Final Meeting Process
(Full Traditional Wedding Package)
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 thirteen 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 time....you have around 5 weeks before our scheduled meeting.
Final Meeting - Step One
Shortly we will have our final 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 of 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 two hour’s duration approx, and will also include the planning of your decorations. 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:
Final Meeting Document - Step Two
Below link will take you to the Final Meeting Preparation Form which will need to be completed along with a few other forms listed in the difference sections on this page. 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 email@example.com
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) and reminding them of key
details of your day. 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:
Please note, the number of guests listed in the Final Meeting Preparation Document will be the number of guests that you will be billed for regardless of whether or not they attend the event. Only very small increases to guest numbers may be accepted after this final meeting, but may incur additional charges.
As per your booking agreement, we have minimum number of guests for different nights of the week. If your guest numbers are not able to match the minimum numbers then you will be charged the minimum regardless. Please refer to your booking form for the minimum guests requirements
Menu - Step Four
As part of the Final Meeting Preparation Form, you will be asked what menu you would like to select. This link below takes you through the current menus. Click on the link, open the first box and enjoy reading through the menu.
Once the menu has been chosen (ie Grand Buffet), open the PDF Selection form for your menu, select your individual options and save the document to send back to us with the other forms.
You can find the current menus and the PDF Selection forms in the link below
We will also need to know how many dietary requirements, children and/or special needs guests will be
attending. These details are captured in the Final Meeting Preparation Form
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” which will serve as a guide of what we are after. The times that you have in the schedule should align to the times on the Final Meeting Preparation Form, however, we may need to fine tune this at your final meeting.
Seating Plan - Step Six
This part of the process is one of the hardest steps, so please give yourself enough time to complete this task, following the completion of Step Three (Guests Numbers).
As part of the final meeting, you will be asked what layout of your reception area you want, and if you will be doing allocated seating.
The seating plans in the link below are based on a plan that works well for your guests numbers to optimize flow and give maximum access. Try not to change the seating plan around, as even swivelling the tables can have a negative impact on the flow. Limited changes may be accepted to your seating plans after this final meeting, but may incur additional charges. You will need to make the table plans and name tags yourself and we can display these for you. These must be brought no later than your rehearsal date.
Please send through a copy of your final seating plan prior to this meeting and ensure that the number of seats on
the seating plan, align with the number of guest on the final document form.
Decorations - Step Seven
Now we are getting down to the finer details of your day....the decorations. Please email, prior to your final meeting, your inspiration photos and ideas. This will help us with your decorations and give an idea of what you are looking for.
To help with ideas, we have listed below our decoration catalogue to help guide you on what we have available. In saying that, we are constantly updating our decorations and so we will have additional items that are not always added to this catalogue in real time. My suggestion is before you purchase anything additional, check with us on what we may have that is not shown.
Another idea to help you come up with your vision is to look on our gallery pages in this website as well as on our social media pages, Instagram and Facebook as we are posting frequently on these platforms previous wedding set ups to help our future couples.
MC & Usher Allocation - Step Eight
If you have not already, please nominate a trusted person as your MC and supply us with all their contact details. This nominated person must NOT be in your bridal party. They need to have authority to make decisions on your behalf on the morning of the wedding and during the wedding if there are any unexpected problems, and they will also be required to liaise with our maitre d’ during the wedding.
You will also require two ushers to greet guests when they arrive, direct them and take charge of your wedding gifts.
Please find details below for your MC and Ushers to cover off on the day. Please give this document to them in advance along with your final schedule so that they have time to prepare. The MC and Ushers should be at the venue at least an hour before the ceremony and will need to come and see Justin Button to run through the schedule and finer details.
Other Vendors - Step Nine
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.
Rehearsal Date - Step Ten
Now that most of the details are decided, you want to start thinking about practicing the ceremony with your bridal party.... 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.
Please note 1 hour is allocated for your rehearsal, 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.
Your rehearsal is the best time to bring all the extras we require for your wedding day, e.g. signing book, table plan for the board, individual name place cards, favours etc. Please drop this off to either Tracey or Justin Button PRIOR to your rehearsal.
Ceremony Plan - Step Eleven (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
Final Checklist - Step Twelve
Please ensure you send back the following documents prior to the final meeting:
- Final Meeting Preparation Form
- Menu Selection Form
- Detailed Schedule
- Seating Plan
- Photos and samples of Decorations
- Ceremony Questionnaire Form (If applicable)
Once you have all of these, send through to Tracey at firstname.lastname@example.org
Full Payment - Step Thirteen
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.
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: email@example.com