Vision & Guest Experience Checklist
Goal: Define the feel, priority, and emotional outcome of the day
⬜ Estimated guest count (range + final target)
⬜ Indoor-feel vs outdoor-rustic feel
⬜ Formal / semi-formal / relaxed vibe
⬜ Ceremony + reception both outdoors
⬜ Property / venue / private land
⬜ Backup indoor option identified
⬜ Intimate vs high-energy party
⬜ Dance-heavy vs social-heavy crowd
⬜ Family-focused vs party-focused
⬜ Daytime vs evening reception
⬜ Sunset timing considered
⬜ Photo style (bright / romantic / dramatic)
⬜ Video coverage wanted
⬜ Guest comfort priority (basic / high / luxury)
⬜ Noise tolerance of neighbors checked
⬜ Permit requirements checked
Space & Layout Checklist
Goal: Make everything fit comfortably and flow naturally
⬜ Guest seating layout calculated
⬜ Tent/structure footprint sized
⬜ Head table size confirmed
⬜ Sweetheart vs full wedding party table
⬜ Dance floor size selected
⬜ DJ footprint added
⬜ Band / stage footprint added
⬜ Ceremony seating layout
⬜ Ceremony arch placement
⬜ Aisle width planned
⬜ Buffet / plated / stations layout
⬜ Bar area space planned
⬜ Dessert table zone
⬜ Coffee station zone
⬜ Gift table zone
⬜ Welcome table zone
⬜ Guestbook station
⬜ Photo booth area
⬜ Lounge area
⬜ Kids table/activity area
⬜ Vendor work zones
⬜ Catering prep zone
⬜ Catering tent location
⬜ Walkway spacing
⬜ Guest flow paths
⬜ Night lighting paths
⬜ Weather backup layout
⬜ Parking layout
⬜ Shuttle drop zone
⬜ Accessible guest paths
Weather Protection Checklist (Manitoba Critical)
Goal: Protect against heat, wind, rain, and cold swings
⬜ Full shade coverage planned
⬜ Block-out roof vs standard roof
⬜ Sidewalls planned
⬜ Window walls planned
⬜ Wind rating verified
⬜ Extra anchoring planned
⬜ Heater quantity planned
⬜ Heater fuel plan
⬜ Rain runoff direction
⬜ Ground drainage checked
⬜ Mud mitigation plan
⬜ Flooring planned
⬜ Ceremony cover option
⬜ Catering tent protected
⬜ Bar wind protection
⬜ Dessert wind protection
⬜ Cold-night blanket plan
⬜ Hot-day ventilation plan
⬜ Fan plan
⬜ Generator weather cover
⬜ Weather forecast monitoring
⬜ Day-of weather decision trigger
Furniture & Guest Comfort Checklist
Goal: Make guests comfortable for 6–10 hours
⬜ Guest tables (round/rectangle)
⬜ Guest chairs (style + comfort level)
⬜ Ceremony chairs
⬜ Head table furniture
⬜ Sweetheart table option
⬜ Buffet tables
⬜ Bar tables
⬜ Dessert tables
⬜ Coffee tables
⬜ Gift table
⬜ Welcome table
⬜ Guestbook table
⬜ Memory table
⬜ Cocktail tables
⬜ Lounge furniture
⬜ Soft seating
⬜ Elderly seating plan
⬜ Shade seating
⬜ Kids seating
⬜ Table spacing confirmed
⬜ Accessibility spacing
⬜ Highchair needs
⬜ Stroller paths
Energy & Entertainment Checklist
Goal: Control energy and guest engagement
⬜ DJ booked
⬜ Band booked
⬜ MC assigned
⬜ Ceremony audio system
⬜ Wind-safe microphones
⬜ Officiant mic
⬜ Vow mic pass plan
⬜ Reception sound coverage
⬜ Speaker placement outdoor-rated
⬜ Dance floor sized
⬜ Dance lighting
⬜ Uplighting for dance zone
⬜ Power distribution plan
⬜ Generator planned
⬜ Extension runs planned
⬜ First dance planned
⬜ Grand entrance planned
⬜ Games / interactive segments
⬜ Photo booth booked
⬜ Guest game stations
⬜ Late night music plan
⬜ Noise bylaw check
⬜ Music cut-off time
Atmosphere & Visual Checklist
Goal: Make outdoors feel intentional and elevated
⬜ Color palette
⬜ Linen color + texture
⬜ Napkin style
⬜ Charger plates
⬜ Tableware style
⬜ Centerpieces
⬜ Floral plan
⬜ Greenery plan
⬜ Tent lighting
⬜ String lighting
⬜ Uplighting
⬜ Path lighting
⬜ Entry decor
⬜ Ceremony arch decor
⬜ Aisle decor
⬜ Head table decor
⬜ Backdrop
⬜ Photo backdrop
⬜ Light-up letters
⬜ Statement piece
⬜ Candle plan
⬜ Wind-safe candle holders
⬜ Night glow plan
Food & Beverage Checklist
Goal: Smooth service without congestion
⬜ Caterer booked
⬜ Meal style confirmed
⬜ Prep kitchen needs
⬜ Prep tent needed
⬜ Serving tables counted
⬜ Buffet flow plan
⬜ Plateware
⬜ Cutlery
⬜ Glassware
⬜ Backup drinkware
⬜ Bar type
⬜ Bartenders booked
⬜ Signature drink
⬜ Ice volume
⬜ Ice storage
⬜ Refrigeration
⬜ Cake table
⬜ Cake cutting tools
⬜ Late night snack
⬜ Garbage stations
⬜ Recycling stations
⬜ Cleanup crew
Photo & Memory Capture Checklist
⬜ Photographer booked
⬜ Videographer booked
⬜ Drone coverage approval
⬜ Photo timeline
⬜ Sunset photo slot
⬜ Family photo list
⬜ Rain photo backup
⬜ Night photo lighting
⬜ Photo locations mapped
Logistics & Risk Checklist
⬜ Delivery schedule
⬜ Setup order
⬜ Vendor arrival order
⬜ Power supply
⬜ Cable safety
⬜ Ground staking approval
⬜ Utility locate
⬜ Insurance
⬜ Permit needs
⬜ Fire safety
⬜ First aid kit
⬜ Emergency contacts
⬜ Vendor contact sheet
⬜ One coordinator assigned
⬜ Rehearsal plan
⬜ Weather decision authority
Booking & Payment Checklist
⬜ Anchor service booked
⬜ Tent / structure booked
⬜ DJ booked
⬜ Decor booked
⬜ Lighting booked
⬜ Catering booked
⬜ Bar booked
⬜ Photographer booked
⬜ Retainer paid
⬜ Monthly payment selected
⬜ Bundle reviewed
⬜ Upgrade window set
⬜ Check-in schedule set
Upgrade & Experience Add-Ons
⬜ Lighting upgrades
⬜ Decor upgrades
⬜ Lounge upgrades
⬜ Comfort upgrades
⬜ Heater upgrades
⬜ Shade upgrades
⬜ Weather upgrades
⬜ Photo features
⬜ Guest experience features
⬜ Interactive games
⬜ Late night features
⬜ Signature moment features