Start with a realistic guest list and rooming estimate. The number attending the wedding and the number staying overnight may differ. Identify family groups, elderly guests and anyone who needs easier access to rooms or event areas.
List the functions you are planning and the feeling you want for each. A daytime haldi, a music evening and a wedding ceremony have different requirements for space, light, power, sound and weather backup. Explain which parts should be intimate and which bring everyone together.
Ask each venue for the spaces included in the proposal and how other guests or events are managed. Confirm setup and dismantling windows, the indoor alternative, food arrangements, vendor access and any restrictions before commissioning décor.
Build a complete budget with rooms, meals, décor, production, entertainment, transport and coordination shown separately. Include taxes and any venue-specific charges. Keep a contingency allowance for decisions that have not been finalised.
Create an arrival and departure plan. Assign a contact for guest questions, keep the rooming list updated and decide who approves changes during the event. A simple shared timeline can reduce confusion more effectively than a long list of disconnected vendor messages.
Before committing, review contracts and payment milestones for the venue and each service. Request written confirmation of the agreed scope, cancellation terms and responsibilities. Customisation works best when the brief, approvals and changes are documented.
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