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Two vendors, two access times — settle it before the run sheet

Unconfirmed handoff details have a way of hardening into an invented wedding-day schedule. The venue's email says vendor access starts at 13:00. The florist's note says doors at 14:00. Both vendors will plan their day around their own number — and the collision surfaces on the wedding day, in front of the guests. The fix is not a coin flip. It is a register, a status per detail, and one question per gap, addressed to the vendor who can actually answer it.

The register, and the questions it produces

The vendor-questions prompt builds the fact register first, then writes one question per gap, addressed to the vendor who can actually answer it:

**(A) Fact register**
- Reception at Alder Hall, 21 Nov 2026 — CONFIRMED BY INPUT ("reception at Alder Hall, 21 Nov 2026").
- Photos requested before guest entry — CONFIRMED BY INPUT as a couple request; not confirmed as agreed by the photographer.
- Vendor access start time — CONFLICTED: venue email says access 13:00; florist note says doors at 14:00.
- Guest entry time — UNCONFIRMED (stated as unknown).

**(B) Vendor-specific questions**
- Venue manager: Can you confirm the vendor access start time for 21 Nov 2026 — is it 13:00, as your email states?
- Venue manager: Can you confirm the guest entry time?

Sample data above is fictional, shown so you can judge the output before buying.

Reading the register

• CONFIRMED BY INPUT — the reception venue and date: reception at Alder Hall, 21 Nov 2026, quoted word for word
• REQUESTED, NOT AGREED — the couple asked for photos before guest entry; the photographer has not confirmed it, so it is not a plan yet
• CONFLICTED — two sources give two different access times: the venue email says access 13:00, the florist note says doors at 14:00. This is a question, not a coin flip
• UNCONFIRMED — the guest entry time is simply unknown, and gets asked rather than estimated

One question per gap, to the vendor who can answer it

Both questions in the sample go to the venue manager — the source of one of the two times, and the authority on the other: can you confirm the vendor access start time for 21 Nov 2026 — is it 13:00, as your email states? And can you confirm the guest entry time? Nothing is written into the schedule until the answers come back.

Dependencies before the run sheet

The register also lists the dependencies to resolve before a run sheet is distributed — because a run sheet built on a conflicted access time just gives the conflict a nicer layout. Only the confirmed items go into the run sheet; the conflicted and unconfirmed ones stay visibly open until the responsible vendor answers. The full register method is covered in our earlier guide, Wedding Vendor Handoff Questions: Settle Conflicts Before the Run Sheet.

Questions