DEVENT planning resources
Wedding Final Month and Wedding Week Checklist
The last few weeks are for confirming decisions and passing the right information to the people who need it. Work backwards from each supplier’s real deadline rather than relying on a universal timetable.
Check the deadlines first
List the venue’s final headcount date, caterer’s meal deadline, payment dates, printing cut-off and each supplier’s access requirements. Some commitments may fall earlier than one month before the wedding. Ask providers what can still be changed and record the answer.
Follow up missing replies
Check each household’s individual attendance and contact the people who have not replied. Confirm meal and access requirements directly with the relevant guest and provider. Where a late change needs approval, review it before assuming the seating and food count have changed.
Reconcile suppliers and payments
Compare accepted quotes and agreements with the current plan. Confirm arrival, setup, contact numbers, remaining balances and who handles collection. If two suppliers appear to provide the same item, clarify the responsibility before making a further payment.
Finalise the seating and guest information
Check the room layout and table capacities with the venue, then align the seating plan, place cards, guest check-in and caterer’s service list. Share personal details only with people who need them. Send guests confirmed entrance, transport and arrival information.
In the final week, walk through the day
Give the coordinator a dated run sheet, supplier contacts, agreed weather backup and a backup decision-maker. Ask the venue, caterer, photographer and entertainment to flag timing conflicts. Include travel, access and pack-down; leave room for delays.
Prepare a short handover
Place rings, documents, personal items, supplier instructions and any agreed payments with named responsible people. Check important details with the authorised celebrant and venue. Give a trusted person the role of answering operational questions so the hosts can focus on the celebration.
Worked example · illustrative details
A final headcount deadline
A caterer needs final numbers on a Friday. The organiser sets the guest reply date earlier in the week, contacts outstanding households and confirms late changes with the caterer before updating the seating list. The timing is illustrative; the actual supplier agreement controls the deadline.
Your next steps
- Write each supplier’s actual deadline.
- Follow up replies and confirm individual requirements.
- Reconcile payments, seating and the final guest count.
- Send the run sheet and weather plan to the responsible people.
Common questions
Should we wait until the final week to contact suppliers?
No. Confirm deadlines and major arrangements as early as practical; use the final week for the agreed handover and any necessary updates.
Can a guest change their meal after the deadline?
Ask the caterer what is still possible and tell the guest the confirmed answer. Do not promise a change on the supplier’s behalf.
Useful next steps
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