Wedding Preparation

Twisted Vines Vineyard Bride's Checklist

Pre-Event Planning

• ☐ Hire a Licensed and Insured Caterer:

• Ensure your caterer is licensed and insured per NC laws.

• Provide proof of licensing and insurance to Twisted Vines at the 30-Day Meeting.

• ☐ Hire/Appoint an Event Coordinator:

• If you don't already have one, hire an event coordinator who will be responsible for managing all aspects of the wedding day, including vendor coordination, timelines, and communication with Twisted Vines staff.

• ☐ Apply for Event Insurance:

• Obtain event insurance that covers liability in case someone is injured or damages the venue’s property.

• Ensure the policy includes Twisted Vines Vineyard as the Certificate Holder.

• Provide proof of insurance at the 30-Day Meeting.

• Optional: Consider adding wedding cancellation insurance to protect against unforeseen circumstances.

• ☐ Apply for Alcohol Permit:

• Apply for a Limited Special Occasion Permit from the NC ABC Commission if you plan to serve alcohol at your event.

• Follow the checklist provided in the Limited Special Occasion Packet to ensure all necessary documentation is submitted.

• Provide a copy of the permit to Twisted Vines at the 30-Day Meeting.

• ☐ Coordinate with Vendors:

• Provide each vendor (Decorator, Caterer, Bartender, DJ, Photographer) with their respective checklist and ensure they understand and agree to Twisted Vines’ rules and conditions.

• Confirm with vendors that they will handle their own clean-up and trash removal, or that arrangements have been made for extra trash removal services if needed.

30-Day Meeting (Refer to Appendix A of your agreement)

• ☐ Finalize Guest Count:

• Provide the final guest count to Twisted Vines. Adjustments to the rental fee will be made if the guest count exceeds the contracted tier.

• ☐ Confirm Payment:

• Ensure the balance of the rental fee is paid in full.

• ☐ Review Event Timeline:

• Finalize the event timeline with Twisted Vines staff and ensure it aligns with your vendors’ schedules.

• ☐ Review Vendor Information:

• Submit the completed Vendor Info Sheet with all necessary details, including proof of caterer licensing and insurance.

• ☐ Review Alcohol and Security Requirements:

• Coordinate with the bartender (recommended) and ensure all alcohol service rules are followed, including no glass containers (except for the toast), no shots, and adherence to the maximum service time of 5 hours.

• If applicable, arrange for a security guard if your event has more than 250 guests.

On the Day of the Event

• ☐ Deliveries and Set-Up:

• Ensure all vendor deliveries and set-ups are completed within the agreed rental period.

• ☐ Guest Safety:

• Remind guests to adhere to venue safety protocols, including no smoking in non-designated areas and staying out of restricted areas such as the pond and flower beds.

• ☐ Send-Off Coordination:

• Plan and coordinate the send-off with your coordinator. Only permitted items (bubbles, sparklers, glow wands, lavender) can be used for outdoor send-offs. Clean up the area immediately after the send-off.

• ☐ Final Clean-Up and Trash Removal:

• Ensure that all vendors clean up their areas and remove trash as agreed. The coordinator should oversee the final inspection to confirm the venue is returned to its original condition.

• If extra trash removal services were arranged, ensure trash is placed in the designated area.

This checklist provides a clear summary of all the tasks and responsibilities for the bride leading up to and on the day of the event. It helps ensure that everything runs smoothly and that all vendors and legal requirements are properly managed.