Wedding Venue Checklist

Ten Things To Review Before The Big Day

Grab my FREE Event Timeline Template Below & Let’s Dive In

 

To guarantee a smooth wedding day I always schedule a final walkthrough with the venue and/or caterer. Here’s the wedding venue checklist I don’t leave home without:

1. Bring copies of your event timeline

Try and ensure this is as finalized as possible. Have all deliveries and pickups outlined so everyone knows what to expect. Depending on the venues schedule check to see if you can have earlier access than originally contracted, or if any pickups can be rescheduled to the following day. Chances are you’re paying a premium for late-night pickups so this could save you $$.

In addition to the detailed flow of the day your Event Timeline should include:

• FORMAL PHOTOGRAPHY SHOT LIST
• LIST OF DREAM TEAM WITH PHONE NUMBERS
• WEDDING COUPLE DAY-OF PHONE NUMBERS
• KEY WEDDING PARTY CONTACTS AND DAY-OF PHONE NUMBERS
• GETTING READY LOCATION; ADDRESS AND PHONE NUMBER
  
• PERSON RESPONSIBLE FOR GIFTS
• WEDDING NIGHT ACCOMMODATION; ADDRESS AND PHONE NUMBER

2. Orchestrate the walkthrough as your guests will experience the day

Start with their arrival. Where will they park? Check their coat? Move to the ceremony, then cocktail hour and finally the reception. If elevators are involved in your guest flow ask if they’ll be manned and locked to run between your floors only. In my wedding venue checklist meeting I always make sure we’ve accounted enough time for these transitions.

3. Discuss when the bars will be closed

Some venues close the bar during dinner. Some legally have to close the bar 30 minutes prior to the end of the event. Make sure you’re clear on this timing. My pro wedding venue checklist tip; close the bar for 10-15 at the end of cocktail hour, purely as a motivator to move guests into the reception.

4. Review your floor plan

Make sure you’re clear on the maximum number of guests that can be seated at each table. Alert the venue/caterer to your VIP tables. Confirm what tabletop items the venue/caterer will be providing. Make sure you list anything you plan to take home with you in your Event Timeline so everyone is clear.

5. Triple-confirm clearance for any rental or DIY items you’re bringing into the space

If you have large items, such as, tables or bars rented make sure they can fit through the doorways and in the freight elevator. Make sure you’re clear on any special load-in instructions and ensure these are passed along to your vendors. You don’t want anyone to be tight on time come the day-of. I learned this wedding venue checklist to-do the hard way!

6. Decide who will be cueing toasts and the band

Make sure this person knows the key players for the day. One of my worst fears is that a dance or toast will be announced and key people won’t be in the room. The person doing the cuing should always confirm the couple and all parents are seated before giving the GO signal.

7. Decide where gifts should be stored

I lived through the horror of having our wedding gifts stolen. Don’t let this happen to you. Assign someone to be responsible for all gifts and cards. After cocktail hour this person should ensure the gifts are safely stored in your guest room, hotel safe or locked office. I also recommend a birdcage or gift box to store cards in.

8. Ask to see the getting ready space

I find clients have a specific vision of what their getting ready experience will be. Make sure the designated room fits this vision or explore other options.

9. Share your biggest concern or source of anxiety

The more the day-of team knows what to expect from you the better they can prepare and ensure a smooth day. Don’t be shy. Everyone wants you to be relaxed and enjoying yourself!

10. Wedding Venue Checklist NO Rain Dance

I am not a pessimist, but I do spend a lot of time talking about “what-if” plans. Start your walkthrough again from the top, this time assuming there’s a hurricane outside. I like to say the more you talk about the rain plan the less likely you are to need it.

Aren’t you feeling better already? I love a plan. Once the final walkthrough is behind you treat yourself to a Cucumber-Coconut Splash. It’s basically my alcoholic version of a spa drink.