How to Set Up a Special Event

Introduction: How to Set Up a Special Event

I will be teaching you to set up a room for a special event! I take you from a simple Banquet Event Order sheet through the full execution of the set up! This information is the most important information needed to make the upcoming event a success in the eyes of the host!

Step 1: Banquet Event Order (BEO)

Before you begin you must study the BEO. It will outline the upcoming events specific details.
Date, time, host, type of function, room set up, table set up, timeline, food and beverages.
Reading the BEO is the only way to know how to prepare and execute the event.

Step 2: Organize All Materials Needed

Once you have read the BEO you must gather all necessary items.
Tables and chairs
Linens and linen napkins
Stemware, flatware, chinaware
Salt/pepper, spoons, water pitcher, saucers, and finishing touches
*These items would need to be rented for an event of this caliber. You would want to check the pricing if your local rental companies to make sure you are not overspending to get the items your client is requesting.

Step 3: Tables and Chairs

You will set up the tables and chairs according to the instructions shown in the BEO.
This event wants round tables with 6 chairs each. They also want the tables and chairs off the dance floor.
When setting a table you want each chair to be equidistant from each other.

Step 4: Table Linens

You have to select the correct color and size of linen. The BEO will indicate the color. Depending on the desired tables you may need to choose a few different sizes.
This event choose black standard linens.

Step 5: Folding the Napkins

The BEO will specify the color of napkin to use, how to fold the napkin, and the number of guests needing napkins.
This event wanted the "trifold". The napkin fold can vary from event to event.

Step 6: The Folded Napkins

Once the napkin is folded it is to be placed on the table.
As you can see from the photo you should be placing a "trifold" napkin with the point facing the middle of the guest chair. It should also be 1 inch from the edge of the table. The placement of the napkin will vary depending on the fold.

Step 7: Putting the Silverware on the Table

This event is having a served dinner with a served salad. That means each seat will need a salad fork, dinner fork, and butter knife.
All silverware must be shined before setting it on the table. The salad fork is placed to the left of the napkin and even with the far left point. The dinner fork is to the left of the salad for but placed 1 inch lower than the salad fork. The knife is placed to the right of the napkin with its blade to the left.
The silverware should make a visible table setting only as wide as the back of the guest chair.

Step 8: Putting the Glasses on the Table

All glasses should be shined before placing them on the table. The stem of the glass should be at the top of the knife. The BEO will also state if other glasses are to be preset for the event.

Step 9: Putting the Dressing Saucers and Spoons on the Table

The BEO will indicate what type of food will be served. This event has a served salad which means dressings will need to be preset on the table. At the 3pm' O clock position on the table you should have two saucers next to each other. The soup spoons used as a ladle are to be placed on the edge of the saucer. The handle of the spoons should both be facing to the right.

Step 10: The Last Two Items

The last two items that go on every table are full salt and pepper shakers. They are positioned at the 9' O clock position on the table. There is also a Bread and butter plate at the 12. ' O clock position to hold the water pitcher.

Step 11: The Finishing Touches

The finishing touches are the most fun! They can be chair covers, table runners, favors, and added embellishment! Once these final touches are in place your event room is guest ready!!

Step 12: Disclaimer

Never move heavy tables and chairs by yourself. Always ask a coworker to help you move large or awkward items needed in the set up of the room.

Step 13:

Step 14: Hilton Graden Inn Wedding Set Up

December 13, 2011

Be the First to Share


    • Big and Small Contest

      Big and Small Contest
    • Make It Bridge

      Make It Bridge
    • Game Design: Student Design Challenge

      Game Design: Student Design Challenge



    5 years ago

    As I was watching the video, I was wondering how many people are typically involved in setting up the room. Also, how long would it take to set up a room that is the size of the one in the video?


    5 years ago

    Where does the wine glass go when the water glass is already above the knife? Adding a video on how to fold the napkins would be a great addition. Also, how to make some of your fun and easy centerpieces would be a great addition to your channel. Good work!

    DIY Hacks and How Tos

    Wow. That is a bit more involved that I would have thought. It gives me a little more respect for event planners.


    5 years ago

    Really cool setups! Does the price go up quite a bit when adding chair covers? Also, the chairs in the last picture look like they had a very nice back, is that a special order, i.e. does the company own all the different chairs or rent out if they need something atypical?