We Make it Easy
Planning an event can feel like a juggling act, but at Belle Vie, we’re here to help you stay organised and inspired. Whether you’re hosting a corporate meeting, celebrating a milestone, or planning a gala, these checklists are designed to help you nail every detail with confidence and ease.
Types of Events We Host at Belle Vie
Weddings & Engagement Parties
Celebrate your special day with elegance and ease.
Corporate Gatherings
Conferences, team-building retreats, and product launches.
Social Celebrations
Anniversaries, birthdays, and baby showers.
Fundraising Galas
Elegant charity balls and donor appreciation nights.
Memorials
Thoughtful gatherings to honour loved ones.
Wedding Checklist
Initial Planning
These items are essential to confirm in the weeks leading up to your wedding day.
- Finalize Details with Belle Vie
- Confirm venue access times for setup and teardown.
- Verify the timeline with Belle Vie’s event coordinator.
- Provide final guest count to Belle Vie and caterers.
- Communicate with Vendors
- Share your event timeline with all vendors (florist, photographer, band/DJ, etc.)
- Confirm arrival times and set-up requirements for each vendor.
- Provide Belle Vie’s parking instructions and venue guidelines.
- Create a Wedding Day Schedule
- Include times for hair, makeup, getting dressed, first look, and ceremony.
- Add key moments like speeches, dances, cake cutting, and exit.
- Assign someone to oversee the schedule’s flow.
Vendor Coordination
Ensure all logistics are handled seamlessly with your vendors.
- Catering & Bar
- Confirm final menu selections, including dietary accommodations.
- Review the timing for meal service and bar opening.
- Assign someone to confirm the arrival of late-night snacks (if applicable).
- Decor & Rentals
- Confirm delivery and setup times for decor, linens, and furniture rentals.
- Ensure your decor aligns with Belle Vie’s policies and available spaces.
- Coordinate any personal items (like candles, signage, or photos) with the setup team.
- Photography & Videography
- Share your “must-have” shot list, including venue-specific shots (e.g., Belle Vie’s chandeliers or outdoor areas).
- Confirm timing for group photos and couple portraits.
Guest Management
Keep your guests informed and comfortable throughout the day.
- Seating & Accessibility
- Verify seating arrangements, including reserved seating for close family.
- Ensure accessible seating options are available for any guests with mobility needs.
- Arrival & Directions
- Provide clear instructions and parking details to all guests.
- Assign someone to greet guests and direct them to the ceremony or cocktail area.
- Emergency Guest Assistance
- Pack essentials like umbrellas, blankets, or a first-aid kit for unexpected needs.
- Designate a go-to person for guest questions or emergencies.
Day-Of Tips
These final touches will help your day run smoothly and stress-free.
- Venue & Setup
- Arrive early to do a quick walkthrough and ensure everything is set up to your liking.
- Assign a point person (wedding planner, family member, or friend) to liaise with Belle Vie’s staff and vendors.
- Personal Items
- Pack items like the marriage license, vows, rings, and personal gifts for the bridal party.
- Create an “essentials box” with items like scissors, tape, sewing kit, and backup shoes.
- Relax and Enjoy
- Take a moment before the ceremony to breathe and soak it all in.
- Trust Belle Vie’s team to handle the details so you can focus on celebrating your big day.
- Post-Ceremony
- Assign someone to collect personal items and leftover decor at the end of the event.
- Confirm with Belle Vie’s staff about closing procedures and any post-event cleanup requirements.
Corporate Function Checklist
Initial Planning
Set the foundation for a smooth and professional corporate function.
- Finalize Event Goals
- Define the purpose of the event (e.g., team-building, product launch, networking).
- Establish key performance indicators (KPIs) to measure success.
- Confirm Event Logistics
- Lock in the date, time, and event flow with Belle Vie’s team.
- Provide final headcount and seating arrangements.
- Review venue policies and available amenities (A/V, catering, parking).
- Distribute Event Details
- Share the event agenda with all stakeholders.
- Communicate parking and venue access instructions to attendees.
- Assign a point person for day-of coordination.
Vendor Coordination
Ensure all vendor logistics align with the event timeline and expectations.
- Catering & Bar Services
- Confirm the menu, including dietary restrictions.
- Establish the timing for meal service, coffee breaks, or cocktail hours.
- Coordinate with Belle Vie’s team for setup and serving.
- A/V and Technology
- Test all equipment, including projectors, microphones, and sound systems, ahead of time.
- Share presentation files and speaker schedules with the A/V team.
- Arrange for backup solutions in case of technical difficulties.
- Decor & Rentals
- Verify delivery and setup times for any rented furniture or branded materials.
- Ensure signage and branding are placed strategically throughout the venue.
Engagement Strategies
Create an environment that fosters interaction and participation.
- Attendee Experience
- Set up welcome areas with name tags, event programs, or branded swag.
- Use interactive elements like photo booths or live polls to keep attendees engaged.
- Speakers & Presenters
- Share the event schedule and expectations with speakers in advance.
- Conduct a quick soundcheck and walk-through of their presentation space.
- Networking Opportunities</span
- Arrange breakout areas for casual networking.
- Incorporate icebreakers or team-building activities to encourage interaction.
Post-Event Tips
Wrap up your event efficiently and ensure lasting impact.
- Feedback Collection
- Distribute post-event surveys to attendees for valuable insights.
- Request feedback from your team and vendors on what worked well and what could be improved.
- Follow-Up Strategy
- Send thank-you emails to attendees, speakers, and vendors.
- Share key highlights or photos from the event with participants and on social media.
- Venue Wrap-Up
- Assign someone to collect all personal or company-branded materials.
- Confirm with Belle Vie’s team that all event items are accounted for and cleanup is completed.
Social Gatherings Checklist
Initial Planning
Lay the groundwork for a memorable and stress-free event.
- Set Your Event Goals
- Determine the type of gathering (e.g., birthday party, baby shower, holiday celebration).
- Define the event’s theme, style, and tone.
- Book the Venue
- Confirm your preferred date and time with Belle Vie.
- Discuss space needs and room layouts based on your guest count.
- Budget Planning
- Allocate funds for food, decor, entertainment, and other key elements.
- Identify areas where you might want to splurge or save.
Vendor Coordination
Work with vendors to ensure every detail aligns with your vision.
- Catering & Bar Services
- Finalize your menu, keeping dietary preferences and restrictions in mind.
- Decide on drink options, from specialty cocktails to a coffee bar.
- Schedule catering setup and serving times.
- Decor & Rentals
- Confirm any rented furniture, decor items, or entertainment setups.
- Coordinate delivery and setup times with Belle Vie’s team.
- Entertainment Options
- Book entertainment such as a DJ, live band, or photo booth.
- Confirm arrival and setup times with performers or service providers.
Guest Management
Ensure a welcoming and comfortable experience for all attendees.
- Create & Distribute Invitations
- Send digital or printed invitations with RSVP options.
- Include parking details and venue directions for added convenience.
- Finalize the Guest List
- Confirm attendance numbers and communicate them to Belle Vie.
- Prepare seating charts or activity groupings as needed.
- Prepare Guest Welcome Items
- Arrange for small gifts or favours, if applicable.
- Set up a check-in area with name tags or sign-in sheets.
Day-Of Tips
Keep everything running smoothly during your event.
- Venue Access & Setup
- Arrive early to oversee decor setup and vendor arrivals.
- Ensure the room layout matches your vision and accommodates activities.
- Host Essentials
- Prepare an emergency kit with extra supplies (e.g., scissors, tape, chargers).
- Delegate tasks to trusted friends or a coordinator to stay stress-free.
- Engage with Guests
- Welcome guests warmly and encourage mingling.
- Facilitate planned activities or games to keep the energy lively.
- Wrap-Up
- Coordinate cleanup and ensure personal items are collected.
- Confirm with Belle Vie’s team that all belongings are accounted for.
Fundraising Gala Checklist
Initial Planning
Set the foundation for a successful fundraising event.
- Define Your Goals
- Establish clear objectives (e.g., fundraising amount, donor engagement).
- Identify the target audience and key messaging for the gala.
- Secure the Venue
- Confirm your event date and time with Belle Vie.
- Discuss seating capacity, A/V needs, and layout options for your gala.
- Set Your Budget
- Allocate funds for catering, decor, entertainment, and promotional materials.
- Identify sponsorship opportunities to offset costs.
- Plan the Program
- Develop a schedule, including speeches, auctions, entertainment, and acknowledgments.
- Ensure transitions between activities are smooth and engaging.
Event Promotion
Maximize attendance and excitement for your gala.
- Create Invitations
- Design digital or printed invitations with event details and RSVP options.
- Highlight the cause, dress code, and special guests.
- Leverage Marketing Channels
- Promote the event via social media, email campaigns, and your organization’s website.
- Encourage sponsors to share the event with their networks.
- Engage the Community
- Reach out to local media for press coverage or event features.
- Collaborate with community influencers to spread awareness.
Guest Experience
Ensure an exceptional evening for all attendees.
- Personalized Welcome
- Arrange for greeters to welcome guests warmly and guide them to seating areas.
- Provide name tags or table assignments for a smooth check-in process.
- Create a Stunning Atmosphere
- Coordinate decor and lighting to align with your gala’s theme.
- Use Belle Vie’s A/V technology to enhance presentations and entertainment.
- Engage Attendees
- Incorporate interactive elements, such as live auctions or raffles, to drive participation.
- Share impactful stories or videos about your cause during the program.
- Delight with Dining
- Offer a curated menu with options for dietary restrictions.
- Include beverage stations with specialty drinks or a wine pairing.
Post-Event Follow-Up
Sustain momentum and deepen donor relationships.
- Express Gratitude
- Send personalized thank-you notes to attendees, sponsors, and volunteers.
- Highlight the event’s success and share photos or videos.
- Report Results
- Communicate the funds raised and their anticipated impact.
- Share updates via email, social media, and your website.
- Build Lasting Connections
- Schedule follow-up meetings with key donors or sponsors.
- Collect feedback through surveys to improve future events.
- Wrap-Up
- Coordinate cleanup and ensure personal items are collected.
- Confirm with Belle Vie’s team that all belongings are accounted for.
Memorial Planning Guide
Initial Planning
Lay the groundwork for a meaningful gathering.
- Define the Purpose and Tone
- Decide if the event will focus on celebration, reflection, or a mix of both.
- Choose a theme or incorporate meaningful elements, such as favourite songs or quotes.
- Secure the Venue
- Confirm the date and time with Belle Vie.
- Discuss layout options for seating, A/V needs, and any special requests.
- Plan the Program
- Outline key moments, such as speeches, photo displays, or musical tributes.
- Assign roles for family members or close friends who want to participate.
- Set a Budget
- Allocate funds for catering, decor, printed materials, and any professional services.
Guest Coordination
Ensure seamless communication and a welcoming experience for attendees.
- Create Invitations
- Send out invitations with clear details about time, location, and any specific requests (e.g., dress code, bringing photos).
- Track RSVPs
- Use an online platform or designate someone to manage responses.
- Adjust catering and seating arrangements based on the final guest count.
- Prepare for Out-of-Town Guests
- Provide information on nearby accommodations, parking, and local amenities.
Day-Of Considerations
Focus on creating a serene and organized atmosphere.
- Venue Setup
- Coordinate decor, such as floral arrangements, candles, and memory tables.
- Use Belle Vie’s A/V technology for slideshows, video tributes, or background music.
- Create a Calm Space
- Arrange seating to encourage comfort and reflection.
- Provide tissues, water, and other amenities to support guests.
- Ensure a Seamless Flow
- Designate someone to oversee the schedule and transitions between program elements.
- Greet guests warmly and provide guidance as needed.
- Catering and Refreshments
- Offer light refreshments or a buffet-style meal to encourage conversation and connection.
Post-Event Reflection
Honour the memory and maintain connections after the event.
- Express Gratitude
- Send thank-you notes to attendees, speakers, and volunteers.
- Acknowledge any contributions or support received.
- Share Memories
- Provide a link to photos or recordings from the event for attendees to view.
- Encourage guests to share their own memories or messages.
- Evaluate the Event
- Reflect on what worked well and note any learnings for future gatherings.
- Share feedback with Belle Vie to help us continue to provide exceptional service.
Belle Vie Event Planning FAQ
Does Belle Vie offer catering options, or can I bring my own caterer?
Belle Vie provides exceptional in-house catering services with customizable menus, including vegan and gluten-free options. However, you’re welcome to bring your own caterer if preferred.
Can I bring my own decor, or does Belle Vie provide rental options?
You can bring your own decor or use Belle Vie’s selection of high-quality rental items to simplify planning. Our team will help create a cohesive and stunning look.
What A/V equipment does Belle Vie provide?
Belle Vie offers cutting-edge audio-visual technology, including projectors, microphones, and sound systems, for seamless presentations or entertainment.
Is Belle Vie wheelchair accessible?
Yes, Belle Vie is wheelchair accessible, ensuring comfort and convenience for all guests.
Does Belle Vie provide bar services?
Yes, we have a full in-house bar offering cocktails, specialty drinks, and customized beverage options.
What types of events can Belle Vie host?
Belle Vie is perfect for weddings, corporate functions, social celebrations, fundraising galas, and memorials. Our spaces are flexible to suit various event sizes and styles.
What is the venue’s capacity?
Belle Vie can accommodate up to 100 seated guests or 125 standing attendees, making it ideal for both intimate gatherings and larger events.
Can Belle Vie help with wedding planning?
Yes, we offer wedding planning services, including all-inclusive packages or customized options, to ensure your special day is seamless and stress-free.
What menu options are available for catering?
Our menus include three-course dinners, late-night buffets, and customizable options to suit dietary preferences, including vegan and gluten-free dishes.
How early should I book Belle Vie for my event?
We recommend booking as early as possible, especially for popular dates. Ideally, secure your date 6–12 months in advance.
Does Belle Vie provide parking?
Yes, we offer free parking for your convenience.
What services are included with my booking?
Venue use, tables, chairs, linens, select decor, place settings, staffing, and selected food and beverage package come standard with all our packages. Additional enhancements can be added for an additional fee.
Can Belle Vie accommodate different event styles and themes?
Absolutely! Our flexible spaces and customizable decor options make Belle Vie perfect for a wide range of styles, from classic and elegant to modern and festive.
Are there any restrictions on event times?
Event timing and access will be coordinated with our team to ensure adequate setup and teardown time. Specific guidelines can be discussed during booking.
How can I schedule a tour of Belle Vie?
Simply contact us by phone or email to schedule your in-person tour. We’ll guide you through our stunning spaces and answer any questions about your event.
Plan Your Event with Belle Vie
Whether you’re hosting a corporate gathering, social celebration, or community event, Belle Vie is here to bring your vision to life. Reach out today, and let’s start planning!