Booking your venue is one of the first tasks you will tackle when you’re planning your wedding, 
but there will still be last minute details you need to confirm with them around three weeks before the big day.
If you can’t spare the time or the venue is some distance away, a phone call will do, but if possible try to visit the venue yourself to discuss final details. You will have to drop off seating plans and place cards anyway and it will give you another chance to familiarise yourself with the venue.
Here is a checklist of seven items you will need to confirm with your venue:
The final headcount is a crucial piece of information for your venue as they need to know how many people to cater for, how many places to lay for dinner, and how many bottles of wine to order. Make sure you give them a figure for adults and a separate figure for children if you are inviting them.
A detailed itinerary will help them to know what is supposed to happen when during the day. Make sure your venue co-ordinator knows the times of your ceremony, your photos, your drinks reception, your receiving line, your wedding breakfast, and your entertainment. Check with your venue that the time you intend to end the party is acceptable for them.
Access arrangements should be in place if you have a florist coming in to decorate the reception rooms and tables, or if your DJ needs to do a sound check in the main room while you are having your wedding breakfast on the terrace. You will also want to check where the baker should deliver your wedding cake.
The final menu should be agreed on, along with any particular dietary requirements your guests may have. Discuss the finer details with your venue such as whether wine should be served or simply left on tables for guests to pour their own, and whether coffee should be served with dessert, or afterwards with the cake.
Guests with special needs should be mentioned to the venue to ensure that they can do everything possible to cater for these. Tell them if any of your guests are physically disabled, or if they have sight or hearing problems. Also let them know if there will be any really young children attending and see if they can provide high chairs and extra space for prams.
Your seating plan should be ready at this stage, so try to take it with you along with place names or escort cards, and table numbers. Handing these items to the wedding co-ordinator in person will give you more reassurance than putting them in the post.
Accommodation arrangements should also be confirmed at this stage. If you are staying at your venue, check that your room and any rooms for your guests are still reserved. You could also ask for any particular treats you want added to your room and your guests’ rooms at this time. If you have made arrangements to stay at a hotel away from your venue, check that transport to this hotel has been organised.