Key Questions to CLARIFY THE DETAILS OF Your Dream Wedding

Take a moment to consider these important details—they’ll help you refine your vision and ensure everything runs smoothly. Once you’ve thought them through, send us your plans so our wedding coordinator can assist you in making your day truly unforgettable.

💡 Essential questions help us plan seamlessly.
🌿 Optional questions guide you in discovering your preferences.

You may like to use a spreadsheet like this (copy and adapt) to store your planning.

Whichever way you provide it, your plan will make your wedding run smoothly.

VENDORS

Name

First Name

Last Name

HAIR - Name and contact details

MAKEUP - Name and contact details

CELEBRANT - Name and contact details

MUSICIAN - Name and contact details

MC - Name and contact details

DJ - Name and contact details

CATERER - Name and contact details

BAR STAFF - Name and contact details

FLORIST - Name and contact details

TRANSPORT - Name and contact details

CAKE - Name and contact details

PHOTOGRAPHER - Name and contact details

VIDEOGRAPHER - Name and contact details

ADDITIONAL STAFF - Name and contact details

THE DAY BEFORE

Name

First Name

Last Name

YOUR IDEAL DINING EXPERIENCE:Describe Your Ideal Dining Experience for Your Guests How would you like your guests to enjoy their meal? Let us know your preference so we can help create the perfect setting.

eg 🍽 Elegant Fine Dining – Tables set with a seating chart for a formal, sophisticated experience. 👨‍👩‍👧‍👦 Casual Family-Style – Guests choose their own seats at long communal tables for a relaxed, intimate feel. 🌿 Laid-Back & Social – No formal seating; guests can mingle freely while enjoying food stations or buffet-style dining. 🧺 Picnic-Style – Cosy picnic blankets and low tables for a charming, outdoor vibe. 🥂 Cocktail Reception – Standing and mingling with canapés, small plates, and grazing tables.

FINAL NUMBER OF GUESTS

FINAL NUMBER OF CARS BEING PARKED ONSITE

The maximum number of cars to be parked in the cottage is 2 The maximum number of cars to be parked in the grounds is 10 Guests must not leave their cars on Frost Rd or Leigh Rd (by the bus stop). They should either park in the venue or come by bus/taxi Parking is permitted on any gravel area and the grassy area between the parking opposite the cottage and the containers. Please advise your guests not to park too close to the bush as it can be wet and they will get stuck! Failure to follow these rules could result in the loss of your security bond. Please list below the names of people who will be parked onsite during the wedding.

THE DAY BEFORE

Will the couple and families set the tables with crockery and cutlery and menu cards and ribbons and flowers and candles the day before?

TABLE AND FURNITURE LAYOUT

Send a diagram of the table and furniture layout if you have a preference.

Do you want the row boat, and if so where?

Is it a smoking or non-smoking event?

REHEARSAL

What time will the rehearsal be?

Hour

Minute

Second

TABLEWARE

What time will delivery of crockery be? (Friday between 12-2?) If ordered from Carlton Party Hire Warkworth (Jacquie 094258682 warkworth@carltonpartyhire.co.nz )

Hour

Minute

Second

What time will collection be?

(1-2 days after the wedding)

Hour

Minute

Second

What cutlery, crockery and glassware is being supplied?

EG: disposable/hired entree knife, entree fork,main knife, main fork, dessert spoon, entree plats, side plate, main plate, wedding cake knife and server, napkins, glass water jugs, champagne flutes, wine glasses, tall glasses, vases,

What piece of furniture or plinth will the wedding cake go on?

DANCE FLOOR

Where do you want the dance floor?

ALCOHOL AND DRINKS

Create an excel or google sheets or word table with the types of drinks and quantity of each and supply it to the wedding coordinator

Chiller Trailer/Bar Fridge

Which company? size, who is delivering it, what goes in the chiller

What time will it be delivered?

Hour

Minute

Second

COTTAGE .

Please list the names of the people who will be staying in the cottage for each night, and in which room, so we know which beds to make up. Please be familiar with the Cottage hire rules: Do not allow anyone to stay at the Cottage or within the Ground without permission from The Owners. Do not take anything from the cottage down to the wedding venue. All crockery, throws, cushions, furniture etc for the cottage must remain at the cottage. Consult The Owners to agree on any check in or check out times that may be different to those previously agreed in the Venue Hire Agreement or Booking Form.

On the Day Set Up Jobs for the Wedding Coordinator

On the Day Jobs for the Wedding Coordinator:

Where do you want any signage put?

No signage

Bottom of the stairs?

By the marquee?

At the front gate?

Where will water bottles in bucket be placed before the ceremony?

At the bottom of the stairs?

At the top of the stairs by the ceremony?

Where will water bottles be placed after the ceremony?

On the Cocktail Lawn

By the Marquee

In the Marquee

Will there be a Seating chart? A Drinks Menu? If so, where?

Seating Chart on an easel at the entrance to the marquee? in the marquee? by the staircase? Don't mind? Drinks menu on a table/on a bar/given to bar staff to display/on bar learners?

WHAT YOU WANT TO HAPPEN IN THE CEREMONY ZONE?

Refer to diagrams and images here if needed

Name

First Name

Last Name

CEREMONY ZONE

Where would you like the signing of register table to be put?

Do you want it moved to a post ceremony zone after the reception?

Do you want or need any of the following?

A guest book

pens/glue

Polaroid cameras? (with extra film)

Do you want plinths in the ceremony zone?

Yes

If so, where

If you are having a wedding arch, will it be

Songbird's Triangle Arch

Hired

How will it be decorated?

When will the florist deliver any arrangements?

Hour

Minute

Second

Where do you want these placed by the wedding coordinator?

Where do you want plinths after the ceremony?

How do you want the ceremony chairs arranged?

___ x white chairs ___ each side of aisle ___ per row remaining guests to stand?

After the ceremony, where do you want the chairs?

moved to the post ceremony lawn? and the remaining chairs to be moved through to reception zone to tables?

WHAT YOU WANT TO HAPPEN IN THE POST CEREMONY ZONE?

Refer to diagrams and images here if needed

Name

First Name

Last Name

POST CEREMONY ZONE

What furniture do you want set up on the grass? (__ umbrellas, __bar leaners, __ bar stools)

What furniture do you want set up on the grass?

Once guests are seated for reception, what furniture do you want moved and to where?

From where do you want guests to access drinks and alcohol?

A Bar (hired)

A Drinks Caravan

A Table

Dining Tables in the Marquee

Who will serve the drinks?

Once the reception starts, where would you like any remaining alcohol and clean glassware to be taken?

Who will serve the drinks?

Yes

WHAT YOU WANT TO HAPPEN IN THE RECEPTION ZONE?

Refer to diagrams and images here if needed

Name

First Name

Last Name

RECEPTION ZONE

Are there any guests who have disabilities who need driving from the ceremony lawn to the reception?

What furniture do you want set up on the grass?

Once guests are seated for reception, what furniture do you want moved and to where?

From where do you want guests to access drinks and alcohol?

A Bar (hired)

A Drinks Caravan

A Table

Dining Tables in the Marquee

Who will serve the drinks?

Once the reception starts, where would you like any remaining alcohol and clean glassware to be taken?

Who will serve the drinks?

Yes

If you are having a wedding arch, will it be

Songbird's Triangle Arch

Hired

When will the florist deliver any arrangements?

Hour

Minute

Second

Where do you want these placed by the wedding coordinator?

Where do you want plinths after the ceremony?

How do you want the ceremony chairs arranged?

___ x white chairs ___ each side of aisle ___ per row remaining guests to stand?

After the ceremony, where do you want the chairs?

moved to the post ceremony lawn? and the remaining chairs to be moved through to reception zone to tables?

TIMELINE

Refer to the Wedding Day Checklist here

Name

First Name

Last Name

PREPARATION TIMELINE

What time will the bride and bridesmaids begin to get ready?

Hour

Minute

Second

Songbird Cottage has been hired for

Not hired

Bridal Preparation

Wedding Night

What time will the florist arrive with florals?

eg table florals to marquee? bridal bouquets to cottage?, flower arrangements in ceremony zone? & grooms florals to where

Hour

Minute

Second

What time will the wedding cake arrive and to where?

Hour

Minute

Second

What time will the caterer arrive and to where?

Hour

Minute

Second

What time will the musicians, DJ or entertainment arrive and to where?

Hour

Minute

Second

What time will the photographers arrive and to where?

Hour

Minute

Second

What time will the drinks caravan or bar staff arrive and to where?

Hour

Minute

Second

What time do you want the bar staff to start serving drinks?

Hour

Minute

Second

WHAT DRINKS DO YOU WANT SERVED WHEN?

How many of each type of glass do you want put where? Where do you want the bar service to start?

Do you want champagne pre-poured for approaching guests’ post-ceremony? Describe

What time will the groom arrive?

Hour

Minute

Second

What time will the photographer(s) arrive?

Hour

Minute

Second

Who will put the mic on the groom?

CEREMONY TIMELINE

What time will your guests arrive?

Hour

Minute

Second

What bus company will guests arrive on?

Will you have a pet involved in the ceremony? What are the provisions for it during the ceremony?

What time will the bride arrive and how?

Who is the celebrant and what time will the celebrant announce for guests to be seated?

*Housekeeping – Phones, unplugged ceremony, no social media posts, introduce MC. *All seating to be family *Bride – left hand side / Groom – right hand side

What time will the ceremony start and how will the bride arrive?

What music will be played by who and cued by wedding coordinator?

Have you made the musicians aware of the noise restrictions?

Weekend Wedding At weekends (Friday & Saturday), up until 10pm the noise levels shall be limited to 90 dB LAeq at 3m from the noise source. Between 10pm and 11pm, music shall be reduced to a background level of no more than 80dB LAeq at 3m from the sound source. All amplified and / or live music shall cease at 10.45pm. Guests must depart by 11:00pm. Midweek Wedding During the week (Monday to Thursday), up until 9pm the noise levels shall be limited to 90 dB LAeq at 3m from the noise source. Between 9pm and 10pm, music shall be reduced to a background level of no more than 80dB LAeq at 3m from the sound source. All amplified and / or live music shall cease at 10:00pm. Guests must depart by 10:30pm. Failure to follow these rules could result in the loss of your security bond.

What time does the ceremony end and what happens next?

eg guests to walk down to post ceremony zone - bride and groom position themselves at entrance of post ceremony zone lawn to have people congratulate as they pass

POST-CEREMONY TIMELINE

Where do you want bar staff to be?

What time do you want music to start and where?

eg Spotify/Musician on the Cocktail Lawn

What food and drinks do you want served and where?

What time do you want to do photographs and where?

Who will have the photo list and announce via microphone and who will support MC with flow of people for the photographers?

eg MC with a couple of named family members?

Do you want the wedding coordinator to give bridal hampers for photo period?

Have you considered what will be in these? Where will they be stored? (chiller?)

What provisions have you made for any pet during this time?

VENUE RULES

Have you familiarised yourself with the Venue Rules? Don’t use heaters that sit on the grass low to the ground as they will burn it. Don’t erect any structure that requires pegs or stakes to be put into the ground without permission from The Owners, as these could damage irrigation pipes or electrical cables, Don’t bring any more than the one dog as previously agreed with The Owners Don’t allow children, adults or dog to enter ponds Don’t allow anyone in the row boat unless previously agreed with The Owners Don’t remove the life rings without checking with the Owners.

TIMELINE

Name

First Name

Last Name

RECEPTION SET UP TIMELINE

How many ceremony chairs do you want moved to the post ceremony zone and how many to the tables in the marquee? Do you want any furniture moved to the marquee for guestbook/polaroid etc? Do you want flower arrangements moved to plinths or tables in the marquee? Where do you want to put the bridesmaids bouquets? the bride's bouquet?

What final table preparation will be needed?

eg lighting candles?

What time do you want the bridal party to arrive and in what order?

Do you want this announced by MC? Do you want it accompanied by music? Do you want a prayer or karakia before the meal?

What time do you want any sharing platters or entrees to be served?

What time do you want the speeches to start?

What time do you want dinner to be served?

What time do you want dessert to be served?

What time do you want the cake to be cut?

Do you want the wedding coordinator to cut the cake for serving?

Do you want dancing? What time do you want the first dance?

The music will end, the bar will close and transport will arrive at 11pm sharp.

What buses will take people where?

PACK DOWN AND TIDY UP

Where do you want the florals put?

Vendors and wedding coordinator will bring all furniture inside the marquee

All guests and vendors will have left by 12pm

MUSIC LIST

Name

First Name

Last Name

Processional Song (Aisle)

Registry Song One

Registry Song Two

Entrance Songs

First Dance

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We look forward to sharing our slice of garden paradise with you on your special day.

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+64 (0) 211936888
Matheson Bay, Matakana

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