Pre-Wedding Season Prep: Get Ready for the Summer Rush

Wedding season starts in May, but preparation starts now. Here's your pre-season checklist to ensure you're ready for the summer rush—not scrambling when bookings start flooding in.

Why Pre-Season Preparation Matters

The vendors who have smooth, profitable wedding seasons aren't the ones who wing it. They're the ones who spent the quiet months preparing—checking equipment, refining processes, and getting organised.

Once wedding season starts, you're too busy delivering to fix problems. The time to prepare is now, while you have breathing room.

Equipment Checks and Maintenance

Your equipment needs to work flawlessly when it matters. Don't wait until the first wedding of the season to discover a problem.

Vehicle Servicing

If you operate a food truck or van, get it serviced before the season starts. Check:

• MOT and insurance are current and won't expire mid-season
• Tyres, brakes, and general roadworthiness
• Any bodywork or signage that needs attention
• Interior cleanliness and any repairs needed

Cooking Equipment

Test everything now, not the morning of a wedding:

• Gas equipment—book a Gas Safe inspection if due
• All burners, grills, and ovens working correctly
• Fridges and freezers maintaining proper temperatures
• Generators starting reliably and producing stable power
• Thermometers calibrated and accurate

Small Equipment and Consumables

The little things matter. Check and restock:

• Serving utensils, tongs, ladles
• Chopping boards and knives (sharpen them now)
• Disposable items—napkins, plates, cutlery
• Cleaning supplies
• First aid kit properly stocked
• Fire extinguisher serviced and fire blanket in place

Documentation and Compliance

Make sure all your certificates and documentation are current. Venues often ask for these at short notice.

Check Expiry Dates

• Public liability insurance—consider if you need higher cover for weddings
• Food hygiene certificates—refresh if older than three years
• Gas safety certificates
• PAT test records
• Vehicle insurance and breakdown cover

Organise Your Documents

Keep digital copies of everything accessible on your phone. When a venue coordinator asks for your insurance certificate at 8pm the night before an event, you want to send it immediately—not scramble to find the paperwork.

Supplier Relationships

Wedding season puts pressure on your suppliers too. Strengthen those relationships now.

• Confirm lead times for key ingredients during busy periods
• Establish backup suppliers for critical items
• Negotiate terms or bulk pricing if your volume justifies it
• Update your supplier contact details and payment information

Staff Planning

If you use staff for weddings, get them organised before the season starts.

Confirm Availability

Contact your regular staff now. Find out their availability for the summer. Saturdays are gold—make sure you have reliable people committed for your peak dates.

Training and Refreshers

If staff haven't worked with you for a few months, consider a refresher session. Go through:

• Menu items and any changes from last year
• Setup and breakdown procedures
• Customer service expectations for weddings
• Food safety and allergen awareness

Build a Backup List

People get ill or have emergencies. Have backup staff you can call on short notice. Better to have too many options than to be scrambling the morning of a wedding.

Menu Review

Take time to review and refine your wedding menu before the season.

• What worked well last year? Keep doing it
• What caused problems? Fix it or remove it from the menu
• Are your prices still right? Food costs have likely increased
• Any new dishes to add? Test them properly before offering to clients

Update your menu materials—physical and digital—with any changes. Make sure the menu you're quoting matches what you can actually deliver.

Booking Systems and Processes

Efficient admin means less stress during busy periods.

Review Your Contracts

Are your booking terms clear and protecting you properly? Check:

• Deposit amounts and payment schedules
• Cancellation terms
• What's included and excluded
• Liability limitations
• Allergen disclaimer

Streamline Communication

Create templates for common communications:

• Initial enquiry responses
• Quote documents
• Booking confirmations
• Pre-wedding information requests
• Post-wedding follow-ups and review requests

Marketing for the Season

While you're preparing operationally, prepare your marketing too.

• Update your website with fresh photos from last season
• Refresh your social media presence
• Prepare content to post during the busy season (you won't have time to create it then)
• Follow up with venues about preferred supplier lists
• Contact past clients who might refer you

Personal Preparation

Wedding season is demanding. Prepare yourself too.

• Block out any personal commitments now—don't double-book Saturdays
• Plan how you'll manage your energy over the intensive period
• Consider your workload—are you overcommitting?
• Build in some recovery time between intense weekends

Create a Season Calendar

Map out your entire season. Include:

• All confirmed bookings
• Provisional bookings awaiting confirmation
• Equipment service dates
• Staff availability notes
• Personal commitments to protect
• Quiet periods for maintenance and rest

Having the full picture helps you make good decisions about new enquiries and manage your capacity wisely.

Final Thoughts

The work you do now pays dividends all summer. A morning spent checking equipment prevents a disaster at a wedding. An hour organising your documentation saves frantic searching later. Confirming staff availability now means you're not panicking in June.

Use the quiet months wisely. When wedding season hits and you're running smoothly while others are scrambling, you'll be glad you prepared.