Ever wonder what actually goes on behind the scenes at a wedding? Our events team are the first ones in and the last ones out, making sure every single detail is dialed in so the couple (and their guests) can just show up and enjoy. So, here’s a peek behind the scenes of what went down for R + C’s wedding. From early morning setup to late-night dance party, here’s how we helped bring their vision to life on the venue’s side of things (and kept things running smoothly every step of the way).
Morning: Unlock, Unload, and Haul
We start early. First thing? Unlock the venue and bridal suite so the wedding party can start getting ready. This couple rented their tables and chairs through us, so we had them delivered the night before.
Our setup crew already cleared out any furniture the couple didn’t want, so our first big task of the day is hauling everything—tables, chairs, linens—up to the second floor and placing them according to the floor plan. Once the tables are set and dressed, they’re ready for the florists and decorators to work their magic.
Meanwhile, we’re also setting up chairs in the ceremony space and double-checking every corner to make sure the space is clean, polished, and picture-ready. With so many moving parts on wedding day, there are bound to be things you just can’t plan for. We field all kinds of last-minute requests from both vendors and clients—like grabbing an extension cord for hair dryers or filling pitchers of water for the florist—and we’re always ready to jump in and handle whatever pops up.
Midday: Set, Style, and Snack (Briefly)
This couple also booked our in-house catering, so we set the buffet with chafers, plates, and everything in between. We fold napkins, polish silverware, and place water goblets on each place setting. We also make sure the bar menus up, do one last venue sweep to see if we missed anything, and set up any extra add-ons like a coffee and tea bar or our famous living-champagne wall.
Once we’ve finished all our prep, we sneak in a quick bite and hydrate—because the real action is about to start.
Afternoon: Guests, Vendors, and Ceremony Time
As guests start arriving, our team splits up. One of us hangs out by the gate with our security staff to welcome guests and help anyone who needs elevator access. Another team member checks in back upstairs and offers a helping hand to other vendors for the finishing touch if needed.
Once the ceremony kicks off, we help manage flow—aka we politely hold latecomers at the elevator so they don’t walk in during the processional. We keep eyes on everything so as soon as the ceremony ends, we can swoop in and flip the space. For this wedding, that meant moving the ceremony chairs over to the reception area during cocktail hour.
Evening: Cocktail Hour Hustle & Dinner Setup
It’s all hands on deck to clear out the ceremony chairs as quickly as possible so guests can filter outside to cocktail hour.
Our bartenders keep the drinks flowing while our food runner is on deck to make sure appetizers never run low—constantly checking and refilling as needed so guests are never left hungry. We keep guests in the Lounge during this time so that we can move the chairs unobstructed, as well as giving vendors the space to complete finishing touches to the reception area like lighting candles. Our team also starts bringing food from the kitchen to the buffet, and preparing this for service. This includes putting out menu cards, lighting the sternos, and placing all the serving ware and spoon rests.
After cocktail hour, we help transition everyone to the Main Bar for dinner. Once the grand entrance and speeches wrap, it’s time to serve. Our team plate the proteins at the buffet line to keep things moving and make sure everyone gets their fair share. Our team finally leaves the buffet once everyone has been served.
While guests eat, we finally get a second to grab some food ourselves to re-fuel for what’s next. If the couple has opted for any of our extras (like our cake-cutting service or Nintendo Switch station!) these are next up on our to-do list.
Night: Party Switch-Up & Tear Down
Now for the big transition: moving guests downstairs to Rabbit Hole for the afterparty. This is no small feat and involves our entire staff. We’ll take multiple trips to help guests down the elevator and assist anyone needing extra help onto the lift in Rabbit Hole. Meanwhile, vendors are tearing down decor, collecting signage and gifts, and wrapping up their setups.
We also break down the buffet, toss linens into the wash, and move tables back into storage. Once the dinner tables are cleared, we also have to bring these downstairs so they’re ready for rental pickup. Since The Circ Bar does reopen to the public later that night, we also have to reset all our original furniture and move that back upstairs.
Afterparty & Clocking Out
When the dance party in Rabbit Hole is in full swing, we hand things off to our night crew. A host manages the door (no party-crashers on our watch!), and our day-of event assistant stays to make sure the rest of the night runs smooth.
By the end of the night, we’re definitely exhausted—but it’s the best kind of tired. We truly love what we do. We love celebrating love, and we’re honored to play a part in one of the most meaningful days in a couple’s life. Getting to provide this one-of-a-kind, all-in, immersive venue experience is something we’re incredibly proud of!
Quick Note
Just an FYI – our team manages the venue, not the wedding itself. While we’re happy to help out wherever we can, our services are not the same as a wedding planner or day-of coordinator. If you want someone dedicated to managing your timeline, vendors, and personal details, we highly recommend hiring a professional coordinator. Here’s a list of our favorites that we know our venue and that we’ve worked with before!
For more on the differences between a wedding planner and a venue coordinator, check out our FAQ page here.
210 Events | Ann Arbor | Event Venues & Weddings 