Send your venue pack

A venue pack has eight sections. Sections with nothing in them yet are left out, and the editor links to the page where you can add what's missing.

Cover and contacts: your names, the date, the venue and who to call on the day. The cover is always included.

Run sheet: the day in order from your Timeline, with supplier arrivals and departures.

Numbers at a glance: adults, children, suppliers' meals and meal choices. The numbers count guests who have said they're coming, and show how many are still to reply.

Table plan: each table in seat order, with meal choices and dietary markers, and a drawing of the room if you've laid out your tables on the floor plan.

Allergens and dietary needs: the 14 allergens by table and by guest, in the guest's own words.

Suppliers: each booked supplier, how to reach them and what they need. Only suppliers you've marked as booked are listed.

Music cues: first dance, entrances and other cues from your playlists.

Notes: access, children, power and set-up, and anything else, plus guests' access needs from your guest list.

Guests who have declined don't appear anywhere in the pack. Guests' postal addresses, email addresses and phone numbers are never included.

Venue: everything, including every dietary need. This version is on every plan.

Caterer: numbers, the table plan and dietary needs, with the timings for service. It leaves out addresses and supplier contacts.

All suppliers: the run sheet and who to call. It leaves out the guest list, the table plan and guests' dietary details, so it never puts a guest's name next to a health need.

The Caterer and All suppliers versions need Premium or Unlimited. On Free you can still switch off any section before you send the full pack.

You can switch sections off and back on within a version, but you can't add a section that version leaves out.

On Premium and Unlimited, each note you type has a Goes in choice: All versions, all suppliers too, or The venue and caterer versions only.

Your In an emergency note goes into every version unless you change it. Your other notes go into the venue and caterer versions only unless you change them. If a note names a guest's health need, think about who will read it.

A link shows the latest pack to whoever has it, with no sign-in. PlanHitch doesn't send anything to your suppliers: you copy the link and send it yourself.

To make one, go to Share links. Under Who it's for, type a name so you can tell your links apart, such as the venue's name. Choose the Version, then select Make a link, and Copy.

For the Venue and Caterer versions, you're asked to confirm that the link shares your guests' dietary and allergy needs before you can make it.

Each link shows whether it has been opened, how many times, and when it was last opened. Opens aren't counted when you paste the link into a message app, or when you or anyone working on your wedding opens it while signed in.

Switch a link off at any time and it stops working straight away. You can switch it back on, or select Delete link. Links stop working 30 days after the wedding. You can have up to 10 links.

The person you send it to can download the PDF, and the spreadsheets for the sections their version includes.

The pack is built from your plan each time it's opened or downloaded. When a guest changes their meal, or you move someone on the table plan, the link shows the change.

A PDF you've downloaded doesn't change. Each one is dated and reminds the reader to check they have the latest, so a link is the better way to keep your venue current.

The Where and Who you add in Run sheet details are saved on your Timeline too. If you leave Who blank and a supplier is linked to that event in Timeline, the supplier's name is used.

The pack passes on what you and your guests have recorded. It doesn't check it, and it isn't a guarantee that a meal is safe. Your caterer should confirm any allergy with you or the guest.

Add dietary details on the Guest list: open a guest's menu and choose Dietary info. Guests can also give their dietary requirements and allergies when they reply to your invitation.

Each allergy is matched against the 14 allergens UK food law requires caterers to declare. The guest's own words are printed beside the match. Words that don't match one of the 14 are still shown, not dropped.

Some words can mean more than one allergen. "Nuts", "shellfish" and "seafood" are matched to every allergen they could mean, with a note asking the caterer to check with the guest.

A guest is marked as having a severe allergy if you set How serious is it? to Severe (anaphylaxis), or if their own words mention anaphylaxis, an EpiPen or a severe allergy.

Vegetarian, vegan and pescatarian meal choices are counted in the numbers and shown on the table plan, but don't put a guest on the allergy list by themselves. Gluten-free and dairy-free meal choices do.

Any version that includes dietary needs says on its cover that it contains health information, and asks that it's kept to the people preparing and serving food.

Anyone working on your wedding who can see your guests, table plan and timeline can read the pack. Changing it, or making a share link, also needs edit access to the timeline.