Updated: Nov 18, 2018
I find that a lot of couples have a vision in their head that they don't know how to relay to paper in a way that their set up crew can understand. Often times, that is because the couple forgets while planning that set up is not something they are going to be a part of. It is key to create an accurate, detailed, and easy to read and understand set up plan for you wedding.
A vital piece of your wedding day set up plan is your layout or site map. It is going to tell your set up crew (or hired staff) exactly where you want things place, how you want them orientated, and what purpose the items will serve. It is incredibly important to make sure that your wedding layout is accurate. This means measuring! Know the dimensions of the tables, chairs, and other furnishings you are bringing in. Know the dimensions of your wedding venue's rooms. Keep things to-scale as you are drawing it out. If your venue does not have a scaled site map or room plan, you can use Google Maps to get a relatively accurate map for outdoor spaces.
It is also critical to walk through your wedding venue to see the space in person with your set up plan in mind. Bring a tape measure, take measurements of anything you need to know (arbor heights, width between beams you will be draping from, room widths, furniture sizes). Take accurate notes. Measure and really think about where you plan to place any table or furniture. Ask the venue whether that spot is going to be blocking an emergency path. Think about how your guests will be using the space you are filling and whether you are putting too many items which would make the room feel cramped.
If you are working with a wedding planner or coordinator, be sure to ask them about what tools they may have available to create an accurate, detailed, to-scale wedding day site map. Bonus tip, those programs wedding planners purchase often are multi-use and will double as a way to organize your guest list and seating chart.
There is so much going on during your wedding day, and much of that happens at the same time. Creating an accurate wedding day layout and set up plan will ease your wedding day stresses, make it easier for your friends and family to know they are doing exactly what you want, and allow you to relax and enjoy getting ready!
Photos in this post are by www.joannamonger.com.