What to Confirm During the Final Week Before Your Wedding
Key facts
- Submit confirmed guest count by each deadline.
- Finalize seating and access arrangements.
- Confirm suppliers' teams, entrances and times.
Seven to five days out: close the guest count
Review accepted, declined and unanswered invitations. Do not quietly count non-responses as yes. Follow up politely where necessary and submit the final number by the date each provider requires; the venue, caterer and transport service may have different deadlines. Confirm how late changes are handled and any per-person charge.
Give the catering contact dietary requests guests have chosen to share, in the form and time they require.
Recheck seating against the room layout: households, older guests, accessible routes, children, entrances and any agreed family arrangements. Keep only a small flexible buffer if the venue supports it. Do not promise seats beyond actual capacity.
Five to three days out: reconfirm every supplier
Send each supplier a short confirmation of date, exact venue entrance, arrival and setup time, assigned person, agreed deliverables, equipment needs, contact number and remaining balance. Ask them to correct anything inconsistent with the contract. Confirm external-vendor access with the venue, including loading areas and electricity or sound check.
For photography, list essential family groupings and the person who can gather each group; avoid writing an impossible minute-by-minute shot list.
Check attire pickup and alterations, beauty appointment location, food service time, transport, decoration delivery and cleanup responsibility. Keep written receipts for payments already made. If a supplier will collect a balance on the day, specify who can authorize and make that payment.
Final-Week Wedding Checks
Check each item as you complete it. Add it to your notes app or keep your progress in Favorites.
Three to two days out: issue one final run sheet
The run sheet should contain the event address and map, schedule from access to departure, supplier contacts, family contact, important transitions and a simple backup for outdoor weather or a late arrival. Give everyone the same dated version. Tell them who may approve a timing or spending change and who cannot. Store a copy offline with the coordinator in case mobile coverage is weak.
Walk through the guest route and the day’s practical details: parking or drop-off, signage, prayer or private space if planned, changing area, elderly access and the location of any supplies. Check that the venue and coordinator agree on who opens doors and receives deliveries.
The day before: stop unnecessary changes
Pack rings or symbolic items if relevant to your celebration, attire accessories, essential documents, phone charger and small personal necessities. Confirm the named contact has the key agreements and receipts. Give families the direct contact for urgent logistics so the couple can focus on getting ready. A genuine safety or access issue still needs action, but optional styling tweaks can wait.
After the wedding, check remaining photo or video delivery dates, borrowed items and outstanding balances against the contracts. A final-week list is successful when everyone knows the next action without asking the couple to reconstruct the plan.
A confirmation message you can adapt
“Hello [name], we are confirming your [service] for [date] at [venue and entrance]. Your agreed arrival is [time]; the on-site contact is [name and number]. Our contract lists [key deliverables], with [balance and method] remaining. Please reply by [time] if any detail differs from your record.” Send the message individually, with only the details that supplier needs.
Save the response with the contract and update the run sheet once, rather than circulating a new version for every minor reply.
Common questions
When is the guest number truly final?
The binding deadline is the one in each provider's agreement. Ask about any late-change window and cost.
Should we call every vendor?
A concise written reconfirmation creates a shared record; call if a critical detail is disputed or unanswered.
Who handles problems on the day?
A named coordinator or family contact with the final run sheet and clear authority limits.
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