The time has finally come to have your final venue wedding walk through! This is typically going to happen about one month out from your wedding. In this blog post, we are going to give you some tips and tricks for the walk through, questions to ask and what to expect.
When you show up to go through your final walk through there is a lot of excitement and information being thrown around. Sometimes this meeting can be a little overwhelming and stressful, but we are hoping that the information below will prepare you for everything you can expect. This is such a wonderful time to get all your questions answered and roll out all last-minute details with everyone in one area.
To do ahead of time
Polish all of the planning that you have been working on and write out any questions that you have when reviewing all the details. (Specifying which questions, you have for each individual vendor will help guide the conversations during the meeting.)
Have all your paperwork organized from each vendor so it is quick to reference and review. (Having the paperwork in a folder or online is best.)
Have the day-of wedding timeline out and as finalized as possible so you are able to find any problems or changes that need to be addressed
Who will be at the walk through
You, the couple getting married
The venue coordinator
Your wedding coordinator or planner
Other vendors who would like to be there (especially if they have to measure, have never been to the space, etc)
What you should bring with you
Copies of all contracts
Room layout with measurements & current floor plan
List of tasks you have created for vendors and venue manager
Topics to cover in the meeting
Your venue manager, coordinator and catering manager will mostly run the meeting. However, here are the topics you'll cover together:
Finalized Wedding Day Timeline
Finalized Floor Plan (Flow of any changes)
Final review of all rentals (Updated based on the gust count)
Planner set up list (Center Pieces, Table Set Up, etc.)
End of the night outline (Gifts, Transportation, Alcohol, Personal Items)
Important Questions that are Quick to Forget ….but VERY Important
Ok, bear with me because this is a long list! But these are very important questions that you'll likely be asked at the walk through, so be prepared with your answers or opinions. If you don't have an opinion or aren't sure, your vendors will be able to help!
What time can the wedding party arrive?
What time can the vendors arrive?
Will there be tip jars out at the bar?
Where can vendors put any of their extra supplies and plan on changing?
Where will the exit happen and how are we directing the guests?
How will guests arrive? Parking valet and shuttle services?
Will the path from the ceremony to cocktail hour be lit?
Will portable restrooms be needed?
How are you going to mic the officiant?
How are guests directed to the cocktail hour?
What is the exact set up for the set-up of the cocktail hour?
Are there enough electrical outlets for the entertainment?
Do we have enough power, or should we bring a generator?
If outside – Do we have a plan to keep away bugs?
Do we need to do any landscaping work before?
Confirm when you are paying each vendor, how and when it is due.
How you are going to contact the venue coordinator day of?
When can we drop off décor, menus, table plans /when can we set up?
Do we need to be worried about a noise curfew?
Where vendors should park and what entrance they will use?
Make sure the dietary accommodated meals are accurate.
What happens to leftover food?
Where are the vendors going to eat?
Review kids seating/meals/babysitting.
Where are people directed if they arrive early?
When do the vendors need the final seating arrangement/chart/final guest count?
Have fun and get ready to have everything finalized
The walk through is meant to be a productive meeting where ALL your final details get finalized and finished. This is always a really exciting time for our clients because you'll walk away with a full picture of what your wedding will look like! So get ready to envision everything on your wedding day and once the walk through is over, so is most of your planning!