The Importance of a Wrap up Meeting

Wrap-Up Meeting - A scheduled gathering of key players involved in a specific event to discuss the final details.  To confirm all orders, schedules; To ask questions and get answers to unanswered questions; To organize the final details of the event.

You've completed all the pre-planning and the event is four to three weeks away.  It's time to sit down to cross your "T's" and dot your "I's" .  If you have a planner they will assist you in handling the following.  If you have been planning a DIY event then this is for you.  (Suggestion, you need to select a point person that will handle the details on the day of the event so you can enjoy your guests.  This person should attend your wrap up meeting/s). 

What happens or is addressed at a Wrap-Up meeting?

• Meet with your catering manager to discuss final details, room diagram, final guest count, vendor arrival time, load-in location and event timeline.  This will ensure a smooth running event.
• Confirm your final guest count and menu with your caterer.  This allows your caterer to order enough food, beverage and rentals for your event.
• Confirm orders with your linen, florist and rental company to confirm your final orders.  We want every table to be beautiful.  A missing centerpiece, table setting or odd linen denotes an oversite and shows poor planning.  You've put a lot of time and effort into your celebration and we want it to show.
• Turn over all items for event day to your coordinator or point person for set-up.  These items need to be on site at time of set-up.  If you do not plan on being in attendance when rentals are being delivered then you need to give these items to the person in charge of the day of event production prior to set-up.
• Make sure all vendors, including entertainment, photographers, photobooth personal, etc., contact information is correct and exchanged at this meeting.  Not only will this save time on the day of the event if they need to be contacted, but their correct information is needed to verify contract obligations, make any needed adjustments based on final guest count and send over timeline and room diagram.
• Verify load in time for vendors and parking restricts or fees that may apply.  From a vendor perspective, not knowing where to park, being misinformed of load-in time restrictions or not having the cash to pay for parking can delay the set-up of your event and cause you to incur overtime fees if this information is not shared.
•  Ask all and any questions you may have.  In this meeting you walk through your event from beginning to end.  Questions are sure to come up so make sure ALL your concerns are addressed.
• Let your coordinator know of any special presentations, speakers, acknowledgements or last minute changes and additions that you have planned or anticipate.  Your coordinator needs to know every single detail of the event.  Wardrobe changes, special songs, poems, etc. Nothing is too small.  All of these events add to your timeline and affect the flow of your event.  The less unexpected changes or additions you have the smoother your event will be.  Plus you will prevent overtime fees!

The type of event you're planning, combined with your personal details will determine what needs to be addressed at your wrap up meeting and the lenght of the meeting.  Typically these meetings run 1 1/2 to 2 hours minimum depending on the number of activities and event details involved in your celebration.  No matter what type of event your planning be sure to schedule a wrap-up meeting. 

Happy planning!

Eventfully yours,

Jennifer