Your Go-To Guide for Staging and Setup
Welcome & Overview
Thank for helping ensure our monthly dinner meetings run smoothly! Here, we outline what we do, when we do it, and how we do it safely and efficiently.
Ideally, setup is conducted over two days, when the Native Sons Hall schedule permits it. Otherwise, set-up and staging all take place on the day of the event. Volunteers are invited to help as their schedules and interests permit.
Setup Schedule
- Two-Day Set-Up (Tuesday - Pre-Event Setup): 4 – 6 p.m.
- Focus: clearing the hall, staging tables, stations, and equipment.
- Focus: clearing the hall, staging tables, stations, and equipment.
- Two-Day Set-Up (Wednesday - Event Day Setup): 3 – 5:30 p.m.
- Focus: table linens, décor, table numbers, cards, and final staging.
- Focus: table linens, décor, table numbers, cards, and final staging.
- One-Day Set-Up (Wednesday): 1 - 5:30 p.m.
- Focus: all items previously noted completed in one time block
- Guest Arrival: 5:30 PM — all set-ups must be complete by this time.
Tuesday or Initial Tasks
- Inspect & Clear Room: Move piano, wooden chairs, pedestals, and waste bins to smaller ballroom across the hallway.
- View the “How We Should Receive the Room” schematic
- This schematic also guides post-event clean-up.
- Dining Layout: Arrange tables and chairs per the latest RSVP guest count.
- View the Guest Seating Schematic
Guest Seating Schematic
Number of guest dining tables is dependent on confirmed RSVP counts.
- Station Setup:
- Food Drive (entry vestibule)
- Check-In (principal entry)
- Paesani Pull (2 tables)
- Appetizers & Non-Alcohol Drinks
- Bar
- Satellite Kitchen (2nd floor, beyond the double doors)
- Directional Signage: Place and secure stanchions with event navigation signage.
- Audio/Visual Setup: Position digital projection screens, sound system, and tape down electrical cords.
- Waste Management: Stage garbage and recycle bins (with liners).
- Linens: Set table linens on all station tables (not guest dining tables).
Wednesday or Secondary Staging Tasks
- Guest Table Setup:
- Add linens, runners/toppers, table numbers, and cards (Paesani Pull ticket cards, QR flyers, recruitment cards).
- Add linens, runners/toppers, table numbers, and cards (Paesani Pull ticket cards, QR flyers, recruitment cards).
- Satellite Kitchen Prep:
- Stage serving platters, baskets, bowls, and serve ware.
- Stage serving platters, baskets, bowls, and serve ware.
- Final Walkthrough:
- Ensure signage, cords, and pathways are tidy and hazard-free.
- Check that all station tables are set, and all linens are properly placed.
- All setup must be complete by 5:30 PM.
Team Contact
Setup Team Lead: Otto DeLeon
Text or call for updates: (916) 996-3580
Changes and reminders will be texted to confirmed volunteers the week of the event.
Your help ensures our lodge events run smoothly — grazie mille for your time and teamwork!