Separate the confirmed details from the estimates
Start with the occasion, preferred date and expected guest count. Mark estimates clearly. If the group may grow, ask the venue when it needs a final number and how changes affect the arrangements. Do not assume a space can accommodate every possible layout.
Create a simple event timeline
Write down guest arrival, the main activity, meal time and expected finish. Add supplier arrival or setup only where relevant. Ask the venue to confirm permitted timings before sharing a final schedule with guests.
Plan food and overnight stays separately
An event headcount and an overnight headcount are often different. List each separately, together with room preferences and meal requirements. At Trreegun Farms, discuss rooms or dormitory accommodation with the team; event-space enquiries do not automatically include a stay.
Agree who is responsible for what
Before confirming, review decoration, seating, food service and any outside suppliers. Ask what is supplied, what needs an outside arrangement and whether there are restrictions. For outdoor plans, discuss what alternatives are actually available if conditions change.
Keep a written confirmation checklist
A useful confirmation should resolve the main operational questions.
- Date, timings, agreed space and guest count.
- Meals, serving arrangements and accommodation allocation.
- Included services and any separate charges.
- Payment schedule, cancellation terms and change process.
- A contact person for the event and any outstanding decisions.
Send the brief, then confirm the details
Use the enquiry form to share your plan and special requests. The Trreegun Farms team will discuss suitability, availability and pricing. A form submission or WhatsApp message alone is not a confirmed event booking.