Final Meeting Process  


There’s not long to go now, so to ensure that your wedding runs smoothly it’s important that we start to firm up your details.  We have created a ten step process below that will help you work through the information that both you and Bridgewater will require.  

This can be overwhelming for people who have not planned events, so we have tried to break it down to make it as simple as possible, however it is still a lot of information to go through so take your have around 5 weeks before our scheduled meeting.

Final Meeting - Step One
Shortly we will have our final meeting which is hosted online meeting (a minimum of three weeks before your wedding date) and at that meeting it is very important that we have final answers to all the following details.

Please prepare carefully for this meeting as any changes after this meeting may incur additional charges. Also Bridgewater reserves the right to make selection on your behalf if final decisions are not made at this time.

This final meeting will be of 45 minute duration approx. Attendance is limited to the Bridal Couple only.  Please ensure you have booked the final meeting ASAP by referring to the email from Bridgewater or click the link below:

Book Final Meeting Here Book Final Meeting Here

Final Meeting Document - Step Two
Below link will take you to the Final Meeting Preparation Form which will need to be completed.  This form covers all the details of your day and will help guide you on all the elements to make your day run smoothly.

Please send back this form (and the other documents) prior to the final meeting.  Email address is

Final Meeting Preparation Form Final Meeting Preparation Form

Guest Numbers - Step Three

As part of the Final Meeting Preparation Form (above), you will be asked for Guests numbers, therefore now is the time to follow up all your RSVP’s now.

While you are following up with the guests, make sure you are collecting their dietary requirements (if any).  See step Four below for this process.

We have also put together a link that you can share with your guests now that we are a few weeks out from your day.  Feel free to copy this link in your communication with the guests:

As per your booking agreement, the Intimate Pop Up wedding package caters for 10 guests (no difference between adults and children).  Any additional guest number above 10 will be charged at a per person cost.

Menu and Dietary Requirements - Step Four

As part of the Final Meeting Preparation Form, you will be asked about any special food requirements as part of the canapes menu.  The Canapes that are part of the Intimate Package is listed below:

  • Crostini with Tomato and Pesto (Mi, Vt, Wh)
  • Mini Falafel with Babaganoush and Capsicum (Se, Vg, Vt)
  • Mini Vegetable Skewers with Tapenade (Vg, Vt)
  • Lemon Tart with Raspberry (Eg, Mi, Vt, Wh)

While you are gathering the RSVP's from your guests list, it is important that we gather any dietary requirements they have.  To help the process, we have created a form for you to send to your guests.  They can complete this form and the information comes directly through to us at the venue.  

Alternatively, you can collect this information yourself and include it into the final meeting form as per step two
Dietary Requirement Link - To Send to Guests
Dietary Requirement Link - To Send to Guests

Wedding Day Schedule - Step Five
While Bridgewater needs key timings to help with the day, it is also handy for us to have your more details schedule which covers EVERYTHING  as that ensures that both the venue and the couple are aligned on what, where and when.  

Please create a 'Wedding Day Schedule’ to be ready for this meeting. You will find attached a “Sample Schedule” below which will serve as a guide of what we are after.  

4.00pm - Guests Arrive/Bridal Party Photos doing final touches
4.30pm - Ceremony (In forest)
5.00pm - Group Photos (on lawn by chapel)
5.20pm - Guests make their way to the garden bar where canapes will be served/Bridal Party off to get photos around venue
6.00pm - Bridal party enter into the Garden Bar area to enjoy with guests
6.10pm - First Dance (If applicable) and cake cutting (If applicable)
6.15pm - Speeches (if applicable)
7.00pm - Guest to depart

Ceremony Plan - Step Six (ONLY APPLICABLE - If you booked Tracey Button as your Celebrant)
(Please ignore this section if you do not have Tracey Button as your celebrant)

As part of your special day, you have booked Tracey Button (Owner of Bridgewater) to be your allocated celebrant to conduct your ceremony.  The package has been designed with the ability to customise your ceremony, but we start with a template first and then go from there.

Below you will see the template for the ceremony which is the basis of your ceremony.  The items that you will need to prepare are in the form below which includes:
1. Personal vows written by each of the couple
2. Any special rituals/blessings or readings that you want to be part of your ceremony
3. Names that you would like to be known by throughout the ceremony
4. Your legal names
5. Names of the witnesses that will be signing the legal documentation

Ceremony Template Ceremony Template

  Ceremony Form Ceremony Form

Other Vendors - Step Seven
Do you have other vendors (such as DJ's, Florist, Makeup Artist) that will be on site at Bridgewater?  If so, read on below....

If you are having a Band/DJ or live musician, photo booth etc, please ensure if they have not been to Bridgewater Country Estate before, they either come and visit or telephone ahead and ensure they can fit where we need to place them and ensure we can meet any of their requirements. This saves confusion on your wedding day. They need to be well set up before your ceremony and we will need to know their time of arrival.

If you are involving a wedding planner or the like, please ensure to discuss with Justin or Tracey the requirements you have given to them, so we can have a clear understanding of their duties and they do not conflict with the general running, duties and operation at Bridgewater.

Please make sure that your musicians, photographers, hair and make up stylists bring all of their own equipment e.g. chairs, tables, tablecloths, towels etc.

The neighbouring properties are out of bounds for you to enter with your photographer. Our neighbours have 2 large German Shepherds and we recommend you do not enter their property for safety reasons.

Below we have an information sheet that you will need to download and hand over to all the other vendors that will be at the venue on/or before your wedding.

Vendor Information Sheet Vendor Information Sheet

Live Musician/DJ Information Sheet Live Musician/DJ Information Sheet

Photographer/Videographer Information Sheet Photographer/Videographer Information Sheet

Rehearsal Date - Step Eight (Only if you have chosen to book the rehearsal venue hire for $100)
Now that most of the details are decided, you want to start thinking about practicing the ceremony with your bridal party.... This can be at the venue, or done at a separate location.  If you choose to hire the venue to do a rehearsal, this is where the rehearsal date comes in handy but getting a group together can be difficult so we suggest you go ahead and book your rehearsal date in advance by using the link below.  

If you hire the venue, it will be for 1 hour, extra time may be charged.  This hour should be more than adequate for your rehearsal. Please only bring the people you need to undertake your rehearsal.  It is also a good idea to see if your Celebrant is available as they can guide you through the practice.  Friends and guests make this process longer and confusing. Please keep this an alcohol free exercise.

Book Rehearsal Date Here Book Rehearsal Date Here

Rehearsal Tip Sheet Rehearsal Tip Sheet

Final Checklist - Step Nine
Please ensure you send back the following documents prior to the final meeting:

  1. Final Meeting Preparation Form
  2. Ceremony Form (if Applicable)

Once you have all of these, send through to Tracey at

Full Payment - Step Ten
Following the Final Meeting, Bridgewater will issue the final invoice based on the details of the meeting.  Full payment is required 7 working days before your wedding date by direct credit, and we will supply you with a GST invoice.  Any ‘extras’ incurred on the day will be billed to you at the conclusion of your wedding, or taken from your bond.

Other Documents you may find handy - NO ACTION REQUIRED
Below we have a few additional documents that you may find handy as you are heading into your final stages of planning.

Bridal Suite Information Sheet Bridal Suite Information Sheet

   Chalet  Information Sheet         Chalet  Information Sheet     

Day Before Checklist  Day Before Checklist 

As you step through all the information above, we just want to say "Enjoy the process".  Planning a wedding can be stressful for many couples but Justin and Tracey are here to make the process as easy as possible.  

For any queries please call Justin or Tracey on 09 441 6499 or 021 417 474. Email:




We just wanted to say a MASSIVE thank you to you and all the team at Bridgewater! Connor and I had an amazing day on the 6th of January and I don’t think we could have picked a better venue J

All our guests had such positive feedback about the site, the staff and of course the food! Thank you for being so facilitating and organising so much for us!

— Debbie and Connor Swainston —