On the Day Management

When you book us for your Event or Wedding Day,  Event Management comes as part and parcel of what we do.

With thousands of events and weddings under our belts, you can be assured you’ll be in safe hands, taking the stress out of the planning and the day itself whilst we handle the event management. We can talk you through your plans, help create timelines, the day schedule, recommend suppliers and use our contacts to bring together your vision for the day. With an honest outlook, we can talk you through what works and what might need some consideration, taking into account your venue, capacity, catering facilities, power and access. Event Management is just what we do; we take great pride in providing this, free of charge within our menu costs. 

event management at circa events

What to expect from Circa

So you’ve chosen your venue and are now looking for a caterer to look after all your food and drinks for the day and evening. Perhaps we’ve met, seen your venue, and followed up with a quote to give you a rough idea of prices leading up to your wedding. To secure your booking, we’d ask for our deposit of 25% (varies dependant on venue). Once you are booked in with us, expect to have your tasting experience at the start of the year before your wedding. Find out more on our menu tasting page! It is at this stage we would create our function sheet which covers a breakdown of the days events, timings, logistics and also covers your menu and dietaries.

We’re always on hand to answer questions you might have in the months running up to your wedding via email or phone. We would expect to do a site visit to your venue to assess the site if it is somewhere we havent been before or a private venue exclusively for you. Around six weeks before the wedding, we’ll ask for final numbers, finalise your function sheet and finalise your table plan with you. Our final invoice is due 28 days before the wedding itself.

The day before the wedding; providing we have access to the venue, the Circa team will be setting up at your venue laying out the tables and chairs, setting the tables up with cutlery & glassware and working with your other suppliers to transform the area into a magical wedding venue. You will meet your Event Manager and any last minute points are discussed with you both and all table decorations, favours and final table plans are handed over. The idea is that when you leave the venue the day before, everything is in place and you can have a lovely evening relaxing before the next days festivities, in the knowledge you are in our safe hands!

On the wedding day, Circa will be at the venue two hours before your arrival for the reception or ceremony. Generators turned on, loos flushed, cakes in place and tealights lit ready for your wedding parties arrival! Throughout the day you can expect guidance on timings, announcements, and coordination of supplier arrivals throughout the day dealt with by your Event Manager. Most important to us is that you and your guests are having the most fantastic day, without thinking anything logistical, that you can sit back, relax and take in every moment of it. We’ll be there all day and evening, until the last guest leaves the dancefloor at the end of the night. In most cases, we will clear up our equipment, pack everything we have supplied away, and leave the venue clear that night. 

A suggested timeline of the wedding day

1.15 – Arrival of the groom’s party
1.30 – Wedding guests arrive
1.35 – Groom interviewed by the registrar
1.45 – Wedding party seated for the ceremony
1.45 – Bride and wedding party arrives, bride interviewed
1.55 – Bride and wedding party lead to the ceremony room
2.00 – Registrar to welcome in the bride and party for the ceremony
2.30 – The happy couple are now married, the register has been signed
2.35 – Guests and the wedding party move outside for drinks and canapé reception
3.45 – Guests called in for dinner
4.00 – Wedding breakfast starts
6.00 – Wedding breakfast ends
6.05 – Wedding speeches start, father of the bride, groom & best man
6.35 – Tea and coffee served from station
7.00 – Evening Guests arrive
7.30 – Cutting of the cake
7:35 – First dance
7.40 – All the guests party on the dance floor
8.30 – Evening buffet served
11.30 – Bride and Groom depart, transport for all other guests arrives


Like what you’ve seen? We’d be delighted to be part of your event. Get in touch with us now to find out more, ask questions, book a meeting or viewing and get plans underway!