Planning Meetings | The Vineyard

Sip, Plan, Celebrate: How to Nail Your Wedding Meeting at The Vineyard

Planning your wedding is an exciting journey, and as you get closer to the big day, making the most of your planning meeting at The Vineyard at St. Charles is essential. This meeting is your chance to finalize details, ensure everything is aligned with your vision, and get answers to any last-minute questions. To ensure a smooth and productive session, follow these key steps:

1. Have Your Master Planner as Completed as Possible

One of the best ways to make your planning meeting efficient is to arrive with your master planner as complete as possible. This document should include key details like your vendor contacts, décor preferences, seating arrangements, and general timeline. The more information you have ready, the easier it will be to finalize your wedding day logistics. If there are still outstanding decisions, make a note of them so you can discuss them during the meeting.

2. Have a List of Questions

There’s nothing worse than leaving a planning meeting only to realize you forgot to ask something important. Before your meeting, sit down with your partner and jot down all the questions you have regarding your ceremony, reception, and logistics. Some questions to consider:

What is the rain plan for outdoor ceremonies?
How early can vendors arrive for setup?
Are there any restrictions on decorations or candles?
What is the best way to transition guests from ceremony to reception? Having a well-thought-out list will help ensure you leave the meeting with confidence in your wedding day plans.

3. Be Ready to Plan Your Bar Menu

Your wedding reception isn’t just about the meal—it’s also about the drinks! The Vineyard at St. Charles offers bar service options, so use this meeting to finalize your beverage menu. Decide whether you’ll offer a full bar, beer and wine only, or a signature cocktail menu. Consider your guests’ preferences and any fun, personalized drinks you’d like to include. Knowing your bar setup in advance will help ensure a smooth service experience during your reception.

4. Use the Planning Section of the Website to Organize Your Processional, Timeline, and More

The Vineyard at St. Charles provides an online planning section to help you outline key wedding details. Take advantage of these resources to finalize your ceremony processional order, day-of timeline, and reception flow. Having a clear, structured plan will help everyone—your wedding coordinator, vendors, and bridal party—stay on track. The more organized you are, the more seamless your wedding day will feel.

5. Get Excited—It’s Almost Wedding Time!

While this meeting is about logistics, don’t forget to enjoy the process! You’re in the final stretch of planning your special day, and your wedding at one of the most beautiful Des Moines wedding venues is just around the corner. Take a moment to soak in the excitement, envision how everything will come together, and trust that all your hard work is paying off. Your Iowa wedding reception is going to be unforgettable!

Additional Tips for a Smooth Planning Meeting

Bring your wedding planner, coordinator, or a trusted friend/family member to help take notes.
Confirm final headcounts with your catering and rental vendors before the meeting, if possible
Use this walk-through video to help imagine set-up and flow
Have digital or printed copies of contracts, vendor agreements, and any necessary paperwork.

By preparing ahead of time and using this meeting to finalize essential details, you’ll set yourself up for a stress-free and beautiful wedding day. The Vineyard at St. Charles is here to make your wedding dreams a reality, so take full advantage of this time to ensure everything is picture-perfect. Happy planning!