Main Hall Table and Chair Layout

What is this task?

Moving tables and chairs in the correct orientation, according to the layout.

Why does this task matter?

Tables could be oriented incorrectly and placed with the wrong number of chairs.

When does this happen?

Before event day, Event day – setup, During event, End of night, Post-event

Who is responsible?

Weekly staff

Reception crew

Flip crew

What do you need to do the task?

Main hall layout sheet

Tables + Chairs

Tote with extra table wheels, hammer, and pins (if stored tables need to be set up)

Step-By-Step

1. Look over the Main Hall layout. Collect a table and chair count.

2. If chairs are already at the tables, stack the chairs or move them out of the way if necessary.

3. Begin moving tables to match the layout.

4. If possible, line up the table wheels with the cracks on the floor or with the windows on the porch.

5. If there are not enough tables, set up tables from storage (see "how to set up stored tables" section).

6. Once all the tables are set up and aligned neatly and in line with each other, double check the chair count on Main Hall layout and add the correct amount of chairs to each table. For example, some tables may need 10 chairs while others may only need 9.

7. If there are not enough chairs to fill the Ceremony Site and Main Hall, ensure the Ceremony Site has the complete number of chairs, then fill the tables in the Main Hall with remaining chairs, starting at the tables closest to the Bar/Porch.

8. Store any extra chairs where they cannot be seen.

What does “done right” look like?

Tables are aligned neatly and in line with other tables, cracks in the floor, windows, etc.

Correct number of chairs at each table and on each side of the table.

Chairs are lined up even across from each other at the table.

Adequate space between chairs.

Chairs across from each other have an equal distance from the table.

Rubber feet are put back on the chairs if they fall off

Common problems or mistakes?

Not all tables may not have the same number of chairs and one side of the table may have more or less chairs than the other side. Note which tables have a different number of chairs.

Related tasks?

How to set up stored tables

How to break down and store tables

Setting up ceremony site

Anything else someone should know about this task?

Some of the wheels don't roll nicely, so double check that they are unlock before trying to slide the table across the floor.

Some tables do not move in a straight line, so another staff member should help to steer the tables.

If wheels become stuck and don't roll, lift the table a few inches off the ground so you don't make scuff marks.

If the wheels fall off the table legs, tilt the table onto its side and slide the wheels back in.

If there are not enough tables in the Main Hall, check the Catering Hall and Bathroom Hall for tables before setting up tables from storage.

Ensure that there are two 10 foot squares between the last table and the bar to allow for space in the bar line.

Be prepared to bring chairs in from the Ceremony Site to the Main Hall during cocktail hour if it is a large wedding.

Use your feet to measure equal distances between tables.

Chairs are bulky and heavy! Only carry what you can!