SETUP & BREAKDOWN FEES

 

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​​​​​​​​​This includes table and chair coverings and embellishments, place settings, clear, gold or silver centerpiece vases, wedding aisle decor, markers for pews or chairs, as well as floral arrangements and decorations for receptions, social occasions, corporate gatherings, industry functions, and special events.

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To read more information about set up and breakdown or to DIY the set-up and breakdown, click here. 

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1.  SPECIALTY TABLES WITH OR WITHOUT COVERINGS

Examples of specialty tables are sweetheart table, head table, favors table, gifts table, in memory table, send-off table, cocktail hour hors d'oeuvres tables, and beverage or buffet tables.  In most cases, the white and gold King Louis Estate tables do not require coverings; however, 4-foot, 6-foot, or 8-foot rectangular tables do require coverings.  The fee for setting up each table is $1.00, and the fee for breaking down each table is also $1.00.

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2.  GUESTS TABLES & CHAIRS WITH OR WITHOUT COVERINGS

In most cases, the white and gold King Louis Estate table and chairs do not require coverings; however, 4-foot, 6-foot, or 8-foot rectangular tables and folding chairs, banquet chairs, and Chiavari chairs do require them. The fee is $0.50 for the setup of each guest table and chair, regardless of whether they have coverings or not. Additionally, there is a charge of $0.50 for the breakdown of each guest table and chair, whether covered or not.​

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COMMON CHAIR TYPES 

a.  Folding Chairs - Metal, Resin, Samsonite, Classic Lifetime and Contemporary Lifetime 

b.  Banquet Chairs - Round-top, Crown-top, Square-back, Pyramid Banquet and Full-back 

c.  Chiavari Chairs

d.  King Louis Estate Chairs 

 

CHAIR & TABLE EMBELLISHMENTS

Embellishments include chair bows, chair sashes, chair ties, chair bands, chair caps, flowers, brooches, buckles, Velcro-tied knot covers, and table runners (with or without rhinestone buckles), all are available at various rental prices.  Chair caps are specifically designed for Chiavari chairs. The cost to add (setup) embellishments is $0.25 each, and the cost to remove (breakdown) embellishments is also $0.25 each.   

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​3.  PLACE-SETTING INFORMATION

We can prepare up to 12 different place-setting styles:  Basic, Essentials, Brunch, Banquet, Breakfast, Casual, Informal, Buffet, Fine Dining, Formal, Five-Course, and Twelve-Course. Additionally, we offer custom porcelain Tea Party place-setting items for Afternoon Tea (served between lunch and dinner, i.e., 3 to 4 PM), High Tea (served between 5 to 7 PM), or Elevenses Tea, which is served at 11 AM.

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What you should remember when deciding which items to rent for your place setting needs is that it is essential to plan your menu first.  Otherwise, you may unintentionally rent tableware that will not be used.  The menus to consider include hand-held hors d'oeuvres for the cocktail hour and the reception meal. 

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PLACE SETTING STYLES

• BASIC:  Dinner Plate, Dinner Knife, Dinner Fork, Dinner Spoon & Tumbler - Cost $.50 per guest to set-up and $.50 per guest to break down

 

• ​Popular ESSENTIALS:  Charger Plate, Dinner Plate, Dinner Knife, Dinner Fork, Dinner Spoon & Tumbler - Cost $.50 per guest to set up and $.50 per guest to break down

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• BRUNCH:  Charger Plate, Dinner Plate, Dinner Knife, Dinner Fork, Dinner Spoon, Dessert Spoon, Dessert Fork, Butter Spreader, Pastry Plate, Fruit Bowl & Champagne Flute - Cost $.75 per guest to set up and $.75 per guest to break down

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• ​​Popular BANQUET:  Charger Plate, Dinner Plate, Dinner Knife, Dinner Fork, Dinner Spoon, Dessert Fork, Dessert Spoon, Cake Plate & Water Goblet - Cost $.75 per guest to set up and $.75 per guest to break down

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• BREAKFAST:  Dinner Plate, Bread Plate, Butter Spreader, Dinner Knife, Dinner Fork, Dinner Spoon & Tumbler, Coffee/Tea Cup & Saucer - Cost $.80 per guest to set-up and $.80 per guest to break down

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• CASUAL:  Dinner Plate, Salad Plate, Dinner Knife, Dinner Fork, Salad Fork, Dinner Spoon, Tumbler - Cost $80 per guest to set up and $.80 per guest to break down

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• INFORMAL:  Dinner Plate, Salad Plate, Dinner Knife, Dinner Fork, Salad Fork, Dinner Spoon, Tumbler - Cost $.80 per guest to set up and $.80 per guest to break down

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• BUFFET:  Dinner Plate, Salad Plate, Bread Plate, Butter Spreader, Dinner Knife, Dinner Fork, Dinner Spoon, Iced Teaspoon, Salad Fork, Water Goblet, Iced Tea Goblet, Coffee Cup & Saucer - Cost $1 per guest to set up and $1 per guest to break down

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• FINE DINING:  Dinner Plate, Soup Bowl, Salad Plate, Bread Plate, Butter Spreader, Dinner Knife, Dinner Fork, Dinner Spoon, Dessert Spoon, Dessert Fork, Iced Teaspoon, Salad Fork, Salad Knife, Water Goblet, Iced Tea Goblet, Red Wine Glass and White Wine Glass - Cost $1.30 per guest to set up and $1.30 per guest to break down

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• FORMAL:  Charger Plate, Dinner Plate, Soup Bowl, Salad Plate, Bread Plate, Butter knife, Dinner Knife, Dinner Fork, Dinner Spoon, Dessert Spoon, Dessert Fork, Iced Teaspoon, Salad Fork, Salad Knife, Fish Fork, Water Goblet, Iced Tea Goblet, Red Wine Glass and White Wine Glass - Cost $1.40 per guest to set up and $1.40 per guest to break down

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• FIVE-COURSE:  Charger Plate, Dinner Plate, Soup Bowl, Salad Plate, Bread Plate, Butter Spreader, Dinner Knife, Dinner Fork, Dinner Spoon, Dessert Fork, Dessert Spoon, Iced Teaspoon, Salad Fork, Salad Knife, Water Goblet, Coffee Cup & Saucer, Iced Tea Goblet, Red Wine Glass and White Wine Glass - Cost $1.50 per guest to set-up and $1.50 per guest to break down.  A five-course meal typically includes an hors d'oeuvre, appetizer, salad, main course, and dessert.

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• 12-COURSE:  Charger Plate, Dinner Plate, Soup Bowl, Salad Plate, Bread Plate, Butter Spreader, Dinner Knife, Fish Knife, Salad Knife, Dinner Fork, Salad Fork, Fish Fork, Dessert Fork, Dessert Spoon, Dinner Spoon, Demitasse Spoon, Iced Teaspoon, Soup Spoon, Seafood Fork, Water Goblet, Iced Tea Goblet, Demitasse Cup (expresso cup) & Saucer, Coffee Cup & Saucer, Cordial/Sherry Glass, Champagne Flute, Red Wine Glass and White Wine Glass - Cost $2.50 per guest to set up and  $2.50 per guest to break down.

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Additional Place-Setting Items Are .20 Each, Unless Priced Differently

Bread Plate 

Butter Spreader

Cake Plate 

Charger Plate

Champagne Chillers per table - $1 ea

Champagne Flute

Child's Tumbler

Coolers - $2 ea

Cordial Glass for liqueur-after-dinner servings with dessert

Coffee Cup & Saucer 

Demitasse Cup (expresso cup) & Saucer

Demitasse Spoon

Dessert Fork 

Dessert Spoon

Dinner Fork

Dinner Knife

Dinner Spoon

Fish Fork

Fish Knife

Iced Tea Goblet

Iced Tea Spoon (needed when adding sugar to glass only)

Red Wine Glass

Salad Fork

Salad Knife

Salad Plate,

Salt & Pepper Shakers are glassware, per individual place setting

Seafood Fork

Seafood Tool

Sherry Glass for fortified wine (a wine to which a distilled spirit, such as brandy, has been added) for after dinner servings with dessert

Steak Knife​

Soup Bowl/Fruit Bowl

Soup Spoon

Tea Cup & Saucer

Tumbler

Water Goblet

Juice Glass

White Wine Glass

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The cutlery consists of stainless steel silver flatware, while the beverage ware is made of clear, crystal style acrylic. Paper products, along with plastic cutlery and disposable cups, cost $0.25 per guest for setup and $0.25 per guest for breakdown.

 

4.  LINEN RENTAL FEES

Fabric napkins, table skirts, table drapes, table overlays, table runners, and both fitted and non-fitted square, round, and rectangular tablecloths are available in a variety of colors, price points, and fabrics.  The rental fee is one-third of the retail price.  Linen-like disposable napkins are also available in different colors and price points and will be added to the selected place setting style.

 

5.  TABLES & PLACEMATS RENTALS 

Vinyl placemats for children’s parties $.25 each

Fabric placemats for children's parties $50 each

Baby High-chair Rental $3 each

Sweetheart Table Rental is $5 each

4-foot Rectangular Table $4 each

6-foot Rectangular Table $6 each

8 Foot Rectangular Table $8 each

Round Cake Table $7 each

Cocktail Beverage Table Rental $7

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​6.  ARTIFICIAL FLOWER RENTALS & PURCHASES

The price of artificial flowers varies based on the type of variety, the price per stem, and the price per bunch.  The rental rate for a container vase and any additional embellishments also differs. We can create artificial table centerpieces, floral arches, wedding aisle decor, stage decor, wedding altar decor, and decor for entryways.  Additionally, we offer custom artificial personal flowers, including bouquets, corsages, and boutonnieres or pocket flowers are available for purchase.

 

7.  FRESH CUT FLOWER PURCHASES

The price of fresh-cut flowers varies based on the variety, price per stem, the cost of rented container vases, and any additional embellishments. Fresh floral centerpieces can be arranged and placed on tables or worn as personal items, such as bouquets, corsages, boutonnieres, or pocket flowers, which are sold rather than rented.  Personal fresh flower items are considered perishables or keepsakes, often referred to as souvenir items.  We can create fresh-cut centerpieces, floral arches, wedding aisle decor, stage decor, and wedding floral decorations for entryways.  

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​8.  ADDITIONAL ITEMS AVAILABLE FOR RENT

Wedding Entrance Sign

Podium, Microphone, and Speakers

Easel

Personalized Flower Box

Floor Vases

Table Vases

Cylinder Vases

 

9.  CLIENTS WILL INCUR THE COST FOR ANY NEEDED VENUE SECURITY GUARD SERVICE AND LAUNDRY

 

10.  PIPE & DRAPE BACKDROP OR CEREMONY ARCH RENTAL

Pipe and drape backdrops are commonly used as a decorative element behind a sweetheart table for a couple or a head table for the entire wedding party.  The installation of the backdrop on-site varies based on several factors, including the type of hardware used, the fabric type, the fabric length (whether the fabric hovers above the floor or is long enough to create puddles), the cost of the fabric per square foot, and any additional applicable fees.

 

The hardware typically includes two base plates, two base plate weights, two uprights, and up to two crossbars. The rental price for the hardware starts as low as $104.84, excluding any fabric.  A standard hardware height ranges from 6 feet to 10 feet, while the standard width is 10 feet. To achieve 100% fullness (with many pleats) for a 10-foot wide area, five drapes are required. If the fabric costs $3 per foot for a standard width of 10 feet, the total cost for the fabric would be $30 per drape, resulting in $150 for five drapes. Adding the hardware rental fee of $104.84 brings the total cost to $254.84 before tax.  Additionally, ceremony arch prices are determined based on the specific design setup requested.

 

11.  UNDERSTANDING PERIMETER DRAPING TO COVER ALL WALLS OF AN EVENT SPACE & HOW IT IS PRICED

The price is determined by summing the lengths of all wall measurements to obtain a total in linear feet. Some venues may have more than four wall-shaped rooms, and some rooms may be larger than average. For example, if the left and right walls of the local Civic Center each measure 166 linear feet, the total for those two walls would be 332 linear feet. When rounded to the nearest hundred, this amount becomes 340 linear feet.

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Also, if the room has three additional walls to cover and the total measurement is 3 x 98 linear feet (LF), this equals 294 LF. When rounded to the nearest hundred greater than 294 LF, the result is 300 LF.  Next, one must add 340 LF to 300 LF, resulting in a total of 640 LF. This total is then divided by the width of the panels, which are 10 feet wide, yielding a requirement of 64 ten-foot-wide panels to cover the perimeter walls of the entire room. 

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The rental price for pipes and drapes per set can be as low as $120 for each 10-foot wide hardware set.  A hardware set includes two bases weighing between 20 to 35 pounds, two uprights, a crossbar, and a minimum of three to four drapes measuring 16 to 20 feet. If you are covering the walls of the Civic Center, approximately 64 hardware sets of pipes and drapes at $120 each would total $7,680 before tax, not including setup, breakdown, delivery, and pickup costs.  For a smaller building that is one-third or half the size of the Civic Center, you can expect to pay approximately $2,560 to $3,840 for perimeter draping.

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​​​​​​​​​UNDERSTANDING HORS D'OEUVRES, APPETIZERS & MEAL COURSES

Did you know that there is a difference between hors d'oeuvres and appetizers?  Hors d'oeuvres are foods that can be held and eaten with one hand while standing, and is often accompanied by a cocktail in the other hand during a cocktail hour. If the couple is planning to attend a cocktail hour due to a having first look or wedding party and family photograph sessions earlier in the day, they can enjoy hors d'oeuvres with their guests during the cocktail hour or as a first course when everyone is seated in the reception area.  If the couple will not be present for the cocktail hour because they are scheduled for photographs immediately following the ceremony, the hors d'oeuvres served during the cocktail hour will serve as the first course, while appetizers can be offered as a second course once everyone is seated for dinner. Appetizers are small, bite-sized portions of food meant to be eaten before the main dish is served, stimulating the appetite and making one hungry for the meal to come.

 

Pictured below is a twelve-course meal outline that you can use as a foundational guide to organize your wedding reception menu card.  Traditional formal wedding receptions typically feature a three-to four-course plated meal for all guests in attendance.  Popular choices for main dishes at formal wedding receptions include visually appealing fine dining favorites such as filet mignon, lobster, and rack of lamb.  On average, a three- to four-course meal can be enjoyed in about one to two hours.  Champagne, wine, and cocktails are the traditional beverage selections for formal wedding receptions; however, lemonade or iced tea is also acceptable for buffet-style or plated meals. Additionally, three other noteworthy reception dinner styles are family style, cocktail style, and food stations.  Today's modern weddings offer couples the opportunity to be innovative with signature drinks, trendy cocktails, flavorful beers, and creative place settings.  Pictured here is a formal place setting from https://rootedinfoods.com/table-etiquette-the-place-setting/

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When viewing the glassware in the image above, a few adjustments are necessary regarding the arrangement of the glasses in preparation for the wedding reception's pre-dinner "Welcome Toast. The water goblet is positioned correctly; however, the cordial/sherry glass should be swapped with the flute, because the flute will be the raised first for the pre-dinner welcome toast so therefore, it should be closer to the right hand. Essentially, the glasses should be arranged on the table in the order in which they will be used.

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If the reception hosts (the couple), do not plan to offer a pre-dinner welcome toast but intends to serve one of the following as the first main dish—fish, seafood, chicken, duck, or turkey—the white wine glass should be placed closest to the right hand.  If beef is served as the second main dish, a red wine glass should be positioned to the left of the white wine glass.  The red wine glass is typically taller and has a larger bowl than the white wine glass. 

 

A helpful tip to remember is to always pair white wine with white meat dishes and red wine with red meat dishes, such as beef, pork, or lamb.  If you were to ask whether it is better to serve red or white wine at a wedding reception,  I would recommend using white wine because it is easier to remove white wine stains from a white wedding dress in the event of a spill than it is to remove red wine stains. However, if you plan to serve both a white meat dish and a red meat dish, you will need to provide both white and red wine glasses.

 

If the reception hosts plan to serve a dessert, such as wedding cake or a sheet cake, a cordial or sherry will pair well with the dessert course.  A cordial is known for its stomach-soothing properties. For fruit-flavored liqueur options, the host may consider brands such as Grand Marnier (orange or cherry) or Chambord (raspberry).  Coffee-flavored liqueurs include Tia Maria and Kahlua. If the host opts not to serve a cordial, sherry is an excellent alternative; it is a sweet fortified wine, meaning that a spirit has been added. The host may also may want to try Godiva Chocolate which offers a rich chocolate flavor with a kick. Cordials and sherries are typically served after dinner and at the beginning of the dessert course, as they aid in digestion.  The cordial or sherry glass should be placed to the left of the red wine glass.  

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The waitstaff can provide tableside service during the dessert course using a cordial or sherry cart. Alternatively, the reception hosts may choose to have guests walk to the open bar with their glasses, where a bartender can pour either the cordial or sherry within a specified timeframe, as indicated on the program, to prevent congestion at the bar.  Afterward, guests can collect their dessert plates from a dessert station when returning to their seats, provided that plated desserts are not being served.  If the host has opted to purchase event insurance for the day and the venue permits self-pouring, the host can also set up a Cordial or Sherry Station as a self-serve bar. The emcee can announce table numbers to facilitate this process.

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The final glass is the water goblet.  Its purpose is to allow dining guests to sip from it after each course, helping to cleanse their palates before tasting the next dish. For example, Course 1 could be a Caesar salad with grilled chicken, followed by Course 2, which might feature pan-seared salmon with roasted vegetables.  Adding a slice of lemon to the water serves as an excellent palate cleanser.

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Did you notice the word "consommé" for the bowl in the place setting image and questioned, what is a consommé?  A consommé is a broth that can be served on its own or as a soup. Therefore, it is referred to as a consommé bowl or a soup bowl, but you probably knew that already. Another item to consider is the demitasse cup. A demitasse is an Espresso and can be enhanced with flavors such as Disaronno Amaretto, or Bailey's Irish Cream. Here is an important fact about the demitasse cup: it should always be of a different color or a different pattern than the other place setting items. The demitasse spoon should also be different than all of the other cutlery. As for the coffee and tea cup, it can be used for a hot tea and/or hot coffee service. When a coffee or a tea cup is placed on a table, the host can install a Self-serve Coffee and/or Tea Bar Station, or the wait staff can use a hot coffee or tea trolley to serve hot beverages. 

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What you should remember when deciding which items to rent for your place setting needs is that it is beneficial to plan the menu first.  Otherwise, you may unintentionally rent tablewares for items that will not be used.  

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Although clients pay varying prices to rent all of their place-setting needs, a setup fee is also required to cover the labor costs associated with setting up and for breaking down each table after the wedding concludes. For place settings that require two main dishes during a buffet meal, one plate and napkin can be placed on the table or inside a charger, while the additional dinner plate will be placed on the buffet specialty table. If a client chooses to have a caterer provide plated (sit-down) meals for all their guests, the dinner plates and/or dessert plates can be placed in the kitchen for the catering staff.

 

 

 

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