Your WedStay Wedding Weekend Checklist

Why This Checklist Exists

Planning a wedding isn’t just about a single day anymore. Modern couples want an entire wedding experience — a weekend where friends and family can connect, celebrate, and make real memories.
WedStay properties are designed exactly for that: private estates with overnight accommodations and outdoor event spaces built for unforgettable multi-day celebrations.

This checklist is your shortcut to planning a wedding that’s stress-free, organized, and totally you — whether you're hosting a black-tie elopement or throwing a backyard party with tacos and twinkle lights, it's here to help!

1. Lock In the Right Property

✔️ Start with a curated list: WedStay only features private estates approved for overnight weddings. That means no awkward "can we host a wedding here?" messages — it's all pre-approved.

✔️ Book early: Availability shifts daily. If you want a fall weekend in prime season, lock it in as soon as possible.

✔️ Book for your minimum expected guests: You can always add more later, but don’t wait and lose your dream dates.

✔️ Think in weekends, not nights: Two to three nights gives you room for a welcome dinner, the wedding day, and a farewell brunch.

💡 WedStay Pro Tip: Add a third night before or after if budget allows. Use it for a calm setup day or post-wedding chill time.

🔧 Don’t forget to confirm:

• Overnight guest capacity
• Day guest capacity
• Quiet hour rules and sound policies
• Parking (on-site vs. shuttle)
• Bathroom count (and whether you’ll need luxury portables)
• Pet policies (for couples with fur babies)

📌 Key Detail: Most private estates require that the event itself happens outdoors, even if overnight guests are inside. WedStay listings spell out these rules clearly.

2. Build the Right Vendor Team

✔️ WedStay properties require licensed and insured vendors. This protects everyone — you, the estate, and your guests.

✔️ Catering reality check: Most estate kitchens aren’t commercial-grade. Good caterers will bring hot plates, staging tents, and generators.

✔️ Photography & Entertainment: Book vendors familiar with estate weddings. That means photographers who understand light in natural spaces and DJs who know how to set up on lawns or patios.

💡 WedStay Pro Tip: Some couples hire a food truck and call it a day. Others go full black tie with a plated dinner. WedStay properties flex to fit your vibe.

📌 Must-Have Vendor Categories (be thorough here):

• Catering or food service
• Bartender or bar service (check your property’s alcohol policy)
• Photographer + videographer
• Florist
• DJ or band
• Rental company (tables, chairs, lighting)
• Day-of coordinator or logistics lead
• Setup and cleanup crew
• Officiant
• Transportation or shuttle
• Optional: tent rentals, lounge furniture, A/V team

3. Design a Full Wedding Weekend (Not Just a Day)

✔️ Use your multi-night stay to create a full guest experience, not just a ceremony and reception.

🔧 Suggested flow:

• Night 1: Welcome dinner, cocktails, or a game night
• Day 2: Wedding ceremony + reception + late-night hangout
• Day 3: Farewell brunch, coffee, and goodbyes

💡 WedStay Pro Tip: Don’t overschedule. Give people downtime to connect and enjoy the space.

📌 Extra Wins:

• Plan optional group activities (wine tours, hikes, beach mornings)
• Set up yard games or a firepit hangout zone
• Offer a few meals across the weekend (but not every one)

4. Plot Out Overnight Guests Like a Pro

✔️ Use your property’s bedroom and bathroom layout to assign sleeping arrangements early.

✔️ Keep things peaceful by organizing based on friend groups, families, and shared bathrooms.

💡 WedStay Pro Tip: You’re allowed to pass on some costs. Many couples collect a modest fee from overnight guests to offset lodging expenses.

📌 Key Questions:

Who’s sleeping on-site?
• Who needs a nearby hotel or Airbnb?
• Are any pets staying overnight?

5. Master the Logistics

✔️ Power: Confirm the property’s electrical capacity. Some setups may require a generator.

✔️ Bathrooms: Check if your guest count exceeds the bathroom setup. If yes, luxury portables are a must.

✔️ Parking: Review whether guests can park onsite or need shuttles. Some WedStay properties have valet options or preferred vendors.

✔️ Cleanup: Decide in advance. You don’t want to be holding a trash bag in your gown.

✔️ Insurance: You’re covered — WedStay includes Event Helper insurance so you don’t need to worry about it.

💡 WedStay Pro Tip: Assign a trusted family member to handle logistics as their wedding gift to you. It’s the gift that actually matters.

📌 Other Tips:

• Confirm vendor arrival + load-in times
• Share timelines with all vendors
• Have a backup rain plan

6. Arrive Ready to Celebrate

✔️ Finalize your weekend itinerary in advance

✔️ Prep and print vendor contact list + backup numbers

✔️ Drop off welcome bags and assign room signs before guests arrive

💡 WedStay Pro Tip: The weddings guests remember aren’t perfect — they’re personal. Focus on connection, not perfection.

One-Page Snapshot Summary
✔️ Lock in your property and secure your dates early

✔️ Confirm event + overnight guest capacities

✔️ Build a licensed, insured vendor team

✔️ Create a multi-day wedding itinerary

✔️ Plot out overnight guests by room

✔️ Confirm power, bathrooms, parking, and cleanup plans

✔️ Plan guest activities beyond the wedding

✔️ Stay flexible — and have fun

The WedStay Way

We designed the spaces so you could design your wedding.

At WedStay, you're not just booking a house — you're unlocking an entire experience.

Our curated estates were made for couples who want something different. Something you. Whether you're planning a micr
📌 Your wedding should feel like your life—just turned all the way up.

Ready to book the space that brings it all together?

Explore WedStay Properties

Take Control of Your Wedding Budget

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Happy planning! 💕