As your big day approaches, coordinating with your wedding venue can become stressful, especially without any plan or timeline. When a clear plan isn’t laid out, the last 30 days before your wedding can become a hectic (and constant) back and forth between you and your venue to get every last detail into place. Hotel Henry’s Event Coordinators have put together a one-month checklist to help make your planning as seamless and stress-free as possible, getting all the necessary information to your venue before they even ask for it!
ONE MONTH OUT – 30 DAYS FROM YOUR EVENT
Vendor Contacts – Provide a full list of your outside vendors & contact information for your venue. Vendors may include the officiant, photographer, florist, bakery, DJ, party rental company, late night food vendor, etc. The venue needs this information to coordinate load-in and set up times!
TWO WEEKS OUT – 14 DAYS FROM YOUR EVENT
- Guaranteed Final Count – Forward your guaranteed guest count number to your venue. Many wedding venues will allow a small increase in guests from this number, but you may be charged for a decrease from your final count.
- Signed BEO / Banquet Event Order – At 14 days many venues will request a signed BEO, or Banquet Event Order. This will include your event schedule, menus, pricing, etc. with your guaranteed final number to confirm your menu selections are set, and that your final guest count is accurate.
- Timeline – Be sure to provide a comprehensive event timeline in a document or email to your coordinator 14 days prior to your event. This lays out your intended vision and flow of the event to be followed by your Event Captain for setup and execution. Most venues will have a timeline template if you need assistance.
ONE WEEK OUT – 7 DAYS FROM YOUR EVENT
- Entrée Counts – Especially if you’re working with a scratch kitchen, your catering team is selectively sourcing the best products of the season and ordering them specifically for your event. We recommend you provide your entrée counts at least seven days prior to your event. Be sure to include your vendor’s meals and all dietary restrictions/requests so your venue can prepare.
- Seating Chart & Place Cards – Forward your table assignment list to your venue seven days prior to your event, inclusive of the number of seats per table, meal choices, and any special instructions.
- Floor Plans – Confirm your floor plan with your Event Coordinator one week prior to your event. This should include the room layout (with tables, bars, dance floor, etc.), the number of seats per table, and table numbers.
- Special Instructions – If you need anything else from your venue on your wedding day, be sure they confirm one week out from your event. Most requests need to be incorporated into the event setup or schedule, and some may not be possible depending on the venue!
THE DAY BEFORE
- Meet Your Captain – We’re so close! The day before your wedding you may formally meet your Event Captain. This individual will handle the execution of your event, serving as your go-to the day of your wedding. Communicate any last-minute details with your Event Captain.
- Supplies – Are you storing supplies such as table numbers, decor items, or service pieces at your venue? Be sure to clearly label and package these before dropping them off.
- Payment – The last thing you want to do at the end of your celebration is settle your bill. Take care of this the day before! Pay your balance ahead of time and give the venue a credit card to secure payment for any additional costs accrued during the event. This will lift a HUGE weight from your shoulders, allowing you to truly enjoy your wedding day.
YOUR WEDDING DAY!
Guess what? All your wedding planning pains are over. Your venue has everything it needs to execute a perfect event. Now go get married, and enjoy the first day of the rest of your life. You’ve earned it!
Want to add this checklist to your wedding binder? Find Hotel Henry’s printable version HERE.