How to prepare for your final planning meeting with your venue
With many couples preparing for their fast-approaching wedding days, it is easy to begin to feel unprepared and under pressure to complete all final meetings with your suppliers. However, the planning meeting with your venue should give you clarity on how far you have come with organising your day and help you find the final piece of the wedding planning puzzle! Below is what you will be required to confirm at this meeting:
The most important thing to prepare before your final planning meeting with your venue is your final numbers. When you send your invites ensure you give yourself enough time to collate all your guest details as well as a few extra weeks to chase those who do not get back to you by the deadline (unfortunately, you will have some). Your venue will have a deadline to receive your final numbers so they can begin ordering and organising your wedding from their side. It is also important for these to be accurate so you do not incur any additional costs for guests who can no longer attend.
Following on from my previous point, you will be required to provide your venue or caterers with all dietary requirements at least 3 weeks before your wedding date. This is to ensure they are able to cater for all guests. Some venues will also require your guests to fill out their own dietary requirement forms to ensure that all information is received correctly which of course is very important for those with severe allergies.
Supplier contact details and arrival times
Your venue (and/or wedding planner) will require you to confirm all suppliers who you have booked for your day. This will be anyone from a photographer, makeup artist or band. They will then ensure you have all the correct information to give to your suppliers allowing them to provide you with the best service possible. For example, sound limiter for your band or best spots for your photographer to get a couple of photos. It is also important to provide your venue with their arrival times and correct contact details so they can get in reach them on the day and do not need to worry or bother you if someone is running late etc. The last thing you need when you are enjoying a glass of fizz with your girls is your wedding coordinator needing further information.
Supplier PLI and PAT documents
Most venues nowadays require your suppliers to provide Public Liability Insurance (PLI) and portable appliance testing (PAT) before your wedding day. Although PAT is no longer a legal requirement, most venues will require these for their own insurance. I would also recommend checking with your venue their requirements including the amount of cover they require your suppliers to have (this is usually a £2million insurance cover).
Final changes to your running order
Before your final planning meeting, take a look through the suggested running order, send these to your important suppliers including caterers (if this is not being provided by your venue) photographer/videographer, DJ/Band, Master of Ceremony (MC). They may have suggestions as to how you may want to run your day. As experts, your venue can advise you on how best to run your day including details that will need to be run a specific way to suit suppliers and the smooth running of the day, for example, the length of time for food service. However, you will have flexibility with other elements of your day.
It is important to send your final running order to your suppliers so they are aware of how the day is going to go and their important role in creating the best day for you.
Depending on your dietary guests and your cake design, it is important to provide your venue with the ingredients and allergens in your wedding cake so they can advise your guests. Alternatively, I would recommend creating a cake ingredient list to have on display so it is clear.
Some of these requirements may differ depending on your venue and your wedding plans but this is a rough guide to help you prepare for the next few months leading up to your magical day.
Being organised and providing your venue with as much information as possible for your day will allow you to relax and allow them to run your day to your perfect expectations.
We wish you all the best with the final weeks counting down to your wedding day!