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Expert August 2012

Final Meetings - What do you do?

Stacie, on August 1, 2012 at 7:21 AM Posted in Planning 0 5

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So we are about two weeks out, and I need do the final meetings with our photographer, videographer, caterer, dj, venue, and rental company. I know that I'm suppose to give final numbers/counts of guests, but that's about it. I'm freaking out because I'm afraid I'm going to miss something. I know there are a number of things we're suppose to cover, but I don't know what they are.

Do you ladies have any "last meeting" or "final countdown" checklists or Q&As? I didn't think I was going to be the girl that cracked when we got into the home stretch, but I'm cracking, and I have no one here to help me.

So I'm turning to you fabulous women, as that always seems to help, and you always know what I should be doing even when I don't.

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5 Comments

Latest activity by Esposa, on August 2, 2012 at 10:58 PM

Master October 2017
Christina · on August 1, 2012 at 10:55 AM
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Bump!
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VIP June 2013
Now mrs. K · on August 1, 2012 at 10:58 AM
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For photographer and videographer, have the list of shots that you definately want. Caterer, finalize menu and head count. Rentals, make sure that you know what will be on the table and that it is all arranged. If they are doing set up, make sure you go over any layout things that you want, and if they are doing your centerpieces, how you want them to look (if you have a photo, give it to them.) DJ-final schedule of events, special songs, and anything that is a must have/must not play.
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Master August 2012
Tiffany M. ( Tiffany P.) · on August 1, 2012 at 11:01 AM
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We also had final meetings with our DJ, photographer, etc about 10 days ago.
With the photographer, just confirm/go over the timeline for the day....where are you going to be, when will they be there, etc. Make any final payments you need to do.
With the DJ, give them your lists of must play songs (first dance, father/daughter, etc), do not play lists if you haven't already. Also make any final payments you need to.
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Susan Stalnaker · on August 2, 2012 at 9:37 PM
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Hi Stacie -

The best way to prepare for final meetings or conversation with vendors is to start a timeline beginning with the day prior . . . nail appointments, rehearsal timeline, etc. and move into the next day - the wedding.

Just jot down vendors in order of how they will arrive, open up, etc. You won't believe how easy it will be to generate questions/answers you need to address in order to enjoy your special day. Most of your professionals will already have final questions to ask and clarify with you.

Best wishes for your wedding!

Susan
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Super July 2012
Esposa · on August 2, 2012 at 10:58 PM
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I used the WW checklist and the timeline/checklist from Brides Magazine (it's in the front pages once you get past the ads in any issue). I also made a shot list for the photographer. I think you can sort the WW list by category. I printed it, color coded it for action items, and wrote other detailed "to do" items on the bottom.
I made a grid for each day of the last full week before the wedding, doing what needed to get done outside of the house each day (top row) and what needed to get done in the house (DIY stuff, emails, etc.) in the bottom row. I did this grid on a legal pad, so I don't really have a visual template I can pass to you. But it was helpful to have an appointment and all questions under that header.
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