Send the run-up messages (two weeks, one week and the day before set-up) with a final-details checklist and a dry-hire guide for couples

The weeks before a wedding are when small details go missing. The owner of Clock Barn Hall in Surrey told a wedding magazine that the venue gets in touch two weeks before, then one week before, then the day before the couple come to set up. In a Hostology case study, the co-founders of Llantilio House in Wales say couples were often unfamiliar with the venue and needed more guidance than the team had expected, which matters especially for dry-hire weddings where the couple bring their own suppliers. A set of run-up messages with a final-details checklist (arrival and set-up times, supplier access, final numbers by your deadline, room layout, what must leave the site and when) and a short dry-hire guide means every couple gets the same information at the same points. The AI drafts them from your own venue rules in blanks. It never sees a couple’s or supplier’s name or contact, and it never makes a safety, licensing or capacity decision: those stay with you and the rules your venue already has.

An AI chat tool you already use

Steps

1. Write your venue’s own run-up rules in your own document: set-up and pack-down times, supplier access and parking, the date you need final numbers, what couples may bring in, and anything that must leave the site and when. For dry hire, add what the couple and their suppliers are responsible for.
2. Run the prompt below with its brackets left as they are. Do not type any couple’s, guest’s or supplier’s name or contact into the AI tool. You get back three run-up messages, a final-details checklist and a dry-hire guide.
3. Fill in the blanks in your own document and check every time, rule and deadline against your terms and any conditions on your licences or insurance.
4. Set the three messages as scheduled templates in your venue software or calendar for each booking, and attach the checklist to the two-week message.
5. Before each message goes, a named team member checks the couple’s date, times and any agreed changes in your booking record.
6. After each season, add to the dry-hire guide any question couples kept asking.

The exact prompt

Write five things for [VENUE NAME], an independent wedding venue in the UK.
1. A message for two weeks before the wedding (under 150 words) asking the couple to complete the attached final-details checklist by [DATE RULE CHOSEN BY THE VENUE].
2. A message for one week before (under 100 words) confirming [ARRIVAL AND SET-UP TIMES] and [SUPPLIER ACCESS RULES].
3. A message for the day before set-up (under 70 words) with [ARRIVAL POINT], [CONTACT ROLE ON THE DAY] and [ONE REMINDER CHOSEN BY THE VENUE].
4. A final-details checklist with headings: final numbers ([DEADLINE]), room layout, supplier list and arrival times, items being brought in ([VENUE RULES ON WHAT MAY BE BROUGHT IN]), timings for the day, pack-down and collection ([TIMES]), anything else ([NOTES]). Leave every answer blank.
5. A dry-hire guide of under 300 words with headings: what the venue provides ([LIST]), what the couple and their suppliers provide ([LIST]), access and set-up ([RULES]), pack-down and what must leave ([RULES]), who to call ([CONTACT ROLE]).
Do not add any rule, time, capacity, safety or licence statement that is not in a bracket.
RULES FOR THIS CHAT: I will give you only my own venue wording, headings, dates and published prices that I have typed in. I will not give you, and you must not ask for, any couple’s, guest’s or family member’s name, email address, phone number or address, any payment, card or bank detail, any amount a named couple owes, or the text of any signed contract. Use the blanks in square brackets exactly as I give them. Do not invent dates, prices, inclusions, availability, terms or facts about any person, supplier, council or registrar, and do not say what is standard, usual, fair, owed, allowed or legal. Do not give legal, consumer-law, licensing, safety, tax or accounting advice, and do not do any arithmetic: copy every figure exactly as I typed it or leave the cell empty. Where something is missing write [FOR THE VENUE TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.