How Much Time Should You Leave for Setting Up Guest Tables at a Wedding (for 50–200 Guests)?

Setting up guest tables may seem like a simple task, but it's one of the most time-sensitive elements on your wedding day timeline. From unfolding linens to placing centerpieces, escort cards, and flatware, the process can be more time-consuming than expected—especially if you're working with a larger guest count. So, how much time should you realistically plan for setting up tables for a wedding with 50 to 200 guests?

Here’s a helpful guide to break it down:

Sarah Hall Photography

General Rule of Thumb

You should budget 1 to 1.5 hours per 50 guests for table setup—assuming you have a small team of 2–3 people setting up. The more helpers or professionals involved, the faster it will go!

Breakdown by Guest Count

50 Guests

• Tables Needed: ~6–7 round tables (assuming 8 guests per table)

• Time Estimate: 1 to 1.5 hours

• Setup Tasks: Linens, place settings, centerpieces, table numbers

• Tips: This size is manageable with a small team or even DIY if you're organized and start early.

  
  

100 Guests

• Tables Needed: ~12–13 tables

• Time Estimate: 2 to 2.5 hours

• Setup Tasks: Same as above, plus possible extras like favors or chargers

• Tips: Consider having at least 3–4 people assigned to setup, or hire your rental company or caterer to assist if available.

  
  

150 Guests

• Tables Needed: ~18–20 tables

• Time Estimate: 3 to 4 hours

• Setup Tasks: More tables = more decor! You'll need a focused, well-coordinated team

• Tips: Factor in time for troubleshooting (missing linens, uneven spacing, etc.). Professional support becomes more important at this size.

  
  

200 Guests

• Tables Needed: ~25–26 tables

• Time Estimate: 4 to 5 hours

• Setup Tasks: Full service table setting, custom decor, signage, etc.

• Tips: At this guest count, professional setup is strongly recommended. Consider scheduling the venue access the day before if possible.

Key Factors That Affect Setup Time

• Venue access time: When can you start setup?

• Level of décor: Basic setup vs. elaborate tablescapes

• Number of helpers: More hands = faster setup

• Experience level: A wedding planner or event staff will be more efficient than a group of friends

• Weather (for outdoor weddings): Wind or rain can slow you down significantly

Final Tips

• Have a layout in advance: Print or digitally share your floor plan

• Label everything: Clear signage on boxes, crates, and décor items saves time

• Use a checklist: Know exactly what goes on each table

• Delegate!: Don’t try to DIY everything—hire help if you can

Whether you're planning a small intimate celebration or a large reception, giving yourself enough time for guest table setup can make all the difference in ensuring a smooth and stress-free start to your wedding day. Plan ahead, stay organized, and you’ll be ready to welcome your guests in style. Happy Planning!

With Love,

Leor 🐝