Hi Soon to be,
For us, we e-file first. However, from archive thread seems like they are couples who meet up with him first.
He pass me his license number over the phone. You will need his JP license number when u e-file. Upon sucessful e-filing, ROM will schedule a date (usu few days before ROM date) for us to produce supporting docs like our I/C, witness's I/C etc.. (ROM will list the things to bring)
When is your ROM date and is it at ROM or out of ROM? Cuz if it's held at ROM, you must e-file earlier to secure the time slot you want. Importantly, meet up with Mr. Chan to get the letter of consent before your appointment date at ROM, Trust Mr. Chan, he def call you if he said he will.
Hope the infors helps