Events 101

You are booked. Here is what comes next.

Your planning timeline, from deposit to event day. Plus menus, rentals, tastings, and more.

See your timeline Planning resources

Your Planning Timeline

From Booking to Event Day.

Enter your event date and venue. You will see your due dates and can add them to your calendar.

Meeting dates are approximate. Your venue manager sets each meeting with you based on availability.

Tour
Before You Book
Walk through the space and talk about your event with your venue manager. Share a few details so we can build your proposal.
Booking
Secure Your Date
Sign your contract and pay your 15% deposit to hold your date. Booking less than 6 months out? More is due at booking. Your contract lists your payment schedule.
- 15% depositHow to pay
What You Get
- Our favorite vendors list
- Rental catalog
- House rules
- Sample timeline
- Floor plan examples
Virtual Meeting
About 6 Months Out
A video call with your venue manager. Your second payment is due.
- 30% payment dueHow to pay
On the Agenda
- Review your contract details
- Confirm your event timeline
- Schedule your tasting
- Review rental options
- Draft your floor plan
Planning Meeting
About 3 Months Out
Meet with your venue manager to work through the details. Your third payment is due.
- 30% payment dueHow to pay
On the Agenda
- Review event logistics
- Finalize rentals and upgrades
- Review your event order (BEO)
- Review your floor plan
Final Planning Meeting
About 1 Month Out
One more meeting to pull it all together.
On the Agenda
- Confirm your rehearsal
- Confirm your day-of coordinator
- Review your timeline and logistics
- Share your guest count
- Review house rules
- Confirm your floor plan
Final Check-In Call
About 2 Weeks Out
A quick phone call with your venue manager. Your final payment and final meal numbers are due 10 business days before your event.
- Final payment and final meal # dueHow to pay
Your To-Do
- Send your final guest count and special meal selections with the final count form
Event Day
The Big Day
Our team runs the venue, the food, and the bar. Your day-of coordinator runs your timeline.

Payment Options

Credit card (a transaction fee applies)
ACH bank transfer ($10 fee)
Check, payable to Urban Canvas LLC. Write your event date and venue in the memo.

Important: Make every check out to Urban Canvas LLC. Do not write a check to the venue.

See All Payment Details

Planning Resources

Everything in One Place

Planners vs. Coordinators

Must read
Wedding planner vs. day-of coordinator vs. venue manager, side by side.

Compare the roles

Menu Builder

Homework before your meetings. Sketch out your menu and share it with your venue manager. They will confirm your final menu with you. Password from your venue manager.

Start your menu

Final Guest Count

Send your final guest count and special meal selections 10 business days before your event. Your venue manager will confirm them. Password from your venue manager.

Send your final count