Write Down The Details

I’m sure you’ve already been told dozens of times by now to get all the key details – start times, end times, deposit deals, etc. – in writing. And while I certainly add my voice to that chorus, I want to also take a moment to encourage you to also get all the little details in writing too.

Now, people say “don’t sweat the small stuff” but on your wedding day, someone will be sweating the small stuff. If you’re a super-carefree, go-with-the-flow kind of person, you might not be the sweater, but someone, your mom, your maid of honour, your venue contact, will at some point be staring at something and wondering if it’s looking the way it should. And that’s where having the small details documented comes in.


How these details are organized is up to you, the point is that you and those associated with you have a printed reference to everything from your timeline to your flowers to your cake. This way everyone’s on the same page, people are better organized (and therefor ideally calmer) and issues can be spotted and dealt with earlier.

Another reason for documenting the little details is that having all that stuff written down makes it a lot easier to get a refund, should things not work out. This seems to be a situation that pops up the most with florists and decorating, maybe because there’s so much “imagining” and “visioning” going on. Also, many decorators and florists sell packages that then get modified and well, if those modifications aren’t written down, you can see how things can easily go to a disappointing place.

The point is, it’s much easier to get money back if you can say, “Hey, there’s the email where you promise that for this price, I’ll get package A but with roses instead of lilies and no underlighting on the head table,” than to say, “Hey, I know the contact says that I’m paying for package A but don’t you remember how we talking about changing some stuff?”

A few details that you’ll want to get written down:

• All flower types and colours being used as well as approximate quantities; ribbons, bouquet jewellery and other related items should be detailed out


• Such vase/container/centrepiece details as size, shape, colour, quantities


• Such cake stand details as size, shape, material, any extras/enhancements


• Drapping details would include colours, fabric types, sizes and placement. This is an area where ideally you have a photo of what the drapping should look like, as well as a photo of what fabric(s) is being used


• Chair cover details would include colour, fabric type and any extras/enhancements. This is another area where a photo is ideal


• Your caterer should provide you with a detailed list of what exactly is being served and while you don’t need to know how many baby potatoes each person is getting, you will want numbers for your hors d’oeuvres and possibly even your midnight snack


• Bar details should touch on both alcoholic and non-alcoholic offerings and could even look at what types of glasses and garnishes will be available (though even I’ll admit that might be too detailed for some)