Wedding Top Sheet | Planning Portal For

Your Wedding Day Top Sheet

To ensure a seamless experience on your special day, it's essential to complete this top sheet at least four weeks beforehand. This document enables all supporting teams, including The Planning Portal, Bacchus Bars, and Style by Design, to collaborate effectively on your behalf. The venue also requires specific information to confirm that all arrangements align with your contract and insurance coverage. We recommend scheduling a final planning meeting about four weeks before your event to finalise this form together and address any questions you may have.

First name(s)

Last name(s)

Primary Contact Email

Primary Contact Phone

Wedding Date(s) (Please include the night before dates if you are staying the night before)*

Please upload a copy of your wedding inurance here

Are you staying at the venue the night before?

Yes

If you answered 'yes' to the above, which night before option have you booked (if you are unsure of this, please speak to Becci from The Planning Portal first)

What time are you planning to arrive the night before?

Time

HoursMinutes

What time have your told your night before guests to arrive?

Time

HoursMinutes

Please tell us the number of guests who will be joining you for your night before celebration by listing: 1) The number of adults; 2) The number of children aged 11 to 18; 3) The number of children aged 0 to 11*

Are you eating at the venue?

Yes

If so, who is your night before caterer?

Please attach your night before seating plan, if you have one, the menu you have agreed with your caterer, dining numbers (remember to outline the arrangements for children if they are eating separately) and highlight any special dietary requirements

Please list the number of supplier meals you are providing for your night before suppliers in a team/number format, e.g., Bacchus Bars; three meals, etc.

Are you opening one of the onsite bars the night before?

Yes

If you answered 'yes' to the above, tell us which bar you have chosen to open and your agreed bar opening and closing times with Bacchus

Please tell us if you have other alcohol arrangements in place, e.g supply your own or corkage, dry hire

What time are you expecting your night before to finish?

Please upload your sleeping guest list for the night before; please ensure that each guests name is noted along with a mobile contact number in case of fire

Please provide the contact name(s), company name(s), and contact numbers of all your night-before suppliers (e.g., music, photography, etc.), as this information is required for the venue's fire risk assessment.

Have you checked that each of your suppliers for the night before has insurance and public liability cover in place to protect your interests in case of an accident?

Yes

No, I will check

Have you verified that each of your suppliers for the night before is aware and agrees to the housekeeping policies that are in place, e.g sound limits, arrival and departure times, etc*

Yes

No, I will inform them

Have you booked breakfast with the Little Green Hut on your wedding day?

Yes

Have you booked breakfast with another caterer on your wedding day?

Yes

Have you booked the Pamper Suite on your wedding day?

Yes

Have you booked the Steve Beck Suite on your wedding day?

Yes

If you answered 'yes' to the above questions about early access suites, please tell us the number of guests you are expecting in each suite(s) and any special dietary requirements or requests

Please tell us about the breakfast arrangements for your guests - time of breakfast, guest numbers, whether you have added any upgraded or cooked items, any special dietary requirements

Please tell us if you have booked breakfast in the Honeymoon Suite with Little Green Hut (normally only available for 2 day weddings)

What time will your guests have access to the main venue? Please clarify this with The Planning Portal if you are not sure.

Midday

After Breakfast

Have you booked lunch with the Little Green Hut (typically served in the Star Chamber at midday)

Yes

Tell us about your lunch arrangements - number of guests, your lunch menu, any special diets

Have you booked use of the Morning Room/Snooker Table from 11 am (usually only available as part of your hire of the Steve Beck Suite)

Please upload a copy of the Snooker Table Mandate - If you are planning on using it

If you are having pre-ceremony drinks - where, at what time, and who is the provider?

What time are (additional) day guests arriving?

Please provide the contact name(s), company name(s), and contact numbers of all your daytime suppliers (e.g., music, photography, etc.), as this information is required for the venue's fire risk assessment.

Have you verified that each of your wedding day suppliers has insurance and public liability coverage in place to protect your interests in the event of an accident?

Yes

No, I will check

Have you verified that each of your suppliers for your wedding day is aware and agrees to the housekeeping policies that are in place, e.g sound limits, arrival and departure times, etc

Yes

No, I will tell them the policies

Please upload your wedding day sleeping guest list; this should include your night before guests, along with those guests who are arriving on the day and will sleep at the venue on the wedding night; remember to include their names and mobile numbers

Please upload your daytime caterer's event plan with your seating plan; this should clearly state the number of adult day guests, the number of children aged up to 11 and the number of children aged 11 to 18

Please list the number of supplier meals you are providing for your daytime suppliers in a team/number format, e.g., Bacchus Bars; three meals, etc.

Ceremony time (time verified with the officant)

Time

HoursMinutes

Confetti shot time (time verified with The Planning Portal) - Please note that if the styling team are not supplying the confetti you may only provide fresh or dried petals, cream or white

Time

HoursMinutes

Drinks reception start time (time verified with The Planning Portal)

Time

HoursMinutes

What time will guests be called through for the wedding breakfast (drinks reception ends) (time verified with The Planning Portal)

Time

HoursMinutes

Time of the wedding couple's entrance to the wedding breakfast (time verified with your caterer and the Planning Portal)

Time

HoursMinutes

What time will desserts be served (time verified with your caterer)

Time

HoursMinutes

Coffee/tea or other served at what time (time verified with your caterer)

Time

HoursMinutes

If you are planning to offer something other than tea/coffee after dinner finishes please tell us about it here:

Please tell us where you are planning to serve tea/coffee/cocktails/champagne tower

Evening party start time (verified with your bar supplier and The Planning Portal)

Time

HoursMinutes

Please provide the contact name(s), company name(s), and contact numbers of all your evening suppliers (e.g., music, photography, etc.), as this information is required for the venue's fire risk assessment.

Have you verified that each of your suppliers for the evening party has insurance and public liability coverage in place to protect your interests in the event of an accident?

Yes

No, I will check

Have you verified that each of your suppliers for the evening party is aware and agrees to the housekeeping policies in place, e.g sound limits, arrival and departure times, etc

Yes

No, I will tell them the policies

Are you serving evening food? At what time? Please tell us about your menu, your caterer's name, the number of dining guests, and any special dietary requirements

Please list the number of supplier meals you are providing for your evening suppliers in a team/number format, e.g., Bacchus Bars; three meals, etc.

If you ticked any of the above, please tell us the details - e.g at what time and where, etc (please note that the fireworks start time cannot be later than 9.55 pm)

At what time is your evening party due to finish?

Time

HoursMinutes

Have you booked breakfast with the Little Green Hut on your checkout day (the day after your wedding)?

Yes

If you answered 'no' to the above who will be providing you with breakfast?

Please tell us about your breakfast arrangements - where will it be served, are there any special diets, at what time have you booked it (the standard time is from 9 am to 10 am unless you have booked an extended stay or brunch)

Is there any detail that this form has not captured that we need to be aware of?

FOR DRY HIRE WEDDINGS ONLY

FOR MARQUEE WEDDINGS ONLY

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