What to Expect During Your Final Details Planning Meeting with Free Bird Weddings & Events

chloeamelia
Jun 8
4 min read

Updated: Sep 11

As your wedding day approaches, excitement builds—and naturally, so does the need to ensure every last detail is perfectly in place. This is where your final details planning meeting with Free Bird Weddings & Events becomes invaluable. Whether you’ve booked full wedding planning or our on-the-day wedding coordinator service, this meeting is the ultimate moment of peace of mind. It brings everything together so you can relax and fully enjoy the final countdown.

Here’s what to expect from this essential part of the planning journey with your trusted wedding planner in Manchester and the North West.

A Warm, Reassuring Catch-Up

We start with a relaxed and friendly chat. It is a chance for us to reconnect. You can share how you’re feeling, and we can check in on any updates. Whether you’ve just had your final dress fitting, received your RSVPs, or had a last-minute guest change, nothing is too small to mention. This is about making you feel completely supported.

Finalizing the Wedding Day Timeline

One of the key outcomes of this meeting is a polished timeline. We’ll run through the entire weekend—from guest arrival welcomes to when hair and makeup begins. We will cover what happens at the end of the night and how you say farewell the following day. This is where we get into the nitty-gritty of logistics to make sure everything flows effortlessly.

We'll discuss and reconfirm:

Any events happening either side of your wedding day, including spa bookings for the two of you.
Accommodation and travel arrangements for guests.
Confirm final guest numbers and guest requirements.
Supplier arrival times, floorplans, and designs.
Ceremony start time and detailed order of events.
Transition and flow from ceremony to reception.
Key moments such as speeches, cake cutting, bouquet toss, any surprises, and the first dance.

As your on-the-day Wedding Coordinator, I will be your main point of contact for all suppliers. I’ll manage your guests, allowing you to be fully present and enjoy every moment of your special day.

Reconfirming Your Suppliers

We will thoroughly go over your full supplier list. This ensures that everyone is fully briefed and aligned. If we’ve added anyone new or changed any details, or made tweaks to your menu or entertainment, this meeting is the perfect time to share it all and realign our plans.

Thanks to my relationships across the North West wedding industry, I’m used to working closely with local florists, caterers, photographers, and venues. I know just what to look out for and how to fill in any gaps that may arise.

If I see any opportunities to improve any aspect of the day, I’ll explain my suggestions to you. This ensures that you have a transparent view of all your options to make a decision that is right for both of you.

Table Plan & Seating Finalization

This is often one of the trickier last-minute tasks for couples. We’ll walk through your final guest list and table plan, checking accessibility needs, dietary requirements, and where favors or stationery items need to be placed. If we are designing your wedding stationery too, we’ll ensure everything is beautifully aligned and eco-friendly—just as we promised from the start.

Personal Touches That Matter

You have likely spent months curating the most meaningful details. We’ll make sure each one is accounted for. From heirloom cake toppers to signature drinks or custom signage, we will discuss how and where each element will be set up for your guests’ enjoyment.

At Free Bird Weddings & Events, we believe that weddings should feel intentional and heartfelt. This meeting ensures your personality and love story are woven through every element, enriching your entire wedding day. Your guests will easily feel the love that defines your celebration.

Emergency Kit & Plan B Scenarios

We will also cover practicalities—like who will hold onto the marriage schedule and what’s in our emergency kit. Yes, we come prepared with everything from safety pins to power packs and even garden shears! If needed, we will create contingency plans. This is especially important when planning outdoor ceremonies in Lancashire or marquee weddings in the countryside. A calm and well-structured contingency plan is essential.

A Confident Finish

By the end of your final details planning meeting, you will feel confident, clear, and calm. I will send you my Master Event Guide, any tasks for me to complete, and any final action points (usually minimal—we do the heavy lifting so you don’t have to).

Most importantly, you will know that you have a Manchester Wedding Planner who is wholeheartedly invested in your day. I will treat it with as much care as if it were my own.

If you're looking for an experienced, eco-conscious wedding planner in Manchester or the North West, who will walk with you every step of the way—from the first moodboard to your final farewell—I would be honored to support your celebration.

Get in touch today and let’s bring your dream day to life, beautifully and effortlessly. As you plan, always remember to keep a balanced perspective and enjoy each moment of this exciting journey.