they are not typically the primary team for physically setting up decor, tables, or furniture. Instead, planners often manage setup teams or vendors who specialize in these tasks.

2. Who Handles Physical Setup at a Wedding?

Most weddings require a designated setup team to handle labor-intensive tasks. Here’s a breakdown of the different teams that are often involved in the setup:

• Venue Staff: Some venues have their own staff that handles table, chair, and initial decor setup. This is often included in the venue contract, but planners should verify what’s covered.
• Rental Company: If items like chairs, tables, or tents are rented, the rental company often provides a team to deliver, set up, and take down these items.
• Florists and Decorators: Floral arrangements and decorative details are usually handled by florists or decorators contracted for the event. They work within the planner’s timeline but typically have their own team to place centerpieces, bouquets, and other items.
• Lighting and AV Teams: If special lighting or audio-visual setups are part of the plan, these are handled by dedicated AV teams. These professionals ensure proper installation and manage complex setups.

3. What Is the Planner’s Role During Setup?

While planners may not be responsible for the physical setup, their role is still essential on the day of setup:

• Coordination: The planner serves as the point of contact for all teams and vendors. They ensure that each party knows where to set up and has the resources they need.
• Quality Control: Planners check that each vendor is setting up according to the plan and vision. For instance, they might confirm table settings, seating arrangements, or ceremony decor placement.
• Problem-Solving: Any unexpected issues (like missing decor, vendor delays, or rain) fall to the planner to address quickly, often by coordinating with the appropriate team.
• Timeline Management: From start to finish, planners oversee the timeline to ensure everything runs on schedule, from setup to takedown.

In short, planners don’t do the heavy lifting but orchestrate every detail to ensure that all elements align with the couple’s vision.

4. Communicating Setup Responsibilities with Clients

One of the most valuable things a planner can do is clearly communicate the setup process to clients. Some clients may assume that the planner is also responsible for setup, which can lead to misunderstandings or unrealistic expectations. Here’s how to clarify:

• Define Your Role in Contracts: Ensure your contract spells out what your responsibilities include and clarify who is responsible for setup.
• Outline the Vendors’ Roles: Let your clients know that the vendors they’re hiring, from florists to rental companies, will handle physical setup and takedown.
• Offer Setup Assistance If Needed: Some planners offer setup support as an additional service for a fee. If you’re open to providing a setup team, make this clear during consultations.

5. When Planners Take on Setup Roles

There are some cases where wedding planners might also provide setup services, particularly if:

• It’s a smaller wedding or elopement where hands-on setup isn’t extensive.
• Budget constraints mean fewer vendors are involved, and the planner is comfortable handling the additional tasks.
• DIY weddings often require more planner involvement, especially if clients are providing their own decor.

However, planners should weigh the physical and logistical demands before taking on setup tasks. For larger weddings, it’s generally better to leave heavy setup to dedicated teams, allowing planners to focus on overall event coordination.

The planner’s role is not to be a “one-person show” handling every setup task but rather to serve as the master coordinator. The ultimate goal is to create a seamless and beautiful wedding experience for clients. By defining setup roles clearly and having trusted setup teams, planners can focus on orchestrating an unforgettable day for the couple.

Remember, as the planner, your value lies in your ability to envision, organize, and ensure everything falls perfectly into place – without breaking a sweat moving tables. Set up your team for success, define roles clearly, and your clients will thank you for it!