Ask the resort to confirm in writing who sets up, when, what is included, the cost, the rain plan, privacy and cancellation. A verbal promise is easy to forget, and a written line is easy to point to.
This guide is part of our occasions topic. Our proposal trips page shows the styles we plan.
Who does what?
List every task and name who owns it. Gaps appear where nobody is named.
| Task | Resort | You | Photographer or other |
|---|---|---|---|
| Choose the spot | Suggest options | Decide | |
| Set up decor and seating | Do it | Approve the plan | |
| Arrange flowers or props | Confirm what is included | Bring anything extra | |
| Time the arrival and the moment | Coordinate the staff | Agree the cue | Agree the signal |
| Handle the ring | Keep it safe | ||
| Clean up | Do it |
Ask the resort to fill in its own column in writing.
What do we ask about timing?
Ask what time the setup starts, how long it stays in place and when the area is cleared. Confirm who will lead you to the spot and who will be nearby.
Ask the resort not to mention the surprise at check-in or in messages sent to your partner. See asking suppliers to keep a surprise secret for wording.
What do we ask about rain and other changes?
Ask whether an indoor alternative exists, whether the time can shift and whether fees apply. Ask for a decision time on the day.
Read beach dinner in the rain for what to expect, and use our proposal rain backup plan to build the tiers.
What do we ask about privacy?
Ask whether the spot is closed to other guests, whether staff will stay nearby and who can see the area. Ask about photos taken by staff and whether they will be shared.
If privacy matters a lot, ask for a quiet time, such as a late afternoon, and confirm the access route.
What do we ask about cost and cancellation?
Ask for the full price, including taxes and service charge, and what each line covers. Ask whether a deposit is needed and what happens to it if you cancel or the weather turns.
Our guide on reading a honeymoon booking cancellation policy helps you read the terms before you pay.
What email can we send?
Copy this message and adapt it.
Hello, we plan a proposal on [date] and would like to confirm the details in writing. Please tell us who sets up, the start and end times, what is included and the total price with taxes and service charge. What is the rain plan and the decision time? Is the spot private? What is the deposit and the cancellation rule? Please also confirm that no staff will mention the surprise.
Save the reply with your booking reference.
What should we do next?
- Fill in the who-does-what table with the resort.
- Send the email and ask for a named contact.
- Compare the reply with your rain plan and your photographer’s brief.
- Message us if you would like us to check the reply. We will go through it with you and show the total for two.