I'm Freaking Out! Did I Not Plan Enough Time For Set Up and Take Down?

disturbedkitty

I posted a similar thing on the budget boards, but I wanted to be a little more venue-specific. My FI and I want to rent the Schmidt house. It's around 150 an hour. We have the budget to rent it for six hours.Will this be enough? We plan on renting the venue from 12:30-6:30 and we plan on starting the ceremony at 2. This gives us about an hour for set up, a half-hour period before the ceremony where guests may show up (which will give us time for before-ceremony pictures), 45 minutes for the ceremony, 15 minutes for the receiving line, about two and a half hours for the reception (it is a cake and punch reception, no dinner is being served), and an hour for clean up. My mother seems to think we need 3 hours for set up and 3 hours for take down, but I don't have enough to pay for ten hours! I have looked at many venues and this seems to be one of the cheapest ones in the area. Is my plan reasonable? If not, what are some other options? Have any of you found cheaper venues? How long are you renting your venue for? 

disturbedkitty

I am really stressing out over this, so I really appreciate your help! Thank you all so much!

Tygirljojo

We have our venue for 10 hours, but we're also having a cocktail hour and dinner reception.  Honestly, set up time depends on how many helpers you have setting up and how complex your set up will be.  The simpler it is, the quicker it will be (think CPs, decor, etc).  Also realize you're only allowing a 1 hour window for vendors to arrive and deliver stuff - check with your vendors on what window frame they need.  To me, it is cutting it a bit tight.  I also would anticipate more than an hour for pictures - maybe start pics at another location then move to the venue?  Can you add a couple extra hours to the rental time for an extra $$/hr fee?

disturbedkitty

We might be able to rent it for set up and take down at a smaller rate (85 an hour) because the 150 rate is for over 50 people. I might look into that. Does anyone think the venue will do that?

sarack

I agree with PP. Set up time will really depend on how many people  are setting up, what the space looks like before and how much decorating you are doing.

If your mom thinks you need extra time, is she willing to shell over the cash??

I totally think you can do it. I did a wedding last month where I had to set up a ceremony and reception area for 35 people basically by myself in an hour. This included bringing the cake up myself, the ipod dock, taking furniture out of one room and the chairs out of another, filling 30 vases with water.. lighting candles, setting up centerpieces/favors, candles, all the decor she had, i also got ready, told the place where to put stuff and what to do.. prepared flowers, and was sorta an usher all at the same time. If you have like 5 people doing it, I think you'll be good.

Don't stress, everything always works out.

Tygirljojo

Have you already booked with them?  If not yet, you might have some bargaining power on your side.  Simply state "We need an extra two hours for set up and clean up, but we also need to stay within our budget.  Can an extra two hours available to book at a different rate?" or something like that.

disturbedkitty

We haven't booked yet. We only have about 80 chairs to set up (my FMIL won't give us even an guess of how many of her friends she thinks will be attending, so this is a rough estimate). We have about ten chairs and linens to set up, and a few jars of candy to put out. 

disturbedkitty

I just called the venue- They won't book at the cheaper rate. However, the person on the phone said that an hour for set up and take down would be just enough for what I was wanting. 

Tygirljojo

What's your venue budget again?  And less than 100 people?  South end?

KST_

Sounds like your set-up isn't too elaborate. As long as you get a few hands on deck and since the venue lady said it sounded fine for time, I think you should be ok. You definitely won't have enough time for pictures if you do them all there, so you need to start somewhere else and only do a few in the house.

So they charge a cheaper rate for smaller guest lists? I looked and their info says they do. Therefore, I think it's totally not right that she said she won't give you the cheaper rate for extra set-up. You MIGHT try having your MOH or someone call and pretend their asking about their own event and getting pricing and have them ask about that option. If she gives allows it for your spy, then you know they DO do it and can come back at her with more confidence.

jennuinne

I think an hour is enough for clean up, especially with some help.  That's what I'm planning.  An hour for set up makes me nervous, but if you have a small wedding, simple set up and not many vendors to coordinate, it might be OK.  You will need other people to be in charge and be fast.  If its just chairs, linens and candy jars, that should be easy enough.

sarack

I think that KST is right. I'd def talk to a manager or something. You should totally get the cheaper rate since people won't be there. I would definitely try to bargain. You won't have 50 people there so you should get the 85 rate.. end of story.

disturbedkitty

She said it has to do with the wear and tear on the property. If I am setting up for over 50 people, I have to pay the price for over 50 people. My venue budget is $900 (not including tax). The place is in Tumwater.

KST_

I'm sorry, but that is beyond BS. The wear and tear of over 50 people only occurs WHILE the 50+ people are there!!! If only 10 people are there setting up over 2 hours, that's 10 people. Ok, this is ticking me off and the only thing not making me call is that I'm an anti-phone person. ((Ladies???))

dstolz0417

The Steilacoom Town Hall is only $100/hr + $250 deposit you get back 10 days after the wedding and a $90 cleaning fee. It's a little cheaper than what you are looking at and a little more north then Tumwater. It's capacity is 150 ppl. They book up really fast though so it might be hard to get your date! Just an idea though...