Write a separate run sheet for each function
For Jaggo, Sangeet, Mehndi, Maiyaan, Haldi or an engagement, record what happens, where it happens, when it begins and when guests and suppliers leave. Include any procession, musical performance, artists or ceremonial materials so the host can assess the actual plan.
Choose one family organizer and one supplier contact for each function. A shared schedule prevents the decorator, caterer and entertainment team from assuming the same access window is available to everyone.
- Name and purpose of each function
- Requested spaces and ceremony needs
- Setup, guest arrival, activity, cleanup and collection times
Separate the invitation list from the sleeping plan
Count overnight relatives for each night and maximum attendance for each day. Day attendees, vendors, photographers and setup crews count toward total attendance, even when they do not sleep. Give the host the maximum rather than a different number for each supplier.
At JKing, the main estate accommodates 16 overnight guests, or 21 with the optional basement. More relatives need accommodation elsewhere. Event attendance is reviewed separately and never adds sleeping places.
- Overnight names or household allocation by night
- Daily attendees, including suppliers
- Vehicle and transport plan
Give suppliers one approved property brief
Ask your caterer what preparation, serving, washing and power arrangements they require. Ask decorators about installation methods and collection, and Mehndi artists about seating, lighting and working surfaces. Send those needs to the host before supplier commitments.
For dhol, live performers, DJs or microphones, share equipment, music location and proposed hours. Confirm sound restrictions and finishing times. A tent, dance floor, AV system or event staff is not an automatic inclusion.
- Catering and food-service requirements
- Decor, tent and surface-protection details
- Sound, power and photographer access
Plan for weather and family access
If any function uses the grounds, agree on a weather alternative before booking equipment. Consider how older relatives and children will move between seating, meals, bathrooms and vehicles. Specific access features must be confirmed rather than inferred from photographs.
For Maiyaan or Haldi, discuss water, materials, staining, floor or furniture protection and cleanup. Confirm permitted areas and who handles each cleanup task.
- Weather alternative and supplier responsibility
- Seating and accessibility questions
- Ceremonial materials and cleanup plan
Confirm the written plan before sending final invitations
Request a quote listing the dates, maximum attendance, overnight configuration and approved use. Review published payment and cancellation terms, supplier quotations and access conditions. Do not assume an inquiry holds the date.
Share the confirmed timetable with the family and suppliers. If guests, entertainment or setup changes, ask the host to review the change before relying on the earlier approval.
- Host-approved function plan
- Confirmed quote and booking terms
- Final supplier schedule and one family contact
Confirm your plan with the host.
Use the property details, pricing and quote terms and local guide to settle the remaining questions.