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Setting up tables with Guests in the room

MeetTheLarasMeetTheLaras member
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in Wedding Etiquette Forum
Hey there - 

My wedding was originally supposed to be a backyard wedding at my FMIL's house. About a week after invitations went out, there was an.. interesting.. event that forced us to relocate the wedding. The wedding is Oct 1 and this event took place in mid-August. We were lucky enough to find a venue that we could afford (even though a venue wasn't in our budget) and sent out Change of Venue cards the day after booking.

Unfortunately, we were originally supposed to have two floors at this new venue, but we were recently informed that we would only have access to one floor. We just got this news. And it's too late to find another venue, nor can we afford another venue. 

Our guest list was created when we were having a backyard wedding. We invited 110, knowing that we could easily accommodate everyone. The problem is that now we have a different venue and we are now down to just one room. 

So far we're expecting 69 guests to be attendance (I never thought I'd be so grateful for "Regretfully Decline" RSVPs).

We have to hold the ceremony and reception in the same room. We have enough room to set up the ceremony chairs and have tables set up for ~50 people. The room is on the 3rd floor of a walk-up. So asking guests to vacate the room for a quick room flip would mean everyone would have to walk down stairs and stand on a main road in Newark, NJ (I live here.. and I don't even want to do that). 

My question: Would it be too disruptive to set up the remaining tables while guests were still in the room? We would need to set up about 3 more tables where the ceremony chairs would be set up. 

And obviously.. if I could go back in time and plan accordingly, I would do so. But I'm wondering if anyone has dealt with this, or has ideas on how to keep guests happy during this process. 
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Re: Setting up tables with Guests in the room

  • TrixieJessTrixieJess member
    1000 Comments 500 Love Its Fourth Anniversary First Answer
    Why can't you have the tables set up and have people sat at them during the ceremony? I've been to a couple of weddings like this and they are just as beautiful.
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  • MeetTheLarasMeetTheLaras member
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     TrixieJess said:
    Why can't you have the tables set up and have people sat at them during the ceremony? I've been to a couple of weddings like this and they are just as beautiful.
    I considered this option, but the venue is a very narrow art gallery space. Which I absolutely fell in love with when I first saw it because I love the idea of one giant rectangular table that everyone sits at together. 

    Unfortunately, there wouldn't be enough space to create an aisle with tables on both sides.
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  • MeetTheLarasMeetTheLaras member
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    eileenrob said:
    Ditto I'd try to have some apps out across the room to at least move guests over a bit.  If this venue hosts weddings often I'm sure that the staff will be able to change the room quickly and quietly.

    Props for being so roll-with-the-punches considering your setbacks.  Nice breath of fresh air from the posters we get having a meltdown over having to invite two extra people or something like that  B)
    We're the first wedding in this venue! Which is probably why it was such a gorgeous venue that we could afford. haha. But I think if we can make it streamlined with the decor, it shouldn't be too loud (I hope). 

    And thank you. It's been a fun ride figuring out this wedding stuff! I just needed some reassurance on this point.
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  • [Deleted User][Deleted User] member
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    Can you have the tables already set up but just pushed in the corner? So that way all you have to do is just move some stuff around? It'd be better than actually having to cart new folded up tables over with everything to put on it. 
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  • MeetTheLarasMeetTheLaras member
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    Ironring said:
    Can you have the tables already set up but just pushed in the corner? So that way all you have to do is just move some stuff around? It'd be better than actually having to cart new folded up tables over with everything to put on it. 
    My fiance suggested that. But I wasn't sure how messy it would look? We'd have to have tables side by side against the wall, since we need every inch of the room's width to fit the chairs and aisle. 
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  • [Deleted User][Deleted User] member
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    MeetTheLaras said:
    Ironring said:
    Can you have the tables already set up but just pushed in the corner? So that way all you have to do is just move some stuff around? It'd be better than actually having to cart new folded up tables over with everything to put on it. 
    My fiance suggested that. But I wasn't sure how messy it would look? We'd have to have tables side by side against the wall, since we need every inch of the room's width to fit the chairs and aisle. 
    I think I'm missing something but I don't understand how it'd look messy....
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  • MeetTheLarasMeetTheLaras member
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    This shows how narrow the room is. We really only have room to have a long table. Which worked perfectly when we were having the ceremony in the other room. 


    This is the widest part of the room. Which is where we wanted the ceremony to take place.

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  • MeetTheLarasMeetTheLaras member
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    edited September 2016
    Ironring said:
    MeetTheLaras said:
    Ironring said:
    Can you have the tables already set up but just pushed in the corner? So that way all you have to do is just move some stuff around? It'd be better than actually having to cart new folded up tables over with everything to put on it. 
    My fiance suggested that. But I wasn't sure how messy it would look? We'd have to have tables side by side against the wall, since we need every inch of the room's width to fit the chairs and aisle. 
    I think I'm missing something but I don't understand how it'd look messy....
    I think it's probably just me. My bridesmaids swear it'll be fine, but they are too nice and always say everything is great anyway. haha. 

    In order to have enough room for all the ceremony chairs, there can't be any tables at all in that area. Not even pushed against the wall. So we would have to have one table against the wall. And the other table right up against it. Although I suppose that wouldn't look bad.
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  • photokittyphotokitty mod
    Moderator Knottie Warrior 5000 Comments 500 Love Its
    Who is going to setup the tables and go looking will it take? There's no rule saying the aisle has to be down the center. We had our ceremony avid reception in the same room, but the table were set and hidden with pipe and drape. It only took the venue staff 10 mins to flip the room.
    :kiss: ~xoxo~ :kiss:

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  • MeetTheLarasMeetTheLaras member
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    photokitty said:
    Who is going to setup the tables and go looking will it take? There's no rule saying the aisle has to be down the center. We had our ceremony avid reception in the same room, but the table were set and hidden with pipe and drape. It only took the venue staff 10 mins to flip the room.
    That's what we thought when we were found out we were only getting the one room, but the access to the room and the restrooms are located in a way that makes it impossible for us to drape off one portion of the room. 

    We're setting up the tables the night before. And then I am hiring two people to come in and help with getting the vendors upstairs and moving chairs. So I was thinking about having them help with the tables as well. 
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  • short+sassyshort+sassy member
    Knottie Warrior 10000 Comments 500 Love Its 5 Answers

    PPs have given some great advice.  I also don't think it would take long or be a big deal to have staff or people you've hired set up three tables.  It sounds like most of your guests will be down at the other end getting their cocktails around that time anyway.

    Despite some of the challenges you're facing with it, your venue looks beautiful!  I like the exposed brick walls.

    Wedding Countdown Ticker
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  • SP29SP29 member
    Sixth Anniversary 2500 Comments 500 Love Its 5 Answers
    I think it's fine to have the remaining 3 tables set up with guests in the room.

    I agree- start your cocktail hour, ideally on the other end of the room and guests will wander over and be out of the way.

    If there is anywhere you can leave the tables already set up (if you even have room to carry them in that way!), have your linens already on the table ready to go. Centerpieces, dishware and cutlery in a box ready to go.

    3 tables won't take long at all.
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  • OurWildKingdomOurWildKingdom member
    2500 Comments 500 Love Its Third Anniversary 5 Answers
    edited September 2016
    ThisShamanluvsaMage said:
    I'm having both ceremony and reception in one room.  I decided to do the reception set-up and just have guests seated at tables for the ceremony.
    That seems the best way to do it.

    ETA: Oops, I didn't read the rest of the responses before replying. Your space is gorgeous, and PPs gave you some great ideas.
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  • MeetTheLarasMeetTheLaras member
    100 Love Its 10 Comments Name Dropper First Answer
    Thanks everyone! I'm definitely feeling better about this process now. 
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  • Knottie1458661404Knottie1458661404 member
    5 Love Its First Comment
    My venue is the same way - ceremony and reception in the same room. The ceremony will take place, and then the guests will be directed to the bar for cocktail hour on the other end of the room while the caterers set up the tables. I think it's totally fine! Nothing to hide, and I don't think it's rude or distasteful in any way. This would be a good time to have toasts, receiving line, or cocktail hour so that the guests would be involved in something else and not just waiting around.
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  • simplylaurelsimplylaurel member
    Fifth Anniversary 25 Love Its 10 Comments
    Hey OP. Sounds like a tough break! Good for you for thinking on your feet and working the venue out!

    I may be misunderstanding you, but if most of the dinner seating is one long table with chairs on either side, can you take the chairs from one side, push the table all the way to the wall, make small rows of two chairs for the ceremony, and have the aisle be on the side of the room away from the table, along the wall? That way, set-up for the reception would just be picking up one column of chairs, pushing the table out, and then setting the chairs up on the other side of the table, and setting up the other 3 tables, and viola. I agree with PP's, this could happen quickly and easily during cocktail hour, especially since you took the initiative of hiring additional set-up.
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  • OurWildKingdomOurWildKingdom member
    2500 Comments 500 Love Its Third Anniversary 5 Answers
    Yay! Glad it worked out!
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