Ultimate Guide: Marquee Setup Checklist for Your Wedding Day
Planning a marquee wedding? You’re not alone. Many couples are drawn to the freedom, flexibility, and creative potential of a wedding marquee - especially in Christchurch, where picturesque landscapes and private properties offer unforgettable backdrops. But with that blank canvas comes a different kind of responsibility: turning a plot of land into a fully functioning, beautifully styled wedding space.
We’ve been setting up marquee weddings for over 15 years and know this: the couples who feel calm, confident, and present on the day are the ones who understand the logistics from the start. This guide will walk you through the practical steps of marquee wedding setup - with clarity, not overwhelm.
Let’s get into it!
Photography with thanks to Sarah Clements Photography
Why Logistics Matter More for a Marquee Wedding
A marquee wedding isn’t just styling a space. It’s building a venue from the ground up.
That means no built-in power, lighting, plumbing, or event staff. Your guest flow, supplier access, and timeline all need extra planning.
When logistics are seamless, guests won’t even notice them. But when they’re missed? Trust us - you’ll feel it.
1. Which Vendors Need Access to the Marquee (and When)?
This is one of the most common questions we hear.
Here’s how it typically plays out -
Marquee & Flooring Installation
Before anyone steps in with furniture, flowers or tableware - the marquee and any flooring must be installed. For Christchurch sites, access is often needed 2–3 days ahead to allow for weather buffers. Getting married on the Saturday? You should plan to have your marquee set-up on the Wednesday and allow all day for install.
Lighting
This can vary - sometimes it can be done right after the marquee has been installed, but may be installed the following day (best to plan for the next day to be on the safe side). It comes down to how much lighting is required and what type. Festoons can sometimes take longer as they’re heavier and require more time - as does any set-up of lighting outside the marquee on festoon poles.
Furniture + Small Hire
Delivery and setup of furniture comes after lighting has been installed. If you’re looking after set-up yourselves, note any furniture you’re wanting set-up outside of the marquee and not undercover will need to be set-up the morning of your wedding and packed back into the marquee that night as hire furniture strictly can’t be left outside overnight in the elements. Rain, extreme heat and wind = damages which easily add up into the thousands.
Catering Team
They’ll need early access for setup, equipment installation, and power/water checks. If you’re planning a grazing table or mobile kitchen, they might need partial setup the day before.
Florist
Installations can’t begin until flooring is down and key structures (like ceiling/hanging points) are in place. Ceiling installs or floral arches? These take hours, and this needs to be considered carefully - if the installations are above tables or dancefloor then these to be hung and arranged before the tables or dancefloor is set-up.
Typically this all works well, as florals will be delivered and set-up the morning of your wedding.
DJ or Band
Your entertainment team needs time for sound checks, lighting tests, and layout reviews. They’ll also need clear power access.
PRO TIP: share a runsheet with all your vendors. It keeps everyone aligned and avoids access clashes.
2. How Early Can We Set Up the Wedding Marquee?
In short: earlier than you think.
Most marquee weddings need a 3-day window, minimum.
Here’s a sample timeline:
2–3 Days Before:
Marquee and flooring installed
Power and generator delivery
Toilets installed
1–2 Days Before:
Lighting rigged
Furniture delivered and placed
Catering and bar setups begin
Styling setup begins
The Day Before:
Final décor touches
Tableware, signage, candles
Sound and lighting tests\
The Day Of:
Florals installed
Marquee opened up in morning to dissipate any condensation
Bug spray if required (pending on your area/location)
Christchurch weather can be changeable, so always factor in extra buffer time where possible.
3. Who Oversees the Day if There’s No Planner?
We’ll say this clearly. A marquee wedding needs someone at the helm.
If you are not hiring a full wedding planner, having an on-the-day coordinator is not optional. It is essential. A marquee wedding has far more moving parts than a traditional venue wedding, from supplier access and power management to timing, weather contingencies, and packdown logistics.
Unlike a venue, there is no built-in team quietly keeping everything on track. Someone needs to understand your vision, know your suppliers, manage arrivals, oversee timing, and calmly handle any last-minute adjustments that inevitably arise. This applies not just on the day itself, but throughout setup and packdown as well.
What Coordination Actually Means
Every wedding coordinator is different, and the scope of work can vary significantly. Some offer support only on the day. Others are involved in the lead-up, logistics, and supplier communication. When comparing coordinators, it is crucial to understand exactly what is included in the service you are booking.
Ask clear questions about:
What is managed before the wedding
Who creates or checks the runsheet
Supplier communication and confirmations
On-site presence and responsibilities
Setup and packdown oversight
This is one area where the saying “you get what you pay for” genuinely applies. Reviewing the scope of work carefully ensures there are no gaps or assumptions when it matters most.
The Two Coordination Options We Offer
We offer two coordination options for marquee weddings, depending on how much support you want and where you are in the planning process.
Wedding Coordination
Also known as on-the-day coordination, this option is best suited to ultra-organised couples who have planned every detail, created their own runsheet, and simply want a calm, capable team to take over on the day.
We step in to manage the timeline, oversee suppliers, and guide guest flow so everything runs exactly as planned. You get to be fully present, enjoy the day, and trust that the logistics are being handled.
Month-Of Coordination
This is our most recommended option for marquee weddings. In fact, around 80 percent of couples who initially book standard coordination choose to upgrade.
Month-of coordination is designed for couples who have planned their wedding but want expert support to bring everything together in the final weeks. We create your runsheet, confirm timings, liaise with suppliers, and manage all the finer logistical details leading up to the day. On the wedding day itself, we are on-site ensuring everything runs smoothly from start to finish.
Because the reality is simple. You cannot sip champagne and solve power issues at the same time.
4. How to Plan Guest Flow in a Wedding Marquee
Guest comfort and energy depend heavily on flow.
Your wedding might move through multiple zones - ceremony, drinks, dinner, dance floor. That flow needs to feel natural, not chaotic.
Ceremony to Drinks:
Use signage or styling cues to guide guests
Allow time for ceremony styling to be repurposed
Ensure there’s shade, seating, and drinks ready
Drinks to Dinner:
Shift lighting as day turns to evening
Light up paths and bar areas
Use furniture placement to guide movement
Dinner to Dancing:
Leave space around the dance floor
Test power load for DJ/band ahead of time
Adjust lighting to suit the mood
Think about guest flow like a great playlist - it should build, guide, and feel effortless.
5. Christchurch Marquee Wedding Specifics
Planning a marquee wedding in Christchurch or the wider South Island? Here’s what you need to know:
Weather can shift quickly - high wind-rated marquees are a must (e.g. 80-100km per hour is gold standard)
Some locations need council consent for large structures, this depends on region but rule of thumb is anything 100m2 of over
Power may require generators, especially at rural sites
Ground conditions matter (soggy soil = rethink flooring)
Work with vendors who know the area and understand local access, consents, and weather planning. It can save you thousands - and your sanity.
6. Your Wedding Marquee Runsheet
This is your event bible.
It should cover:
Supplier arrival and packdown times
Power, lighting, and heating schedule
Ceremony and reception timings
Speeches, meal service, transitions
Share it with your entire vendor team - including anyone helping you coordinate. If you’ve booked in Month Of Coordination, then we look after pulling this altogether for you.
Final Thoughts: Marquee Weddings Are a Vibe (With the Right Support)
When done well, a marquee wedding is iconic. It feels intentional, elevated, and personal. But it’s not something you want to wing. Logistics are what make the magic possible.
If you want to be a guest at your own wedding (and not the event manager), having an experienced team on your side changes everything.
Need support planning your marquee wedding in Christchurch or beyond? We’re the ones people call when they want beautiful and seamless. Let’s chat.
Take a peek
Marquee Wedding Lookbook
Inside -
Marquee sizes and pricing
Marquee size calculator
Sample floorplans
Moodboards
Guide to additions, FAQ and more