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Set up time.....

  • Writer: Wave Staffing Editor
    Wave Staffing Editor
  • 1 day ago
  • 2 min read
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Successful event staffing on the day depends on allocating the right amount of pre-event time for staff arrival, briefing, setup, and final guest-ready preparations.


The ideal schedule varies according to the type and size of the event, but clear guidelines and planning ensure smooth operations and excellent guest experience.


​

Key pre-event timings by event type

Event Type

Recommended Min. Setup Lead Time

Team Arrival & Briefing

Final Venue Prep Before Guests

Wedding

3–4 hours​

30–45 mins before setup

30 mins before guest arrival

Conference

2–3 hours

1 hour before setup

30 mins before registration

Dinner Party

1.5–2.5 hours

30 mins before setup

15–30 mins before guests

Staff arrival and briefing


  • Staff should arrive significantly before guests, allowing time for check-in, changing uniforms, and orientation to the venue.​

  • Briefings should start at least 30–60 minutes before setup work begins, covering responsibilities, schedules, venue layout, VIP protocols, and emergency procedures.​

  • For conferences, a 1-hour advance arrival helps technical teams and ushers manage AV or seating setups before delegates appear​


Setup details


  • Divide setup tasks by role: catering teams focus on tables and food stations, registration teams prepare check-in desks, and floor managers supervise overall readiness​

  • Ideally, full setups (tables, decorations, AV checks, signage) begin 2–4 hours before guest arrival for large events, and 1.5–2 hours for smaller gatherings​

  • A clearly communicated timeline ensures each team knows where to start and what must be finished before guests arrive.


Final readying for guest arrival


  • Schedule a checkpoint 30–45 minutes before scheduled guest arrival for a last walk-through.​

  • Tidy up spaces, ensure team members are correctly dressed and stationed, and let staff review the running order one more time.​

  • Any “quiet time” (e.g., 15 mins in dinner parties) can help the atmosphere settle and allow staff to welcome guests professionally and confidently.


Practical scheduling example


For a wedding where guests arrive at 2:00 pm:


  • 10:00 am: Key staff and suppliers begin arrival.

  • 10:15 am: Full team briefing and review of run sheet.

  • 10:45–1:15 pm: Main venue setup, AV checks, catering prep.

  • 1:15–1:45 pm: Final venue walkthrough and readiness.

  • 2:00 pm: Staff in positions as guests arrive.


Tips for efficient staffing


  • Build buffer time for unexpected delays, transport issues, or last-minute changes​

  • Use overlapping shifts if staff switch roles or leave before guest arrival.

  • Ensure everyone knows their protocol for VIPs, emergencies, and late arrivals​


Properly-planned pre-event staff timings drive smooth execution and guest satisfaction for all event types.​


To book staff for your next event - Events | Wave Staffing | Oxfordshire


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