A Day in the Life of a Venue Coordinator: Setting Up a Christmas Winter Wedding at Alcumlow Wedding Barn
- Alcumlow Wedding Barn
- Dec 10, 2025
- 3 min read
There’s something undeniably magical about a Christmas winter wedding at Alcumlow Wedding Barn. Maybe it’s the glow of twinkling fairy lights, the scent of winter greenery, or simply the cosy feeling of being wrapped up in love and festivities all at once. Even the suppliers who arrived at this wedding, couldn’t help but say the same thing: “This barn was made for winter weddings.”
And they’re right.
With the weather outside crisp (or in this case, cold and rainy!) and the barn warm, inviting, and sparkling with seasonal charm, it’s the perfect place to say I do. So grab a hot chocolate, settle in, and join us for a behind-the-scenes look at a day in the life of a venue coordinator, preparing for a beautiful 4pm Christmas ceremony here at Alcumlow…
Early Morning Glow (and a Lot of Rain)
The day began before sunrise, as most wedding days do. A chilly, rain-splattered morning, our team was armed with a checklist, radio, and strong coffee. First stop is opening the Bridal Prep room, warming up the space ready for our bride and her party to arrive later.
Next, it was time to get to work on the venue and table décor. Between 7am and 9am, the transformation began. Beth, our wonderfully organised Bride, had labelled every box table by table, complete with photos of how she envisioned each layout.
We unwrapped white table runners, lush greenery, wooden log slices, and glass bottles filled with fairy lights and soft candlelight. Together, they created a woodland-inspired theme that paired perfectly with the barn’s hanging foliage.
9am – The Ceremony Space Takes Shape
The bridal party arrived with big smiles and even bigger boxes. They dove straight into their mission, setting up a games table complete with photo booth props and preparing the sweet cart, soon to be filled with brownies, cookies, and cakes for later in the evening.
Meanwhile, we dressed the aisle with our signature Alcumlow sachets and chairs, more winter greenery, and lanterns lovingly supplied by the couple. Reserved signs were tied to chairs for the bridal party, and each guest seat received its own confetti packet for a magical indoor confetti shot later.
One of the sweetest touches?
A wooden mountain-shaped welcome sign, handcrafted by the bride’s dad, dusted with snowy detail.
And behind the ceremony space, the groom and his dad constructed a mountain-outline backdrop embedded with soft lights, a beautiful nod to the couple’s love of the outdoors.
Guests would also be greeted by a charming polaroid guestbook station, complete with a peg-frame to hang their snaps, and a small Christmas tree placed lovingly on a barrel, accompanied by photos of loved ones no longer with us.
11am Late Morning – Finishing Touches and Supplier Symphony
Next up: favours.
Each guest received a wooden snowflake drink topper, perfectly placed on every champagne flute, ready for the toast drink later on. Simple, personal, and beautifully seasonal.
Just after 11am, the venue buzzed with the arrival of our wonderful suppliers. Photographer Lucas Vale arrived and began capturing the pre-wedding setup.
The bride herself brought in the florals dreamy, elegant dried arrangements by Lytton Rose Botanical. Each bud vase on the tables held a tiny cluster of dried flowers, creating the perfect balance between rustic and refined. Her bouquet and the buttonholes completed the wintry aesthetic beautifully.
Then came cake time.
At around 11:15am, the most stunning two-tier wedding cake was delivered. Snow-white, simple, and topped with a handcrafted snowy mountain topper made by you guessed it, the bride’s dad! The cake would be cut at 8pm, with a slice saved especially for the couple.
Afternoon – Bringing the Winter Wedding Magic to Life
With décor complete, florals placed, and cake delivered, it was time to switch on the magic.
Fairy lights glowed, lanterns flickered and battery candles warmed the room. We ran through music cues, tested the microphones, and queued the ceremony playlist. Everything was ready.
All that was left now was the arrival of the guests and a love story waiting to unfold...
A huge congratulations to Mr and Mrs Paton!
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