Your big day is fast approaching, and your final venue meeting is getting closer in the diary! What is a final meeting, how do you need to prepare for it, and what do you need to ask? Wedding planning can be overwhelming, and small details can weigh on your mind. Our advice? Be prepared and ask all the questions you feel are necessary, none of your questions will be silly! Hopefully, some of our suggestions will help you.
WHO IS WHO?
It is important that the venue knows who is who. Determine who the venue staff can go to on the day should there be any questions with suppliers. You can nominate a member of your bridal party or someone who wants to have a job on the day!
Suppliers, your venue will need to know all your suppliers and their contact details. Most venues will reach out to suppliers before the day to check a few things, such as adhering to sound limitations or asking for public liability insurance.
Questions for Your Suppliers, as well as your venue needing to know who your suppliers are, your suppliers may have questions about the venue, and you might still need to have a final catch-up with them. It is important they know what time they can access the venue. Occasionally, venues will allow florists early access to start floral arrangements. You will also want to know when the tables will be dressed with linens so the florist can add centrepieces.
You will also want to know who will be there to greet you when you arrive, will it be the event coordinator or a delegate? It’s always good to have a contact number to pass on to suppliers if they are arriving before you.
The band and photographer will want to know if there is space to store their equipment or bags, where they can rest during breaks, and what time their meals will be served. It’s important to ensure that performers’ meals are not served while they are performing or during a speech if a photographer is taking photos!
GUESTS
First off, your total guest number! How many adults, how many children, and how many babies who won’t be eating?
If you have guests staying on site, you may have a few things to check with the venue as you will likely get last-minute questions from your guests. Room allocation, are certain rooms allocated to specific guests, and have they been allocated appropriately? Check the earliest time your guests can check in, if there is any early check-in process, the latest check-out time, and options for a later checkout. If the check-in is later in the day and around your ceremony time, is there somewhere guests can freshen up and store luggage?
Talk through the breakfast options, are you having a big breakfast for just your guests in a private area, and if so, what are the timings? Also, discuss any dietary requirements they need to know about.
You may also want to find out details of recommended taxis. You can share this information with your guests in advance so they can pre-book taxis for the end of the night or to get to the venue.
TIMINGS
Those all important timings are key! Discuss the full schedule of the day, and don’t forget the smaller details, such as what time you plan on getting into your dress and what time each supplier will be arriving. Without this information, it’s difficult for your event manager to run the day. You will also want to discuss access times with your venue to pass on to your suppliers if they haven’t worked at the venue before.
One of our favorite things to do on the day with the couple is a first look at the wedding breakfast room. Generally, you won’t get to see your full vision until you are married. So, it’s good to put it into your timeline of the day and let your photographer know that you want to capture that experience! Ensure you discuss this with your coordinator so they can liaise with the photographer on the day and fit the time in before your guests enter the room.
CATERING
What dietary requirements do you have? Make sure you supply a list so your venue can tailor your menu for those guests! If they are having something different from what the other guests are having, make sure you check this, especially if you are having individual menus printed, as you will need this information for your stationery.
You’ll also want to take final information of your wedding menu and drinks that you would like, in case this has changed since your tasting or your last discussion. If you are having an external caterer, make sure this is provided to them.
WHERE?
As well as the obvious, there may be a few other things you need to finalise, where are you putting your cake, card box, seating chart? Where are you going to have your meeting with the registrar and at what time? Is there a PA system and where is it? Can you use this for any music you need throughout the day? Discuss who is playing the music for the day.
Many couples now decide to change their outfits later in the day, whether that be from a big dress to something more comfortable or just because they couldn’t decide on a suit, so they have another one for the first dance. It’s good to know where you can keep your second outfit safe and where you can change into it.
FINAL IMPORTANT DETAILS
Check with your venue when your final bill is due and the amount. You don’t want the invoice coming through while you’re on your honeymoon! Have you discussed a wet weather plan and what your options are? The last thing you want is a surprise on the day that you’re not happy with.
Final guest numbers, dietary requirements, and seating plans, no matter how much you plan, your guests are somewhat out of your control, and you may end up with dropouts or last-minute changes. It’s good to know the final date for any last-minute changes.
Hopefully, this information has given you some ideas on what you need to gather or questions to take with you for your final venue meeting. If you haven’t finished your stationery yet and are still struggling to decide on what you need and what to have, have a read of DAY OF WEDDING STATIONERY: WHAT DO I NEED?