Who Does What? A Breakdown of Your Wedding Day Vendor Roles

May 28

If you’re planning your wedding, especially for the first time, it can be confusing to figure out who does what when it comes to setting up your big day. And trust me, you’re not alone. One of the most common questions I get from couples is: “Wait, who sets that up?”

Here’s the thing, your wedding is a true team effort. While every vendor plays a key part, there are four main vendor groups who handle the majority of your wedding day setup: your coordination team, your catering team, your florist, and your venue team.

So let’s break it all down clearly. Below is a guide to what each of these groups typically takes on during setup:

Wedding Planners, Coordinators, & Their Team

We’re your setup captains and timeline hawks. Whether you’ve hired us for The Bespoke package, The Essentials package, and everything in-between, our job is to make sure every piece of the day comes together, especially your personal touches.

Here's what we typically set up:

Place cards & escort cards
Table numbers
Printed menus
Seating chart
Card box
Guest book
Welcome signage
Ceremony programs
Personal decor items (like candles brought by the couple, framed photos, or keepsakes)

We’re also the ones making sure everything (and everyone) is in the right place at the right time. If you brought it yourself and it’s not food, florals, or rentals—it’s likely our team setting it up.

Caterers

Your catering team isn’t just serving the food, they’re key players in your setup too. Especially if you’re having a plated meal or formal table scape.

Here’s what your caterers are typically responsible for:

Setting up the space with tables, chairs, and linens (if the venue doesn’t do it for them)
Setting the table: plates, chargers, glassware, flatware, napkins
Pouring champagne or water before guests arrive
Serving the meal and clearing plates
Cutting and serving the cake (yes, it’s usually them!)
Handling any kitchen or behind-the-scenes cleanup

Depending on your venue or rental package, your caterer may also help with linen placement and final table resets. In addition, your catering team will be able to flip the space in case your reception space also has to be your ceremony location due to inclement weather.

Florists

Your florist is the artist of the day, the one who turns your vision into a blooming reality.

Here’s what florists generally handle:

Designing and arranging all personal florals (bouquets, boutonnieres, corsages)
Delivering florals to getting ready spaces and ceremony site
Installing floral arches, aisle markers, or ceremony backdrops
Placing centerpieces and floral décor on reception tables
Styling bars, lounges, signage, and cake tables with blooms
Designing and setting up candles (pillar candles, votives, hurricanes, etc.) as part of the tablescape and ambiance

If it has petals, stems, or candlelight—they’re the ones making it beautiful. Just remember that larger installations or candle-heavy designs take time and early access to the venue is often essential.

Venue Team

Your venue team is often responsible for the foundational pieces—opening the space, placing in-house tables and chairs, and ensuring the site is ready for vendors to arrive.

Depending on your venue, they may handle:

Unlocking and prepping the event space for setup
Setting out venue-owned tables, chairs, and linens
Managing restrooms, trash removal, and behind-the-scenes maintenance
Overseeing parking or site-specific logistics
Coordinating with all other vendors for access and loading zones

Some venues are full-service and do much more. Others are more hands-off and strictly manage the property. Always clarify what’s included before the big day!

Final Thoughts

Weddings are a beautiful collaboration, and while it might seem like magic, it’s really about logistics, communication, and a well-synced team. As your planner, part of my job is making sure all these moving pieces come together effortlessly (and that you don’t have to lift a finger).

If you’re unsure who’s doing what on your day, don’t be afraid to ask—we’re here to clarify, coordinate, and calm the chaos so that all you have to do is soak it all in.