Hiring professionals in their area of expertise is SO IMPORTANT.
In the past, I’ve carried and set up tables and chairs, assisted with arranging and tearing down a floral installation, and set up 80+ pillar candles and hurricane vases for ceremony and reception. These opportunities truly grew my appreciation for the professional vendors I work with EVEN MORE.
As newlyweds, you definitely won’t have time to do any setting up before the ceremony or any cleaning up at the end of the night. Your focus is to enjoy your morning while getting ready with your favorite people and being present for every single moment of your wedding day. It flies by very quickly, trust me!
Having friends or family members responsible for these duties is not something we suggest either. Our professional team of vendors are there to serve you and your guests to make sure everyone enjoys the day without having to worry about the details.
When creating your budget, it’s important to account for delivery, setup, and breakdown fees. That way, you never have to worry about all the moving parts because the people you hire and trust are experts in their field!
A brief breakdown of some of the day-of duties specific to vendors – including delivery, setup, and breakdown:
Note: There are a few overlapping duties depending on who you hire. Some vendors in the same category may offer an additional set of services.
Planner
- Set up personal items – welcome sign, seating chart, guestbook, favors, place cards, menus, programs, table numbers, framed photos, dance floor and grand exit items
- Oversee vendor arrival, setup, and breakdown to make sure everything aligns with your vision
- Take care of everything behind the scenes in a calm manner
- Ensure all events of the day and transitions are seamless and on time
- Ensure you and your guests have the best day ever
- Assist with questions through the day
- Pack personal items and load them into designated friend or family member’s car at the end of the night
Photographer & Videographer
- Capture all the big and little moments – candid and formal
- Ensure everyone is relaxed in front of the camera
- Ensure all the requested photos are captured
- Get creative on capturing details and special elements
- Be with you through the entire day to make sure they don’t miss anything
Florist
- Floral installations – ceremony arch, statement pieces for signs/bar, reception centerpieces and ceiling installations etc. (& if you’re in Texas and it’s summer, they do all of it in the Texas heat, 100+ degrees!)
- Source and set up candles, vases, arches
- Come back at the end of the night to take down any installations and items they bring
Rental Company
- Pipe and draping
- Lights (chandeliers, string lights etc.)
- Tables – if not included with venue package or specialty tables are needed
- Chairs – if not included with venue package or specialty chairs are needed
- Table linens
- Tabletop: napkins, utensils, drinkware, plates
- Arches
- Come back at the end of the night to take down anything installed/that belongs to them
Venue
- Set up chairs, tables, furniture included with venue package according to floor plan
- Take care of logistics on what’s available, where to set things up, loading zone, troubleshooting anything related to the venue etc.
DJ
- Set up audio: speakers, microphones
- Organize playlists with knowledge of what songs set the mood for certain events through the day and make sure they’re played at the correct time
- Make sure they are on the same page as the planner on timing of events through the day
- Make announcements when necessary
- Set up photobooth if it’s offered under the same company
- Take down and pack all gear that they bring
Caterer
- Set out utensils, drinkware, plates
- Prepare and cook high-quality food to serve you, your spouse, guests, and vendors specified
- Serve food in the table order specified by the couple
- Refill beverages if requested
- Cut cake to serve
- Pack extra food for you/guests to take home
- Bus tables; clean up food and beverage-related items at the end of the night
Calligrapher
- Set up place cards, menus, table numbers, programs, large seating chart
- Come back for items that were rented depending on prior pick-up/drop-off arrangements
The last thing we want you to feel is stressed; with a trusted team, your full attention can be on enjoying one of the biggest and best days of your life!
Featured:
Photography: Alicia Yarrish Photography
Floral: Moonstruck Florals
Venue: The Peach Orchard
Dress: Lillie Mae Collection
Rental: Your Butler’s Pantry
Model: Johonna