Final Planning Meeting
Typically 2–3 weeks before your wedding
This is where all of the pieces come together.
Your Final Planning Meeting is focused on confirming the details we’ve built throughout the planning process so that your planner, your vendors, and the Trademark team are all working from the same plan.
By the end of this meeting, your wedding-day timeline, guest count, seating, menu, bar details, ceremony, décor, and vendor information should all be in place.
Before We Meet
There are a few items we’ll need completed before your Final Planning Meeting.
Final Planning Meeting Worksheet
Optional Preparation
Use this worksheet to organize your final details, jot down questions, and follow along during your meeting. It’s a helpful way to make sure you feel prepared for the final conversation with your planner, but it does not need to be submitted in advance.
VIEW WORKSHEET →
Guest List & Seating Chart
Your guest list should be uploaded into our floorplan system with guests assigned to their tables. We’ll review the final layout together during your meeting.
Ceremony Planner Worksheet
Required
Complete your ceremony details, including processional order, altar arrangement, reserved seating, and recessional.
Send this to your planner before the Final Planning Meeting so we can review the ceremony plan together. The current planning guide specifically directs couples to complete this before the meeting.
Décor Inventory Worksheet
Required
Let us know exactly what personal décor you’ll be bringing, where each item should be placed, and what should happen to it at the end of the night.
This helps your planner and setup team know exactly how you want your personal items handled.
Event Insurance
Required
Your required event insurance should be secured before the wedding. We’ll confirm that we have the correct documentation on file during the final planning process. As a reminder, we require $1 million in coverage, host liquor liability, and a Waiver of Subrogation. We recommend using a service like The Event Helper or WedSure.
What we'll finalize together
Your Final Guest Count
We’ll confirm your final number of adults, children, and infants so our catering and operations teams can prepare accordingly.
Food & Beverage
We’ll confirm your final menu, dinner service style, dessert, dietary needs, bar selections, signature drinks, and any other food and beverage details.
Use this page to review your options before we meet.
Ceremony
Using your Ceremony Planner Worksheet, we’ll confirm your processional, wedding party placement, reserved seating, recessional, and any special ceremony details.
Design & Décor
We’ll review the design we created together and confirm your floorplan, venue décor selections, personal décor, signage, tablescapes, and specialty areas.
Vendors
We’ll confirm your final vendor team and make sure we have the contact information and required documentation we need.
From there, your planner will continue communicating with your vendors leading up to the wedding so everyone is working from the same timeline and event plan.
A Few Final Details
We’ll also review things like:
Seating & floorplan
Are all guests assigned to the correct tables?
Bar Service
Are your alcohol selections and signature drinks finalized?
Dietary Restrictions
Do we have the information needed for any specialty meals?
Day-of Contacts
Who should your planner connect with regarding personal décor, alcohol delivery, or other wedding-day items?
Rehearsal & décor drop-off
We’ll confirm when and where to meet and what you should bring with you.
What Happens After the Meeting?
Once the Final Planning Meeting is complete, your planner takes the confirmed details and continues coordinating with the team and your vendors as the wedding approaches.
At this point, the goal is for you to feel like the plan is in place.
There may still be a few small personal details to finish, but the logistics of the wedding day should no longer feel like something you need to carry.
Rehearsal & Wedding Day
We’ll practice the ceremony, check in your personal décor, answer final questions, and then it’s time for the part we’ve been planning toward all along.