How to prepare for setting up a reception?

Why plan the setup in advance?

Setting up a reception is an essential step to welcome guests in the best conditions. Tables, chairs, marquees, lighting, sound systems, video projectors, gas heaters, and refrigeration equipment must be installed in a logical order to save time and avoid issues on the day of the event. Effective preparation allows you to check the equipment, organize spaces, and anticipate potential difficulties related to the venue, weather, or traffic.

Establishing a precise schedule

Start by noting down delivery times, setup times, service provider installation times, and guest arrival times. Your schedule should cover, in order: equipment delivery, marquee assembly, table and chair installation, buffet setup, decoration, sound system connection, lighting setup, video projector installation, gas heating check, refrigeration equipment startup, and finally, the final cleaning. Always allow for a buffer in case of delays: a setup completed just before guests arrive leaves little time to fix any mistakes.

Coordination, the key to success

One person should coordinate the entire setup: they follow the schedule, welcome service providers, and ensure each area is set up correctly. They must be familiar with the reception floor plan, equipment list, schedule, venue constraints, and provider contact details.

For a large reception, consider appointing several managers: one for furniture, one for technical aspects, and one for the buffet. This organization prevents everything from resting on one person and facilitates decision-making at critical moments.

Prepare and clear the venue

Before installing anything, clear the space: remove bulky objects, unnecessary furniture, obstacles, and fragile items. Locate entrances, exits, electrical outlets, water points, restrooms, and access points reserved for service providers. For an outdoor event, also check the ground type, presence of trees, shaded areas, slopes, and the overall condition of the terrain.

The order of installation: from major items to details

The barnum must be assembled first: the teams need a completely clear space to assemble the structure and carry out the fixings. Before assembly, check the available surface, soil stability, weather conditions, fixing points and distances from trees and buildings. Once the structure is in place, do not place the furniture inside before the assembly is completely finished, so as not to hinder the crew.

Then install the tables according to the planned layout, respecting the necessary space for guests, service and movement. Plan for dedicated tables for meals, the buffet, drinks, desserts, the welcome area and activities. Then place the chairs around each table, checking that they do not block walkways and remain sufficiently spaced out. Provide accessible seating, a children's area and armchairs in the lounge area.

Buffet, refrigeration and gas heating

Position the buffet in an accessible area but without blocking the entrance, exits or main walkways. Separate drinks from the main buffet if possible: this reduces queues and makes restocking easier. An outdoor buffet must be protected from sun, rain and wind — a barnum offers ideal protection here.

The refrigeration equipment must be installed before filling the buffet, in a stable, dry, ventilated space that is easily accessible to staff. Turn it on early enough so that it reaches the necessary temperature. Never place it next to a gas heater or any heat source.

The gas heaters rented by André Loc'Events are designed for outdoor spaces or well-ventilated barnums. Install them on a flat surface, in a clear area, at a sufficient distance from tables, tablecloths and decorations. Never completely close the barnum around the heater, do not move the device when it is operating and do not modify the connection without instructions from the provider.

Lighting, sound system, and video projector

Technical setup before the party

Lighting must be installed before the final decoration and cover both functional areas (entrance, buffet, toilets, stairs) and decorative spaces (dance floor, lounge area). String lights must be securely fastened and cables protected when crossing a walkway.

The sound system is set up after the main furniture: position the speakers to broadcast sound toward the guests without obstructing tables or walkways. If a projection is planned, install the screen in a spot visible from the main seats and test framing, focus, brightness, and sound before guests arrive.

Decoration, flow check, and testing

The decoration comes last: tablecloths, centerpieces, flowers, signs, garlands, and signage elements enhance the atmosphere without hindering movement. Avoid placing flammable decorations near gas heaters or electrical equipment, and ensure that exits, fire extinguishers, and outlets remain visible and accessible.

Once the setup is complete, walk through the reception as if you were a guest: check the entrance access, the paths between tables, the way to the toilets, the movement around the marquee, and the exits. A person with reduced mobility must be able to access the main areas without encountering obstacles. Then, perform a full test of every piece of equipment while the providers are still present: furniture stability, marquee, lighting, sound system, microphone, video projector, refrigeration, and heating.

Plan for a backup solution

Even a perfectly organized setup can be disrupted by weather, a breakdown, or a delay. Anticipate by planning: an indoor backup space, extra tables and chairs, an autonomous lighting solution, spare cables, and copies of presentations. For an outdoor event, monitor weather conditions until the last moment. A marquee, gas heating, and flexible organization allow for better management of changes in temperature or schedule.

Working with an event rental professional

A rental professional can advise you on the order of installation, quantities, and equipment configuration suited to your venue and program. André Loc'Events offers for rent: tables, chairs, high tables, marquees, garden furniture, lighting, sound systems, video projectors, gas heaters, and refrigeration equipment. The advice of an experienced provider helps avoid issues with sizing, flow, and safety that can spoil a beautiful reception.