Once a client books with us they want to know, "what comes next and when do we give you all of our decisions"? The simple answer is at your walk-thru meeting. "So what is a walk-thru and when does it take place tends to be the next set of questions"? To help you better understand this meeting, what it is and when it takes place I have pulled together some helpful information and answers to commonly asked questions for you.
To start us off the Walk-Thru meeting is when you the client, meet with us and your caterer to discuss all of your event details such as timeline, floorplan, estimated guest count, choosing linen colors, back-up plans and so on. This meeting takes place at Lionscrest. If you would like to see an outline of what will be discussed at your Walk-Thru click Download LCM Walk-Thru Outline. This outline does not need to be completed ahead of time, it will simply give you a rough idea of what to expect.
The Walk-Thru is not to be confused with an Open Showings/Tours. This is when clients (booked or undecided) come to tour the facility for general information on pricing, available event dates and more. Typically a tour lasts on average 30 minutes whereas the walk-thru meeting is 90 minutes to really hammer out all of your event details.
So when do I have my Walk-Thru and who attends? The Walk-Thru typically takes place around 45 days prior to your event. We ask that at this meeting you keep the attendees limited to a Lionscrest Rep., the Caterer and of course yourselves. You can bring a few parents along if they are helping to pay the bills and make decisions. Keep in mind that you don't want too many chefs in the kitchen for this one!
Another important question is, "when do I schedule my Walk-Thru"? Typically we recommend that you contact your caterer around 3 to 4 months before the wedding/event to start looking at options for the meeting. If you are coming in from out of state and need to get this meeting scheduled further out again just contact the caterer when you start planning your trip. Always make sure to get your meeting scheduled before you book airline tickets or make other plans. These time blocks can not be shifted. We have a very tight schedule with our weekly appointments that include weddings/events, showings, rehearsals, private tours and so on.
Why do I call the Caterer to schedule my appointment instead of Lionscrest? The reason we have you contact the caterer for this appointment is that each of our caterers has specific time blocks that are allotted to them for walk-thrus every month. Within each catering company many times there is more than one event planner, so they have to divide the meetings up according to their schedules.To view the 2009-10 walk-thru schedule click Download LCM Walk-Thru Schedule 2009_10. This again will give you an idea of how the catering blocks line up but you will still need to contact the caterer directly to get this appointment schedule. If you are working with a non-approved caterer then you will need to have your caterer contact us for appointment options.
What happens after the Walk-Thru? Shortly after your Walk-Thru we will upload all of your details to your For The Event account. This will include documents like your event timeline, floorplan, estimated billing, linen order, event Q&A and so on. You will receive an auto email from us once these documents have been posted. This email will go in to detail describing how to use each page as well as what all your file will contain. We ask you to please be patient when it comes to uploading your documents. We have to post them in order as the events approach (not in the order of the meetings). All revisions and changes will be made one time after we receive your final count the Monday before your event so it is important for you to have everything ready.
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