How to use this page
Save or print the four sections below. Complete the same brief for every venue, record assumptions beside each number, and mark any item that still needs written confirmation.
1. Budget worksheet
Copy this table into a spreadsheet. Separate fixed fees, per-guest costs and conditional costs so a lower headline quote does not hide a larger total.
| Category | Basis | Quote / allowance | Confirmed? | Notes and inclusions |
|---|---|---|---|---|
| Planner / coordination | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Venue hire and minimum spend | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Catering and drinks | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Decoration and florals | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Photography / film | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Sound, lighting and power | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Accommodation and transport | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Ceremony, legal or celebrant costs | Fixed / guest / conditional | ________ | Yes / No | ________________ |
| Contingency | Fixed / guest / conditional | ________ | Yes / No | ________________ |
Do not treat an online range as Mira Mi’s quote. Ask each supplier what is included, what is optional, the tax/service charge, payment schedule and cancellation terms.
2. Venue inspection checklist
Ask for written answers and take photographs during a visit or video walk-through.
- ☐ Event date, hours, guest capacity and noise curfew are confirmed.
- ☐ A covered wet-weather layout fits the same guest count and ceremony flow.
- ☐ Guest arrival, parking, transfers, accessibility and supplier loading are clear.
- ☐ Power capacity, backup power, sound rules and lighting restrictions are documented.
- ☐ Setup, strike, storage, kitchen access and vendor exclusivity are understood.
- ☐ All taxes, service charges, corkage, overtime, cleaning and mandatory fees are listed.
- ☐ One venue contact owns decisions on the wedding day.
3. Rain-plan checklist
Make the call using the forecast and the venue’s actual conditions—not a seasonal promise.
- ☐ Decision owner and latest decision time are named.
- ☐ The covered plan has a measured capacity, guest route, toilets and accessible path.
- ☐ Suppliers know the trigger, revised layout and protection needed for flowers, power, sound and photography.
- ☐ Guests receive one concise update with footwear, transfer and arrival instructions.
- ☐ The team has a wet-weather run-through and a documented fallback if conditions change again.
For current weather information, check the BMKG Bali forecast and BMKG early-warning page. BMKG’s Bali climate profile is useful context, but it cannot predict a specific wedding day.
4. Guest communication templates
Save the date
“We’re getting married in Bali on [date]. Please save the date. We’ll share accommodation, travel and the full schedule at [link].”
Weather update
“The plan remains [outdoor / covered] at [venue]. Please arrive by [time]. Bring [footwear / layer] and follow the transfer team’s instructions. We’ll update you if the plan changes.”
Accommodation and transport
“Your recommended stay is [property / area]. The wedding transfer leaves [location] at [time] and returns at [time]. Please confirm your room and tell us about mobility or dietary needs by [date].”
Official sources and limits
Weather information above links to Indonesia’s Meteorology, Climatology, and Geophysical Agency (BMKG). Entry requirements should be checked on Immigration’s B1 visitor-visa page. Bali’s tourist levy information is maintained on the official Love Bali FAQ. Rules and pages can change; confirm the current requirement with the relevant authority before booking travel or promising guests an outcome.
Prepared by Mira Mi from first-hand planning practice. Ask Mira about your specific venue and guest plan →