Docsroom

Templates / Wedding planners

Couple details, supplier papers and day timelines, from one link.

Couples send their guest list in pieces and suppliers arrive without their insurance. Docsroom asks once, gives each person their own link and chases whoever has not replied.

7 templates78 requestsWritten for wedding planners

Start freeFree for 14 days, no card.
Your kit

Seven templates for wedding planners

Open a template to see every request in the order it is asked, and watch it written in and answered.

Couple starter checklistfor new couples · after they book you12 requests12 requests
Couple starter checklistEmily and Tom · June wedding9 of 12 back
  • About you two
  • FormCouple details7 questionsAssigned to EHEmily Hartley, brideFrom Charlottein 2 daysComplete
  • QuestionHow you found usone lineAssigned to EHEmily Hartley, brideFrom Charlottein 3 daysComplete
  • Your day
  • QuestionDate and venuebooked or still lookingAssigned to EHEmily Hartley, brideFrom Charlottein 3 daysReady to check
  • TableSuppliers already bookedtrade, name and contactAssigned to EHEmily Hartley, brideFrom Charlottein 4 daysReady to check
  • QuestionGuest numbersday and eveningAssigned to EHEmily Hartley, brideFrom Charlottein 3 daysComplete
  • QuestionBudget rangea rough figure is fineAssigned to EHEmily Hartley, brideFrom Charlottein 4 daysAwaiting reply
  • UploadInspiration imagesphotos or screenshotsAssigned to EHEmily Hartley, brideFrom Charlottein 5 daysReminder sent
  • QuestionMust-haves and no-nosanything non-negotiableAssigned to EHEmily Hartley, brideFrom Charlottein 5 daysComplete
  • Working with us
  • DecisionLevel of helpfull, part or on the dayAssigned to EHEmily Hartley, brideFrom Charlottein 5 daysReady to check
  • DecisionFirst planning meetingpick a slotAssigned to EHEmily Hartley, brideFrom Charlottein 4 daysReady to check
  • ApprovalPlanning agreementread and approveAssigned to EHEmily Hartley, brideFrom Charlottein 6 daysComplete
  • ApprovalPhoto sharing consentyes or noAssigned to EHEmily Hartley, brideFrom Charlottein 6 daysAwaiting reply
Freelance assistant starter checklistfor freelance day assistants · before their first wedding11 requests11 requests
Freelance assistant starter checklistNadia Ahmed · day assistant9 of 11 back
  • Ready to work
  • FormFreelancer details6 questionsAssigned to NANadia Ahmed, day assistantFrom Charlottein 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to NANadia Ahmed, day assistantFrom Charlottein 3 daysComplete
  • QuestionRight to work share codenine charactersAssigned to NANadia Ahmed, day assistantFrom Charlottein 3 daysReady to check
  • UploadPublic liability insuranceyour own coverAssigned to NANadia Ahmed, day assistantFrom Charlottein 5 days2 files sent
  • Pay
  • FormInvoice and bank details5 questionsAssigned to NANadia Ahmed, day assistantFrom Charlottein 4 daysComplete
  • QuestionNational Insurance numberonly if on our payrollAssigned to NANadia Ahmed, day assistantFrom Charlottein 4 daysAwaiting reply
  • Working weddings
  • ApprovalConfidentiality agreementread and approveAssigned to NANadia Ahmed, day assistantFrom Charlottein 6 daysReminder sent
  • ApprovalDay assistant briefread and approveAssigned to NANadia Ahmed, day assistantFrom Charlottein 6 daysComplete
  • TableDates you can workone row per dateAssigned to NANadia Ahmed, day assistantFrom Charlottein 7 daysReady to check
  • QuestionCar and drivingif you drive for usAssigned to NANadia Ahmed, day assistantFrom Charlottein 7 daysReady to check
  • QuestionEmergency contactname and numberAssigned to NANadia Ahmed, day assistantFrom Charlottein 4 daysComplete
Guest details packfor the couple · ten weeks before the wedding10 requests10 requests
Guest details packEmily and Tom · guest details8 of 10 back
  • Guest list
  • UploadGuest lista spreadsheet or photoAssigned to EHEmily Hartley, brideFrom Charlottein 5 daysComplete
  • QuestionPlus ones and childrennames and agesAssigned to EHEmily Hartley, brideFrom Charlottein 6 daysComplete
  • ApprovalFinal guest numbersread and approveAssigned to EHEmily Hartley, brideFrom Charlottein 14 daysReady to check
  • Needs on the day
  • TableDietary needs and allergiesone row per guestAssigned to EHEmily Hartley, brideFrom Charlottein 7 daysReady to check
  • QuestionAccess and mobility needsany guest who needs helpAssigned to EHEmily Hartley, brideFrom Charlottein 7 daysComplete
  • QuestionGuests staying nearbywho needs roomsAssigned to EHEmily Hartley, brideFrom Charlottein 8 daysAwaiting reply
  • Seating
  • DecisionTop table styletraditional or long tableAssigned to EHEmily Hartley, brideFrom Charlottein 9 daysReminder sent
  • UploadDraft table plana photo of your sketchAssigned to EHEmily Hartley, brideFrom Charlottein 10 daysComplete
  • QuestionWho should not sit togethernames onlyAssigned to EHEmily Hartley, brideFrom Charlottein 10 daysReady to check
  • ApprovalFinal table planread and approveAssigned to EHEmily Hartley, brideFrom Charlottein 16 daysReady to check
Wedding supplier setupfor wedding suppliers · once they are booked11 requests11 requests
Wedding supplier setupWrona Bakes · cake and desserts9 of 11 back
  • About you
  • FormSupplier details6 questionsAssigned to TWTomasz Wrona, bakerFrom Charlottein 3 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to TWTomasz Wrona, bakerFrom Charlottein 4 daysComplete
  • UploadFood hygiene ratingif you make or serve foodAssigned to TWTomasz Wrona, bakerFrom Charlottein 5 days1 file sent
  • QuestionBackup if you are illwho covers youAssigned to TWTomasz Wrona, bakerFrom Charlottein 5 daysReady to check
  • On the day
  • QuestionArrival and load-intime and access needsAssigned to TWTomasz Wrona, bakerFrom Charlottein 6 daysComplete
  • QuestionSpace, power and waterwhat you need on siteAssigned to TWTomasz Wrona, bakerFrom Charlottein 6 daysAwaiting reply
  • QuestionMobile number for the daywho will answer itAssigned to TWTomasz Wrona, bakerFrom Charlottein 8 daysReminder sent
  • UploadPAT test certificateif you bring electricsAssigned to TWTomasz Wrona, bakerFrom Charlottein 7 daysComplete
  • QuestionAllergen informationif you serve foodAssigned to TWTomasz Wrona, bakerFrom Charlottein 8 daysReady to check
  • Agreement
  • ApprovalSupplier termsread and approveAssigned to TWTomasz Wrona, bakerFrom Charlottein 8 daysReady to check
  • ApprovalSupplier arrival scheduleread and approveAssigned to TWTomasz Wrona, bakerFrom Charlottein 9 daysComplete
Venue paperworkfor wedding venues · once the couple has booked12 requests12 requests
Venue paperworkAshworth Barn · June wedding9 of 12 back
  • Contract and licences
  • UploadVenue contractthe couple’s copyAssigned to RTRosemary Tate, venue managerFrom Charlottein 4 daysComplete
  • UploadPremises licencehours and alcoholAssigned to RTRosemary Tate, venue managerFrom Charlottein 5 daysComplete
  • UploadCivil ceremony licenceif ceremonies are heldAssigned to RTRosemary Tate, venue managerFrom Charlottein 5 days1 file sent
  • UploadPublic liability insurancecurrent certificateAssigned to RTRosemary Tate, venue managerFrom Charlottein 6 days2 files sent
  • Safety and layout
  • UploadFire risk assessmentlatest versionAssigned to RTRosemary Tate, venue managerFrom Charlottein 7 daysComplete
  • UploadFloor plan and capacityceremony and receptionAssigned to RTRosemary Tate, venue managerFrom Charlottein 7 daysAwaiting reply
  • QuestionAccess and load-in timesfor suppliersAssigned to RTRosemary Tate, venue managerFrom Charlottein 6 daysReminder sent
  • QuestionNoise limit and curfewmusic and finish timeAssigned to RTRosemary Tate, venue managerFrom Charlottein 6 daysComplete
  • QuestionWet weather planwhere the ceremony movesAssigned to RTRosemary Tate, venue managerFrom Charlottein 7 daysReady to check
  • House rules
  • UploadVenue ruleshouse rules and policiesAssigned to RTRosemary Tate, venue managerFrom Charlottein 8 days2 files sent
  • QuestionConfetti, candles, fireworkswhat is allowedAssigned to RTRosemary Tate, venue managerFrom Charlottein 8 daysComplete
  • QuestionTied or preferred suppliersany you must useAssigned to RTRosemary Tate, venue managerFrom Charlottein 6 daysAwaiting reply
Day timeline approvalsfor the couple · four weeks before the wedding12 requests12 requests
Day timeline approvalsEmily and Tom · timeline9 of 12 back
  • The ceremony
  • FormCeremony detailsreadings, music, vowsAssigned to TBTom Baxter, groomFrom Charlottein 5 daysComplete
  • QuestionNotice of marriage datewhen you gave noticeAssigned to TBTom Baxter, groomFrom Charlottein 4 daysComplete
  • QuestionRegistrar or officiantname and contactAssigned to TBTom Baxter, groomFrom Charlottein 5 daysReady to check
  • The day
  • ApprovalDraft timelineread and approveAssigned to TBTom Baxter, groomFrom Charlottein 7 daysReady to check
  • TableWedding party and rolesname, role and numberAssigned to TBTom Baxter, groomFrom Charlottein 7 daysComplete
  • QuestionHair and make-up timesas bookedAssigned to TBTom Baxter, groomFrom Charlottein 8 daysAwaiting reply
  • QuestionTransport on the daycars and pick-up timesAssigned to TBTom Baxter, groomFrom Charlottein 8 daysReminder sent
  • QuestionDay-of contactsomeone who is not youAssigned to TBTom Baxter, groomFrom Charlottein 9 daysComplete
  • Music and speeches
  • QuestionFirst dance and songs to skipone line eachAssigned to TBTom Baxter, groomFrom Charlottein 9 daysReady to check
  • QuestionSpeeches orderwho and how longAssigned to TBTom Baxter, groomFrom Charlottein 9 daysReady to check
  • Final approvals
  • ApprovalFinal timelineread and approveAssigned to TBTom Baxter, groomFrom Charlottein 14 daysComplete
  • ApprovalSupplier arrival timesread and approveAssigned to TBTom Baxter, groomFrom Charlottein 14 daysAwaiting reply
Yearly insurance and business papersfor the business · each year, before renewal10 requests10 requests
Yearly insurance and business papersRose and Ribbon Weddings · yearly pack8 of 10 back
  • Insurance
  • UploadPublic liability insurancecurrent certificateAssigned to GFGillian Fowler, ownerFrom Charlottein 7 daysComplete
  • UploadProfessional indemnitycover scheduleAssigned to GFGillian Fowler, ownerFrom Charlottein 7 daysComplete
  • UploadEmployer’s liabilityif you employ anyoneAssigned to GFGillian Fowler, ownerFrom Charlottein 8 days1 file sent
  • Data and contracts
  • UploadData protection feereceipt or renewal emailAssigned to GFGillian Fowler, ownerFrom Charlottein 10 days2 files sent
  • ApprovalPrivacy noticeread and approveAssigned to GFGillian Fowler, ownerFrom Charlottein 12 daysComplete
  • ApprovalStandard planning agreementread and approveAssigned to GFGillian Fowler, ownerFrom Charlottein 12 daysAwaiting reply
  • ApprovalSupplier termsread and approveAssigned to GFGillian Fowler, ownerFrom Charlottein 12 daysReminder sent
  • Your supplier list
  • TablePreferred supplierstrade, name and contactAssigned to GFGillian Fowler, ownerFrom Charlottein 14 daysComplete
  • UploadSupplier insurance papersone for each supplierAssigned to GFGillian Fowler, ownerFrom Charlottein 16 days1 file sent
  • QuestionComplaints this yearyes or no, then detailsAssigned to GFGillian Fowler, ownerFrom Charlottein 16 daysReady to check

Written for wedding planners. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Supplier papers arrive in one list

Insurance certificates, PAT tests and venue licences come in against each supplier’s name, with the date each one arrived.

One link for each couple and supplier

Nobody makes an account or remembers a password. Couples, suppliers and freelancers each open their own link on a phone.

Reminders before the final numbers

Docsroom chases whoever has not replied until each one is in, so you are not still chasing guest numbers and timings when the caterer needs them.

Not quite you?

Type your kind of work. If we have its kit, it opens straight away. If not, we write one with AI or show the closest we have.

Or see every kit and the solutions.

More kits

Event organisers7 templates · 80 requestsPhotographers7 templates · 74 requestsWindow and door fitters8 templates · 80 requests

Send your first couple starter checklist today.

Free for 14 days, no card. Build it as it is written above and see what comes back.

Start freeBook a walkthrough