Changes & decisions

Separate existing venue architecture from hired decor and furniture. Review a proposed design alongside its itemised scope: dimensions, seating, materials, flowers, lighting and installation. Label reference images and illustrative models clearly, and confirm substitutions before approving them.

An attractive render does not verify venue measurements or booking inclusions. Ask which dimensions are measured and which are provisional. Check guest sightlines and movement as well as the camera view. Save the approved version and the linked price so later changes can be compared against the same brief.

Obtain the dates, booked spaces, room allocation, payment schedule, inclusions and change or cancellation terms in writing. Check what is still provisional and which other decisions depend on the booking. Review the actual supplier terms rather than assuming a refund or date-change policy.

List the decisions a deposit would trigger: invitations, flights, accommodation, supplier bookings and design. Identify who can authorise changes and what needs reconfirmation if guest numbers or event timings change. Ask the provider to explain unclear clauses; seek qualified advice for a legal interpretation of your contract.

Agree a named contact, an update schedule and an escalation route. Each update should show completed work with evidence, upcoming decisions, changed costs and delays with an owner and next action. Keep the approved brief and current supplier commitments together.

Ask how the team distinguishes a requested task from a confirmed booking and a completed delivery. Record supplier dependencies, such as venue access needed before installation. Changes should identify their effect on cost, timing and guest arrangements before approval. A shared record helps the team follow decisions across time zones; agree how quickly urgent issues will be raised.

List outstanding deliveries, their owners and agreed dates before the event. Keep approved changes, payments, invoices and any deposits to reconcile together. Confirm the process for reporting missing items or following up on photography, video and other promised deliverables.

Check each supplier's agreed scope and delivery dates. Record what has been received and what remains open. A final expense review should distinguish approved additions from items needing clarification. Refunds and other remedies depend on the actual agreement and circumstances; do not assume a standard policy.