Event Setup Crew: Pre-Event Staffing Checklist

Planning Your Setup Crew and Timeline

Setup crew is where professional events take shape. The crew members who arrive first and work before guests arrive are often unsung heroes—they transform empty venues into functional event spaces and set the stage for everything that follows. Proper setup requires careful planning, adequate staffing, and clear coordination. The size of your setup crew depends on your event scope, but as a baseline, allocate one setup staff member for every 2,000-3,000 square feet of venue. A 10,000 square foot event space typically requires 4-6 core setup staff. For complex events with elaborate décor or technical requirements, double that number. Always build in buffer time and extra staff for the final hour before doors open—that's when issues emerge and surprises happen. For more details, see our setup & breakdown role resource. For more details, see our load crew role resource.

Load-In Timeline and Scheduling

Create a detailed load-in timeline and share it with your setup crew well in advance. Provide a specific start time (usually 4-8 hours before event start, depending on complexity), completion target, and estimated shift duration. Break the day into phases: initial inspection and space clearing (30 minutes), large equipment placement (1-2 hours), decorations and smaller items (1-2 hours), final setup and troubleshooting (30-45 minutes), and contingency buffer (30 minutes). Assign crew members to specific phases so everyone knows their role. For example, your "logistics team" handles all equipment receiving and placement while your "décor team" manages banners, centerpieces, and furnishings. Stagger start times if possible—have a small advance team arrive 1-2 hours early to assess the space and plan placement, then bring the full crew once initial scouting is complete.

Essential Safety Gear Requirements

Setup work involves physical labor, heavy lifting, and potentially hazardous conditions. Require all setup crew to wear closed-toe shoes with good traction—no flip-flops or sneakers with worn soles. Provide or require safety vests so crew members are visible in busy venues and to distinguish them from guests. For events involving ladder work, rigging, or electrical setup, require hard hats. Supply gloves (heavy-duty for equipment handling, nitrile for food service prep areas). If crew will be moving equipment in areas with potential trip hazards, provide safety glasses. Make sure your setup supervisor does a safety walk-through 15 minutes before crew arrives to identify hazards like uneven flooring, low ceilings, or obstacles in pathways. Brief all crew on these hazards during your pre-shift meeting.

Equipment Handling and Movement Best Practices

Improper equipment handling causes injuries and delays. Establish clear protocols: crew must never lift items heavier than 50 pounds solo—always use a buddy or equipment dolly. For furniture and large items, use moving blankets to protect venue floors and prevent damage. Know the safe weight limits of tables, chairs, and staging equipment before setup begins. When moving equipment through narrow passages, assign someone to spot and direct. Use "wheels before stairs" as your mantra—any item on wheels should stay on wheels as long as possible. For items going up or downstairs, one person guides from the bottom while another stabilizes from the top. Mark any fragile items clearly and assign experienced crew to handle them. Keep pathways clear of equipment during setup to prevent tripping hazards and maintain access for emergency services.

Inventory and Equipment Verification

Before setup day, create a detailed equipment and materials list. As deliveries arrive, your crew checks them off against the manifest. This prevents discovering mid-event that a key item is missing. Assign one crew member as "inventory keeper" whose sole job is managing equipment arrivals, verifying counts, and flagging issues. Have them photograph damaged items immediately (broken furniture, dented equipment) so you have documentation if disputes arise with vendors. Test all technical equipment during setup—confirm lights work, microphones function, video displays power on. Identify any missing items immediately so there's time to source replacements. Don't wait until 30 minutes before guests arrive to discover a burned-out projector bulb or missing table legs. (See also: Walk-Through Requirements for Event Staff.)

Décor Installation and Quality Standards

Décor often makes the difference between "adequate" and "wow" at events. Brief your décor crew on the aesthetic vision before they start. Show them reference images so they understand style direction—are centerpieces whimsical or elegant? Should banners be taut and perfectly straight or draped for a more relaxed feel? Assign specific crew members to ensure consistency. One crew member should oversee overall aesthetic quality, stepping back periodically to assess how the space is coming together. Common décor issues: flowers arranged too casually, banners hung crooked, signage with typos or incorrect directional information. Have someone proofread all signage before installation. For venue entries and high-traffic areas, décor crew should ensure items won't obstruct sightlines or create safety hazards. Install decorations at head height so people can walk beneath them comfortably.

Food and Beverage Setup Requirements

If your event includes catering, the setup crew often prepares food service areas. Require setup staff handling food areas to wear gloves and ensure hands are washed before donning them. Set up food tables at the correct height—36 inches is standard for standing service. Arrange items in logical flow: beverages at one end, food in the middle, condiments and napkins at the other end, preventing traffic jams. For buffet-style setups, arrange high-traffic items (utensils, napkins) so people grab them without congestion. Ensure adequate spacing between beverage stations and food to prevent spills. If your event includes alcohol service, verify that proper glassware is stocked and that signage indicating proof-of-age requirements is visible. Set up water stations and soft beverages throughout the venue so attendees don't have to navigate to one location for hydration.

Technology and Audio-Visual Setup

Technology setup requires specialized attention. If your event includes presentations, stage lighting, sound systems, or video, assign experienced crew or hire dedicated AV technicians. Technology setup should happen in phases: before other crew arrives (to prevent interference), with time for testing before the final guest-facing setup. Have your AV lead create a detailed tech checklist covering power distribution, cable runs, microphone placement, monitor positioning, and backup systems. Run full technical rehearsals at least 2 hours before event start. Have backup equipment on hand: extra microphones, spare cables, backup projector bulbs. Brief non-technical crew about tech areas so they don't accidentally kick cords loose or move equipment. Mark all cables and transitions with tape to prevent tripping hazards and accidental disconnection.

Final Walkthrough and Quality Assurance

30 minutes before doors open, conduct a complete walkthrough with your setup supervisor. Walk the entire guest path: entrance to check-in to main event space to restrooms to exits. Note anything that looks incomplete, unsafe, or unaesthetic. Have touch-up crew ready to address final issues: re-tape crooked signage, straighten tablecloths, adjust lighting, add missing decorations. Verify that restrooms are fully stocked with supplies, that all signage is correct and readable, that emergency exits are clearly marked and accessible. Check that temperatures feel comfortable throughout the venue. Confirm that staff entrance/exit areas are separate from guest areas. This final walkthrough catches last-minute problems before they impact attendees. (See also: Event Sanitation & Cleanup Crew.)