YOUR WEDDING JOURNEY WITH OAKOVER GROUNDS

Congratulations on your engagement!

We are truly honoured to be part of this special chapter in your lives and look forward to helping you create a celebration that is meaningful, memorable, and uniquely yours.

At Oakover Grounds, our goal is to make your wedding planning journey enjoyable, seamless, and stress-free.

From the moment you secure your wedding date, you'll be supported by our wedding coordinators who will guide you through every stage of the planning process.

Here are some key things you need to know for your planning process.

CONFIRMATION OF

YOUR WEDDING

DATE

Your wedding date is secured once your non-refundable venue hire deposit has been received.

Your Minimum Spend payment plan will then be established through our secure payment platform.

Please note that Minimum Spend applies to food and beverage services only and does not include venue hire, accommodation, styling, entertainment, or other optional extras.

PAYMENT PLANS

12 months prior
First Minimum Spend instalment

6 months prior
Second Minimum Spend instalment

3 months prior
Final Minimum Spend instalment

21 days prior
Final invoice issued for additional items and services.

Automated payment reminders will be sent prior to each due date.

Please refer to your booking agreement for full payment terms and conditions.

SECURITY BOND

Any refundable bond, less any outstanding charges or damages, will be processed within 21 days following your wedding.

PLANNING

MEETINGS

FIRST MEETING

(Approximately 4–6 Months Prior)

This meeting is typically conducted via phone or video call. During this meeting we will review:

- Catering and beverage selections.

- Vendor details, contacts, and arrival times

- Current guest numbers

- Adults, teenagers, children and infants attending

- Additional hire items or special requests

If you require recommendations, our team can provide details of trusted suppliers who regularly work at Oakover Grounds.

FINAL MEETING

(Approximately 1 Month Prior)

At this meeting we will confirm:

- Final menu selections

- Dietary requirements

- Vendor details and schedules

- Final guest numbers

- Seating plan and table allocations

- Styling and setup requirements

Following this meeting, your event details will be considered final and no further changes can be accommodated.

Your final invoice will then be issued.

VENDORS

ENTERTAINMENT

To ensure compliance with local council and environmental regulations, all entertainment providers must adhere to venue sound requirements.

Please discuss your entertainment plans with your coordinator prior to booking.

PHOTOGRAPHY RELEASE

We love celebrating our couples and showcasing beautiful weddings at Oakover Grounds.

Should you be happy for us to share images from your wedding for promotional purposes, we will provide an optional Photography Release Form.

Please ensure you have discussed image usage rights with your photographer before consenting.

VENDOR INSURANCE

If using one of our preferred suppliers, we will generally already have their insurance documentation on file.

For all other vendors, a current Certificate of Currency for Public Liability Insurance must be provided prior to your wedding.

ON THE DAY SUPPORT

RECEPTION

INFORMATION

RECEPTION INCLUSIONS

Your wedding package includes:

Reception tables based on guest numbers
Chairs
White linen napkins
Crockery, cutlery and glassware
Cake knife
Standard venue lighting
Use of designated ceremony and reception spaces

Additional styling items may be hired through our recommended suppliers.

CONFETTI & CANDLES

Not Permitted

Paper confetti
Rice
Biodegradable confetti
Glitter

Permitted

Fresh flower petals
Dried flower petals
Natural foliage

Real candles are permitted unless a Total Fire Ban is in place. All candles must be fully enclosed to protect venue furnishings and comply with safety requirements.

FLOOR PLANS & SEATING ARRANGEMENTS

Your wedding coordinator will assist you in creating a customised floor plan tailored to:

Final guest numbers
Reception & Ceremony layout
Catering style
Dance floor and entertainment requirements
Styling elements

THE BIG DAY

INVITATION DETAILS

Please ensure your invitations list the venue as:

Oakover Grounds
80 Yukich Close, Middle Swan WA 6056

If your ceremony commences at 4:00pm, we recommend wording such as:

"Please arrive by 3:30pm for a 4:00pm ceremony."

This allows guests sufficient time to arrive, park, and be seated before the ceremony begins.

YOUR WEDDING DAY

You will have a dedicated on-the-day coordinator. They will oversee the event, coordinate suppliers, manage timelines, and provide support throughout the day, allowing you to relax and enjoy every moment with your family and friends.

Please ensure all vendors have been provided with their setup times and venue access information in advance.

Vendor bump-in
From 10:00am on the wedding day

Vendor pack-down
By 9:00am the following morning unless otherwise arranged

All personal items, décor and hire equipment must be collected promptly. Items left onsite for longer than seven days may be disposed of.

Please ensure:

Seating charts and place cards are finalised and provided prior to the wedding
Any styling or floristry assistance required is arranged through your stylist, florist, or nominated family member/friend

We are incredibly excited to be part of your celebration and cannot wait to help bring your vision to life.

With love,

The Oakover Grounds Weddings Team. x