A Stress-Free Wedding Day Starts with Smart Planning and Preparation — Your guide to DIY Wedding Delegation at The Elliot
Photo Credit: Angie Renee Photo
Thinking about a DIY wedding? That’s fantastic—and totally doable with the right plan in place! We’re here to support you every step of the way. Just remember: if you’d rather be sipping champagne and smiling for the camera than setting up centerpieces, you’ll need to create a delegation plan.
To help make your day at The Elliot as seamless as possible, we’ve created a guide outlining everything that needs a point person. Items in bold are non-negotiables—make sure these are covered. The remaining items are highly recommended to keep your day running smoothly.
Who is responsible for what?
Your DIY Delegation To-Do List:
Photo Credit: Mikayla Heinen Photography
the pre-wedding day prep
Create a schedule or run-of-show for your wedding party, vendors, ceremony order, transitions to-and-from your cocktail hour and your reception.
Review your The Elliot Rental Contract for your prep time, event, and packaging timeframes.
Collect the delivery and load out timelines from your rental equipment, caterers, florist, and decor vendors.
Build in your make up and hair artist timelines and requirements.
Ask your florist about delivery of bouquets, ceremony decor, reception decor, and packaging.
Got entertainment? Ask your DJ or Band for their load in and arrival times and special needs.
Your caterer will have input on your food and beverage timeline.
Share the schedule with your vendors & answer their questions.
Fill in your personalized The Elliot Wedding Worksheet, so that you can have the building ready for you, your guests, and anticipate your vendor arrival and departure times. Don’t forget to submit your bar order!
Draft your floorplan with the caterer and The Elliot team. Share floorplan with all vendors.
the ceremony rehearsal (if applicable)
Your officiant may or may not manage your ceremony rehearsal. If they are a newbie or it doesn’t come with their package, assign someone to:
Provide direction to your wedding party and guests, i.e. assign them to tell everyone what to do and where to go.
Answer questions about best practices and take note of in-the-monent changes.
Line up your wedding party and cue them to walk down the aisle.
Guide your wedding party and family in how you want them to recess from the ceremony and where they will go next.
Delivery reminders and timeline for your wedding day.
Photo Credit: Tyler James Photography
your wedding day morning + pre-ceremony prep
Assign someone to:
answer questions that pop up from your vendors or wedding party.
snack duty - both ordering/bringing and cleaning up.
keep track of time. This is someone in your wedding party/close by to ensure the wedding party and your VIPs (parents, kids, etc) arrive at their next mark on time. They may help by reminding you that there is “10 minutes to first look!” or “you have 15 minutes to ceremony time.”
ensure your preferences and plans are upheld (keep the bride and groom separate, remove wedding party from the room for first look, tidy up your space for photos, ensure boutonnières are on and bouquets are delivered).
gather your wedding party and family for first looks, portraits, and photos.
adjust lighting and sound check before the ceremony begins.
set up your ceremony decor. Some common items include:
Programs
Guest Book & Card Box
Signage
Seating Chart
Memorial Station
Florals - check in with your florist to see what they can offer.
store and organize your reception decor for the ease of the room flip, if applicable.
monitor that vendors have arrived on time, set up per desired instructions, and call/run interference if issues arise.
the ceremony (if at the elliot)
Assign someone to:
answer questions that pop-up from your vendors or wedding party.
cue the pre-processional and processional music.
monitor the guest arrivals and ceremony to hold or cue the start of the processional.
direct guests to reserved seating.
line up your wedding party for the ceremony. Don’t forget to check for vow books and rings (or anything else that needs to get down the aisle)!
cue your wedding party when to walk down the aisle.
greet your wedding party at the end of the processional direct them to photos or next destination.
remind your officiant to sign the marriage license.
the cocktail hour
Assign someone to:
answer questions that pop-up from your vendors or wedding party.
set up cocktail hour decor (signage, florals, candles).
remind you and the wedding party where they need to be next (reception first look, line up for grand entrance).
direct your guests to the cocktail hour destination.
notfy your photographer when the room is ready for first looks and room shots.
Photo Credit: Meghan Media
flip the ballroom from ceremony to reception/ set up for the reception
Your caterer will place out your chairs, tables, linens and place settings. You will need to delegate someone to do the following tasks as they apply to your floorplan, decor, and timeline plans:
Answer questions that pop up from your vendors.
Set out placecards, menu cards, or any other table or room signage - in some cases your caterer can do this.
Place florals and other decor (candles, votives, frames, etc) on your tables or throughout the room - in some cases your caterer and/or florist will do this or some of this, be sure to check what is included in their scope of work.
Place out desserts or cake - in some cases your caterer or baker can do this.
Move your arch or other ceremony decor that is being repurposed in another location.
Collect and store ceremony items that are no longer needed, such as reserved seating, ceremony-only decor, or extra programs.
Ensure your floorplan, reception wishes, room lighting, uplighting, decor, and desserts are set as you wish.
the reception
Your caterer will pack up your chairs, tables, linens and place settings at the end of the night. You will need to delegate someone to do the following tasks as they apply to your floorplan, decor, and timeline plans:
Assign someone to:
answer questions that pop-up from your vendors.
line up your wedding party for grand entrances - sometimes your DJ will do this, check to see if this is in their scope of work.
cue DJ, photographer, videographer, entertainment, and caterers for important timeline moments, such as speeches, cake cutting, and special photomoments.
cue your parents and wedding party for important moments, like first dances and speeches.
keep the DJ, photographer and caterer informed of any schedule adjustments or changes.
set out late night snacks or accept deliveries (if your caterer cannot) or set out favors.
hand tips to assigned vendors and thank them for their time.
the exit
Assign someone to:
coordinate any last dance moments or photo exits (sparklers on the stairs or group photos).
call your shuttle, car, or uber so it’s ready when you are finished packaging and prepared to leave.
Photo Credit: Falorio Photography
post-event packaging
Assign someone to:
answer questions that pop-up from your vendors.
break down all personal decor, package your gifts and bouquet, and collect your food to take out to your car or assigned vehicle.
dispose of all florals that are not being used and package all rental items that require cleaning or packaging (floral vases or candle sticks, for example).
Photo Credit: Nina Taryn Photography
Keep in mind, The Elliot provides you with a venue coordinator/s from open to close on your wedding day. They are there to open and close the building, greet you, accept deliveries, ensure guest safety, support anyone using the wheelchair lift, control the temperature/lighting, answer questions about the building, and check in our services (bar, valet, shuttle, security).
Our team also helps you in the preparation of your big day. We can provide vendor recommendations, attend your catering walk through to support your floorplan creation, order your tables, help you with your bar order, schedule your wine tasting and engagement photo session, and provide advice and suggestions.
elliot events
The Elliot’s in-house planning & coordination team offers a variety of services guaranteed to provide a seamless and stress-free experience on your wedding day. Whether you envision a grand wedding celebration or an intimate cocktail party, Elliot Events will partner with you to curate an unforgettable experience tailored to your unique style & preferences.
For this romantic wedding reception, Elliot Events provided guidance on the reception run of show, set up of the reception and lobby space, and coordination of all vendor arrivals while the couple was offsite at the wedding. Vendors were communicated with during the event, including cues. We packed up their personal items and had the car ready for their departure.