DIY Event Planning

Let’s talk event planning and production logistics! Having a small dinner party is one thing, but hosting a large event such as a wedding is a whole different ball game. Pulling off this type of show is a major undertaking and we are here to help with your event rentals. Making the “behind the scenes” event production easier.

You’ve invited your guests and taken care of the pre-event planning, your ready for your special day, now what? Making a production timeline is critical, along with tasking each “behind the scenes” jobs with a start and end time. This timeline will coincide with your Event planning timeline (what happens and when).

How to Plan Your Event Layout and Flow for a Seamless Experience

A well-planned event layout and flow can make all the difference in ensuring a smooth and enjoyable experience for your guests. Whether you’re hosting a wedding, corporate gathering, or private party, taking the time to map out your space strategically will help everything run efficiently. Here are some key tips to consider when designing your event layout and optimizing guest flow.

1. Start with the Venue Layout

Before finalizing your setup, review the venue’s dimensions, entry points, and existing structures. Identify important locations such as restrooms, kitchen access, power outlets, and emergency exits. If outdoors, consider terrain, shade, and weather protection.

2. Define Key Areas

Break your event space into functional zones to help with organization and movement. Common areas include:

  • Entrance & Check-In: Ensure there’s a clear and welcoming entry point. If needed, have a designated area for guest registration or name tags.
  • Dining Area: Arrange tables and seating to allow for comfortable conversation and unobstructed pathways. Round tables promote mingling, while long banquet tables create a more formal dining experience.
  • Bar & Beverage Station: Position the bar in a central yet accessible spot to avoid bottlenecks. For large events, consider multiple drink stations.
  • Entertainment or Stage Area: Place the stage, dance floor, or presentation space where all guests have a good view without blocking major walkways.
  • Lounge & Networking Spaces: If you want to encourage casual conversation, set up small lounge areas with comfortable seating.
  • Photo Booth/Entertainment or Favor Table: Set up interactive areas in a spot where guests can participate without disrupting other activities.

3. Optimize Guest Flow

To avoid congestion, create clear pathways between each section. Consider the natural flow of movement by ensuring:

  • Wide aisles for easy navigation.
  • No major obstacles near food stations, restrooms, or exits.
  • A logical order of activities (e.g., cocktail hour transitions smoothly into dinner).

4. Consider Seating Arrangements

Your seating plan should match the type of event:

  • Formal Dinners: Assigned seating works best, especially for weddings or corporate events.
  • Casual Gatherings: Open seating encourages mingling and flexibility.
  • VIP or Reserved Sections: If applicable, make sure special seating areas are clearly marked.

5. Plan for Accessibility & Safety

Ensure your layout is ADA-compliant with accessible pathways and seating options. If using rentals such as stages or dance floors, confirm they are placed securely on level ground. Also, make sure exits and emergency routes remain open and well-lit.

6. Test the Setup in Advance

If possible, walk through your layout before the event to simulate guest movement. This will help identify any problem areas, such as tight spaces, awkward seating arrangements, or potential traffic jams.

7. Bathrooms & Exits

Whether using venue restrooms or renting portable options, ensure bathrooms are easily accessible, well-lit, and stocked with essentials. For larger events, consider signage to help guests find them easily.

7. Communicate with Vendors

Share your layout plan with vendors to avoid last-minute surprises. Caterers, DJs, photographers, and rental providers all benefit from knowing where they should set up to ensure a seamless event.

WHO DOES WHAT

Reviewing the questions below will determine whether you need additional help for your party rentals. Otherwise all tasks below are from your friends, family, planner or other vendors.

#1 When can we set the table rentals? Schedule the task of setting the tables 60+ minutes before your event. Place all table linens first, then place your china and decorations. Give yourself enough time for decorations and small details.

#2 How do the decorations get installed? Wedding Arch rental decor and aisle decor; schedule these decorations to be installed 20 minutes after the chairs arrive (if using a florist, they will want to know this timeline). For special table decor, schedule the decor after allowing 10-15 minutes for the person placing the table settings has started their task of putting on the linen rentals, if this is the same person schedule the time accordingly.

#4 Who will set up the props? If the props are rented, then schedule this person to be there when the event rentals arrive OR 60+ minutes before your event starts. Our delivery staff may be in charge of setting up the items, but you will need someone who knows exactly where they need to go to be onsite. If the props or games belong to you, make sure your team has setup instructions for this task that are clearly written to avoid errors.

A/V

All of our Audio Visual & Lighting Rentals are setup and tested by our delivery staff, ready to use. *Simply leave any AV rentals in place and in the ON position.

Consider Lighting for Functionality & Ambience

Lighting is crucial for both safety and atmosphere. Consider the following:

  • Pathway Lighting: Ensure walkways, exits, and restrooms are well-lit for nighttime events.
  • Dining & Lounge Lighting: Use string lights, lanterns, or candles to create a warm and inviting feel.
  • Stage & Dance Floor Lighting: Ensure proper illumination for speeches, performances, and dancing.
  • Accent & Decorative Lighting: Uplighting, fairy lights, and spotlights can enhance the overall aesthetic.

FOOD

How much does food cost per guest? If you are picking up prepared food from a restaurant or grocery store plan to spend at least $35-70 per guest. For hired catering professionals or private chefs plan to spend anywhere from $120 to $400+ per person depending upon the type of food served, this fee typically includes not only food but prep and service labor onsite (these costs vary by area).

Generally you can rely on your catering professional to provide food management and minor event planning. It’s always a good idea to know what to negotiate when it comes to catering staff provided.

CATERING

We suggest:

  • 2 Servers per 25 Guests for Seated Dinners
  • 1 Catering or Event Staff per 30 Guests for Buffet Dinners
  • 1 Busser per 30 Guests (to clear dishes)
  • 2 Bartenders per 100 Guests
  • 1 Hightop per 10 Guests

#5 Who will set up & replenish the buffet self serve stations? Even if you have booked wait staff with dinner served to the table, there are likely a few self serve options at most events. If you have self serve options, make sure you have tasked someone to replenish the items when they get low.

#5 Who will bus the dishes and when? Busing the tables (removing dishes) should happen throughout the night if you have a buffet or after each course if you will serve your guests. *Discuss this with your caterer, this is generally part of their fee. Make sure the items get rinsed and re-packed in the crates throughout the night to avoid breakage.

When you have a catering company, make sure it’s clear that all china rentals and glassware rentals must be rinsed and repacked in the crates ready for pickup when the delivery truck arrives. If you do not have a catering company, you will need to task this cleanup so that it happens before our delivery staff arrive for your scheduled pickup.

DRINKS

How many drinks per person at a wedding? Your caterer or bartender is an expert and can generally advise you on about how much alcohol you’ll need at your wedding. However, unless your crowd consists of really heavy, or really light, drinkers, a good rule of thumb is two drinks per guest in the first hour and one drink per hour every hour after that. To accommodate any non-cocktail drinkers, estimate one bottle of wine per eight guests, remembering that white wine tends to be more popular than red. Therefore if you have 100 guests and your event is 5-10pm you will need 500 servings of alcohol, which could look like this; 14 1L Bottles of Alcohol, 150 beers, 38 bottles of wine, 13 bottle of champagne for toasting, *Average cost for alcohol at is $8-10 per person per hour (these costs vary by area and alcohol selection).

One Drink = 1.5 to 2 ounces of liquor, 5 to 6 ounces of wine, and 12 ounces of beer.
Champagne Toasting = 1/2 glass or 3 ounces each guest (8 servings per bottle)
750ml size bottle = approximately 25 ounces.(regular size wine and liquor bottle)
1 Liter size bottle = approximately 33 ounces (middle size liquor bottle)

Glassware rentals depend upon the drinks you decide upon. We carry a large selection of glassware rentals including rocks glasses, champagne flute rentals and all those in between.

FINAL CLEAN UP

#5 Where will my props and decorations go after my event? At many events, the host will announce that guests are welcome to flower, balloon style props or parting gifts. This announcement should be made 30 minutes before the planned end of your event. Ask your team to remove table decorations no less that 20 minutes before the scheduled rental pickup. All table and chair rentals should be ready for pickup and clear of any items.

*We suggest having flat cardboard boxes handy if you plan to keep decorations or purchased linens. This will make transport of your items easier or if your event is at home, you can easily sort through your decorations later.

#6 What do I do with all the Trash? All events have trash, which is why people rent trash cans. Trash may need to be cleared every hour depending upon the amount of plastic/paper or cans that your event has or catering/bartender needs. Trash can rentals are picked up empty, so task trash removal to either the catering company or another helper.

Ask the venue where to put trash during the event (this may be outlined in your rental contract). Task trash cleanup to one person and have extra plastic trash bags for easy replacement. **Trash removal is not included with your trash can rentals.

#7 Who will break down the party rentals? When planning an event, it’s important to know who is responsible for breaking down and preparing rental items for pickup. The answer depends on the level of service you’ve booked. Here’s a breakdown of what to expect:

Budget or Curbside Service

If you’ve selected our Budget or Curbside Service, you are responsible for stacking all rental items at the designated parking area for pickup. This ensures a quick and efficient retrieval process.

AV, Wedding Arch, Stage, Dance Floor, and Tent Rentals

For larger, more technical rentals like audio/visual equipment, wedding arches, stages, dance floors, and tents, our team will handle the breakdown and removal. These items should be left in place for our staff to manage safely.

Premium Site Services

If you’ve booked our Premium Site Services, all tables and chairs can remain as they are—our team will take care of breaking them down.

Handling Specialty Items

For all service levels, catering staff, event planners, or your setup team should take care of properly packaging specialty rentals, including:

  • Tablecloths – Place them in the provided bags.
  • Glassware, China, and Decorations – Return them to their designated crates or boxes.

For small events, a planner, friends, or designated helpers can assist in completing these steps to keep things organized.

Final Thoughts

A well-thought-out event layout improves the guest experience, reduces stress, and allows your event to run smoothly. By considering guest movement, seating arrangements, and accessibility, you can create a space that feels organized and enjoyable for everyone.

If you have any questions about your rental breakdown responsibilities, feel free to reach out. We’re happy to assist!