Members portal
Couple’s To Dos
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Please Complete this Form:
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Sign your Contract (both members of the couple). This can be found in your Weven “docs” tab.
Make Down Payment: This can be found in your Weven “Payments” tab.
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Contact Jenk’s Family Insurance to register yourselves as the event holders.
When asked which dates require coverage, it would be any day you or your guests will be on site. E.g. For weekend weddings, you’ll need coverage Fri-Sun. If you add a day of lodging, it would be necessary to include that day as well (e.g. a thursday or monday).
They will also ask whether there will be alcohol at your event.
Contact Jenk’s Family Insurance:
Shawna Jenks
shawna@jenksfamilyinsurance.com
(518) 581-1111
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A lot of wedding financials and setup details centered around “The Final Guest Count.”
The amount you will pay for catering and bar service
Your table layout for the reception
Your lodging needs, etc.
Be sure to create your guest list, and send out invites within a timeline that gives you at least a month to receive RSVPs.
Plan to have your final guest count one month before your wedding.
4 - 6 Months Prior
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You should have all of your vendors secured by the 4-month prior mark.
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The Open House is a great time to come and take a second look in-person to finalize plans for your wedding .
As a heads up, this is not an individualized planning session with a Brookledge Team Member — it's an an opportunity to bring friends, fam, and prospective vendors to look at the pavilion, ceremony space and cocktail hour space.
You can also bring your decor to test it out on the tables and grounds.
Brookledge invites 3 couples per time slot by appointment so go ahead and self-assign the date and time that works best for you, your vendors, and attendees through the appointments page:
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Order invites: 4–6 months before the wedding
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Your Wedding Team will use your online planner to facilitate your event setup and timeline, as well as coordinate your vendors so it's an important tool.
The link to your planner will be shared with you in a Weven message.
After you get your vendors and their contact info filled in, we’ll have a planning check-in call to go over it and put your mind at ease about any questions you may have.
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After you fill in your online planner (see previous step), visit your appointments page to schedule a 4-Month Check-In Call with the Brookledge Team and discuss.
To Book an Appointment:
9 Months Prior
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Coming in 2026!
Brookledge will be adding the option to create your wedding page within this portal and share your planning process with friends and family.
For now, many couples like to use The Knot for their wedding website and RSVPs.
We advise against using the Weven RSVP system — it’s buggy!
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When to Create It
Start early! Aim to have your registry live before sending out save the dates.
This gives early shoppers (like excited family members) something to browse.
Include Variety:
Mix price points + gift types (essentials, personal, experiences).
Choose 1–3 Retailers:
Use universal registries if combining multiple stores.
Cash Funds & Experiences
Totally acceptable these days!
Honeymoon, home upgrades, classes, etc.
Shipping and Returns
Set your shipping address, especially if you’re moving or have multiple residences.
Choose stores with easy return policies.
Update Regularly
Keep an eye on it—add items as others are purchased so your list doesn’t run dry before the wedding.
Share Thoughtfully:
Link on your wedding website—not on invitations.
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Save the Date Checklist
Timing:
Send 6–9 months before the wedding (8–12 for destination).
Guest List:
Only send save the dates to people you’re 100% sure you’ll invite to the wedding.
It’s awkward to uninvite someone later, so finalize your guest list first.
What to Include:
Names
Wedding date
City/state
“Formal invitation to follow”
Optional: wedding website link
Design:
Reflect your wedding style/aesthetic.
Format:
Choose printed, digital, or both.
Proofing:
Double-check spelling, date, website, and addresses.
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On-site accommodations are included in your Brookledge Wedding Weekend Package and can sleep up to 30 guests. If you are in need of additional off-site accommodations, secure them at this time.
Not to worry, there are lots of hotels and lodging nearby. Screenshot of the area
2 Months Prior
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When to Send
Domestic weddings: 9-10 weeks before the big day
Destination weddings: 3–4 months in advance
What to Include
Names of the couple (and hosts, if traditional)
Date & time of the ceremony.
Important Tip! Couples are encouraged to ask guests to arrive 30 minutes before their ceremony.
This allows them to get parked, grab a drink at the Welcome Pavilion, use bathrooms, and make their way to the ceremony space so everyone is seated and ready to begin on time.
Late arrivals will not be able to “sneak in” to the ceremony space undetected. Given the space layout, their entrance would be distracting.
Venue name + full address:
Brookledge
7177 Antioch Rd
Middle Grove, NY 12850
RSVP info (card + envelope or online link)
Important Tip! Set your RSVP date to ensure you have your final guest count one month before your wedding.
Dress code (optional but helpful)
Optional: wedding website, accommodations, map, or schedule insert
1 Month Prior
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Your Final Walkthrough is an in-person meeting at the Fireside Pavilion, 2-4 weeks before your event.
By this time, your online planner must be completed along with your final guest count.
Using these, we will finalize your bar pricing, your reception floor plan, and your rain plan.
Your Brookledge event staff will have a meeting with all of your vendors the week before your wedding so please update us by this time if there is anything we need to clarify with them when we speak.
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Your rehearsal is a scheduled appointment that is typically the day before your event (but can be the week of) and is up to one hour long.
We encourage couples and their wedding parties to plan the rehearsal early in the day, such as 1pm, to get it out of the way so they can settle in and visit with each other the rest of the night, start decorating early, and grab dinner.
Couples who are using friends and family as officiants are encouraged to ensure they are present to rehearse the ceremony as well as touch on points in timeline that will require making announcements to guests.
Wedding Week
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Your rehearsal is a one-hour scheduled appointment with a Brookledge Venue Coordinator so it’s important to ensure everyone is on time.
Be sure to inform important participants of the date and time in advance so they can procure flights, transportation, and lodging accordingly.
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Consult your Brookledge Contract (located in your weven - documents tab) on your arrival date and time to the venue, and begin setting up for your event as early as you’d like within that range.
For wedding weekend packages, many couples like to get the rehearsal out of the way as early as they can and begin decorating on Friday with their friends and family who are staying in the lodging on-site.
Others will have friends and family setup for their event Saturday morning.
Book an Appointment
Below are the types of appointments we’ll have together during your planning journey. Self-assign the dates and times that work best for you!
Visit the Something Borrowed Closet
Thinking of using Brookledge Decor to augment your event? Select as much as you’d like and your Brookledge team will pull them for you, and put them away at the end of your big night.
Resources for Brookledge Couples
As a member of the Brookledge family, you and your love get access to loads of amenities to help make planning easier and way more fun!
Coming Soon!
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Tables
Check out all the tables you and your vendors can use for your event. You’ll find dimensions in the descriptions.
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Yard Games
Bring your guests together for fun and play by selecting from our assortment of outdoor games — frequently used during cocktail hour.
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Getting-Ready Suites
Get ready for your big day in modern surroundings. Invite hair and makeup vendors in for the morning-of, or kick back with your wedding party until your venue coordinator retrieves you.
Shop Premium Services
Thinking of using Brookledge Decor to augment your event? Select as much as you’d like and your Brookledge team will pull them for you, and put them away at the end of your big night.