Included with every wedding
From the day you book, the two of you share one private space with our team: your suppliers, your guest numbers, the details of the day, and us.
Why we built it
A wedding two hours from the city usually arrives as a shared document, a folder of PDFs, and the same six questions asked of six different people. Every couple ends up building their own filing system for a day they've never planned before.
So we built ours, and gave it to them. It holds your suppliers, your guest numbers, the details and the floor plan, and our team is looking at the same thing you are, the whole way through.
What's inside
Everything here is optional, everything is editable forever, and nothing locks. Use the parts that help and ignore the rest. We'll never chase you through it.
Your suppliers & contacts
Your suppliers, the people to call on the day so we never have to call you, and the family names our team greets on arrival. Add them as they're confirmed. There's no moment this has to be finished by.
We use them to coordinate arrivals and build your run sheet.
Brief your vendors
The moment you add a supplier, we've already written their venue brief: the drive in, the last stretch of unsealed road, where their trade unloads, and the handful of notes that actually matter for their craft. Copy it, send it from your own inbox, done.
It comes from you, not from a system. The conversation with your suppliers stays yours.
Your guest list
Build the list as replies come in. Your numbers, children, highchairs and dietary requirements add up as you go, and it's the list the kitchen is briefed from. When you're ready, put people in seats and print the chart. It's the one our team lays your place cards from on the morning.
Seated dining runs to 120. Past that, talk to us and we'll work it out together.
Share with your guests
A guest guide for your wedding website, an accommodation list for the save-the-dates, and a briefing for the coach company you book. Each with a message already written, ready to paste.
They're live pages, so if anything here changes your guests see it without you re-sending a thing.
Your layout
A scale plan of the Pavilion and Terrace with our actual furniture on it: twenty long tables, a hundred and forty cross-back chairs, the lounges, the umbrellas. Drag anything anywhere. The plan won't let you place a table where the service door swings, and it counts what you've used so you never design around furniture we don't own.
Your ceremony on the cliffs sits on a second plan, in the same place.
The year ahead
Your portal knows where you are in the journey, so what's in front of you is what's actually relevant, and the rest waits quietly until it matters.
Your date is secured, and you receive a warm welcome from all of us at Caoura Cliffs.
We hop on a call straight after you book to introduce ourselves, take you through the entire process and share your consolidated planning run sheet.
We get to know you both, your vision and your priorities, and begin shaping your day together.
We help you confirm your key suppliers and plan the flow of your celebration.
Come back and see everything come to life. We walk the property together and refine the details for your day.
Final details come together as we confirm timings, layouts and all the little touches.
We confirm the coaches you've booked, where everyone's staying, and the rest of the behind-the-scenes detail, and fold it all into your run sheet.
We run through your run sheet together and make sure everything is in place for a seamless day.
The last details confirmed, so you can relax and enjoy every moment.
Timings are a guide, not a deadline. Every engagement runs to its own clock, and we shape the journey around yours.
The room, to scale
This is the Pavilion and Terrace, drawn to scale from our floor plan: the real room, our real furniture, our real stock counts. Tell it roughly how many people are coming and it sets the tables for you.
Your venue manager
Your venue manager is with you for your whole engagement. Message them from inside the portal and it goes straight to their phone.
The portal keeps the details in one place, so the two of you don't have to.
Come and see it
Walk the escarpment, stand in the Pavilion, and we'll show you the rest of it over a coffee.
Already booked with us? Sign in to your portal. Available to Caoura Cliffs couples only.
