Careful planning and preparation are key to any successful event, whether it’s a corporate tradeshow or a backyard celebration. Two easy to overlook steps that are in fact crucial to a stress-free event are the actual setup and tear down.
Tips for Faster, Easier and Stress-Free Event Setup & Takedown
Transforming a space for an event and then returning it to its original state is no easy task, especially without the right planning, organization and crew to help. Here are our tips for a smoother setup and teardown to help you with your next big event.
Plan Ahead
Creating a detailed, step-by-step timeline to map out your setup process will ensure no steps are missed and that everything is done in a logical sequence. Start with foundational elements like tents and stages, then move on to tables, décor and seating. Break down each task into manageable chunks, allocate enough time for each task, assign roles and responsibilities ahead of time and share it with the entire team so everyone is on the same page. Reverse the order for your breakdown plan.
Scout Out the Venue
If you familiarize yourself with the venue well in advance of the event, you can save yourself from a lot of day-of surprises. Pay attention to the layout, areas that are designated for specific tasks such as storage and setup, note of where outlets and lights are located as well as any potential hinderances or hazards such as uneven ground, narrow hallways or restricted areas. This can help you develop a strategic layout for your event that works with the venue for an effective setup and teardown.
Use The Right Equipment
The right tools, equipment and supplies can really streamline the whole event setup and teardown process. Things like portable carts, lifting equipment, power tools and extension cords can significantly reduce physical strain and the time it takes to set up before and break down after an event.
Stay Organized
Maintaining an organized inventory of equipment and supplies will help ensure a smooth event set up and teardown. Organize, label and pack items systematically to prevent confusion and delays during set up. Bins and boxes should be categorized and labeled as well so you can locate the supplies needed easily and return it after the event. We also recommend a system for checking items in and out. This helps ensure nothing gets misplaced or left behind at a venue.
Clean As You Go
A proactive approach to cleanup will help you maintain a tidy, organized and stress-free event. It also reduces the amount of work you’ll have during teardown. Put things back when you are down with them, bundle up extra cords, and make sure you have adequate and well-marked places for dirty dishes, trash, recycling, etc.
Make Sure You Have Enough Hands
Nothing adds to the stress of an event more than having too much to do, too little time and no one to help, so make sure you have enough people to handle all your setup and tear down tasks. If you don’t, consider hiring some. When you hire a Couple More Guys™, we come ready with the brains, the brawn and a truck full of tools to make sure your setup and teardown goes as smoothly as possible. Our two-person insured crews are experienced at setting up everything from tables and chairs to event tents and stages.
Set Up Quicker & Tear Down Easier with Couple More Guys™
What goes up must come down and we can help with both. Let us tackle your heavy, awkward and time-consuming event setup and teardown tasks. Our hired hands are happy to help set up and tear down tables, chairs, staging, tents, dance floors, tradeshow booths and more. We can even help move and arrange furniture before and after events and parties. Schedule a event setup and teardown crew online.