EVENT DETAILS
Shana
Durrell
Saturday, May 17, 2025
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NOTES
SET UP NOTES
Entrance
· Welcome Sign
· Unplugged Sign
· Welcome Table Items
Ceremony
· Reserved Signs
· Programs – Basket or on chairs
· Unity Candle/Sand; Wine Box; Other
· Aisle Runner
· Repurpose Items
Cocktail Hour
· Décor
· Signature Drink Signs
· Place Cards/Seating Chart
· Other signage
Reception
· Guest Book
· Table Numbers
· Menu Cards
· Card Holder Box
· Memorial Table
· Cake Table
o Cake Knife/Server
o Cake Topper
· Sweetheart Table
o Vase for bouquet
o Toasting Glasses
o Signs
VENDOR LIST
WEDDING PLANNER
PHOTOGRAPHER
TBD
Arrival Time
Where:
Booked Time:
Is There a First Look
Where Will It Be
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
Dietary Restrictions
Is There a Second Shooter
PHOTOGRAPHER NOTES:
· Arrival Time:
· Where:
· Booked time:
· Hours Booked:
· First Look: NO
· Sunset:
· Cell Number:
OFFICIANT
Bride's Mother
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
· Arrival Time:
· Email:
· Cell Phone:
CEREMONY VENUE
Bride & Groom prefer a church
Time of Ceremony
Venue
Rehearsal Date & Time
Rehearsal Location
Wedding County
Will You Have Programs
If Yes, Will They Be Placed on Seats or in a Basket
Do You Have Readers
If Yes, How Many
Will You Have Aisle Markers
If Yes, Are You Providing or is The Florist
How Many Rows Are Being Reserved
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Will There Be An Aisle Runner or Petals
If Yes, Will It Be Placed Ahead of Time
Who Is Providing
What Signage Do You Have for the Ceremony
What Flowers Do You Have For The Ceremony
Are You Providing an Arch
If Yes, Who Will Set It Up
Who Will Decorate It
Do You Have Separate Ceremony Musicians
What Is The Rain Plan
CEREMONY NOTES:
· Rehearsal Date/Time:
· Rehearsal Location:
· Wedding County:
· Start Time:
· End Time:
· Programs/Holder:
· Readers:
· Aisle Markers:
· How Many Rows are being reserved:
· Unity Candle:
· Aisle Runner:
· Signage:
· Florals/Décor:
· Arch/Type/Who’s setting it up:
Other:
· Rental Items:
· Ceremony Musicians:
· Arrival Time:
· Booked Time:
RECEPTION VENUE
TBD-they like Martin's Valley Mansion-Cockeysville
Venue Location
What Time are Vendors Allowed In
RECEPTION NOTES:
· What time are vendors allowed in:
400-450 guests being invited
· Vendor Count:
Cocktail Hour:
· Cocktail Hour Start & End Time:
· Cocktail Hour location:
· Musicians:
o Arrival Time:
o Booked Time:
· Décor/Signs:
Reception
· Start Time/End time:
· Signage:
· Guest Book:
· Place Card/Seating Chart:
· Table numbers/holders:
· Card Box Holder:
· Bathroom Baskets:
· Memorial Table:
· Yard Games:
· Other Decor:
· Designated cars/persons to take gifts & personal items at end of night?
· Other Entertainment:
o Arrival Time:
o Booked time:
Sweetheart Table
· Toasting Glasses:
· Décor for Sweetheart Table:
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COCKTAIL HOUR
Time of Cocktail Hour
Location
Are There Separate Musicians
What Is The Decor of The Cocktail Hour
Is There Signage For The Cocktail Hour
COCKTAIL HOUR NOTES:
RECEPTION
What Is The Time of The Reception
What Signage Do You Have For The Reception
Will You Provide a Guest Book
What Type
Will You Have Place Cards Or a Seating Chart
Will You Provide the Table Numbers
Will You Provide a Gift Box For The Gift Table
Will You Provide Bathroom Baskets
Will You Have a Memorial Table
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Will There Be Yard Games
If So, What Yard Games Need to Be Set Up
What Decor Other Than Flowers Will You Have at The Reception
Who Will Be the Person(s) To Take Everything At The End of The Night
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
If Yes, What Is The Decor For This Table
Will You Provide Your Toasting Glasses
CATERER
TBD
Arrival Time
Booked Time
What Is Your Guest Count
How Many Are Kid's Meals
Vendor Count
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
If Yes, Where Are You Purchasing It From
Will It Be Delivered or Brought By Someone
What Time Will It Be Delivered
Will They Pick Up Unopened Bottles
If No, Who Is Taking The Liquor at The End of The Night
Are You Having Signature Drinks
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
CATERER NOTES:
· Arrival Time:
· Booked time:
· Guest Count/kids count:
· Vendor Count:
· Vendor Dietary Restrictions:
· Are they providing liquor:
· If you’re buying your own liquor, what time will it arrive:
· Signature Drinks:
BAKER
TBD-if Martin's cake is part of package
Arrival Time
Is It a Tiered Cake or a Small Cake
If It Is a Tiered Cake, How Many Tiers Is It
Do You Want to Save The Top
If It's a Small Cake, Do You Want to Save The Rest of It
If Not, Do You Want It Served To The Parent Tables
Are You Having Desserts
If Yes, Are They Coming From The Baker
What Kind
Do You Have Any Rentals Such as Stands, Trays, Etc.
Are You Providing Your Own Knife & Cake Server
Are You Providing a Cake Topper
If Yes, Will It Be Taken to The Baker
BAKER NOTES:
· Arrival Time:
· Cake (tiered or small):
· Desserts:
· Cake Knife/Server:
· Cake Topper:
· Rentals (such as stands):
FLORIST
TBD
Arrival Time at Ceremony Site
Arrival Time at Venue Site
Are They Coming Back at The End of The Wedding
Are There Rentals to Return to The Florist
Are You Giving Your Centerpieces Away to Guests
Are Your Personal Flowers (Bouquet, Etc.) Being Provided by Florist
Are There Any Other Decorations Besides Flowers
Cocktail Hour Flower Details
Reception Flower Details
FLORIST MISC. NOTES
They like florals and candles
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· Arrival Time at church
· Arrival Time at Venue:
· Coming back at end of wedding:
· Rentals to be returned to florist:
· Giving centerpieces away (how):
· Personal Flowers:
· Cocktail Hour Flowers:
· Reception Centerpieces:
· Other Florals:
DJ/BAND
they will have a DJ or Band - haven't decided yet
Arrival Time
Booked Time
Is Your DJ or Band Also Your Emcee
If You Are Having a Band, How Many Players are There Including the Sound Engineer
DJ/BAND NOTES:
· Arrival Time:
· Booked Time:
· Is the DJ your Emcee:
Flow
Introductions
· Will parents & bridal party stand during your first dance?
· Grandparents being introduced?
· Parents being introduced?
· Order for Bridesmaids and Groomsmen
· Bride & Groom – how do you want to be announced?
· Are you changing clothes?
Suggested flow:
· Introductions
· First Dance
· Welcome Speech (Who)
· Blessing of Food (Who)
· Dinner
· Toasts toward the end of dinner (Who)
· Parent Dances
· Cake Cutting
· Bouquet/Garter Toss
· Any special dances, such as Hora, Apron Dance
· Dancing / Party Time
· Special exit
· After Party
FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
How Do You Want to Be Announced
Are You Changing Clothes
Is There a Special Exit
Misc Flow/Introductions Notes
ENTERTAINMENT
TBD
BRIDAL PREP
TBD
Where Will You Be Getting Ready
Where is The Groom Getting Ready
HAIRSTYLIST INFORMATION
Hairstylist Name
Hairstylist's Cell Phone Number
Arrival Time and End Time
Number of Girls Getting Their Hair Done
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
BRIDAL PREP NOTES:
Prepartion place of Bride:
Preparation place of Groom:
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· Bride’s prep where:
· Groom’s prep where:
Hair Stylist
· Arrival Time / End Time:
· Number of girls getting their hair done
· How many stylists:
Makeup Artist:
· Arrival Time / End Time:
· Number of girls getting their makeup done
· How many artists:
DRESS SHOP
TBD
TUX SHOP
TBD
INVITATIONS
TBD
FAVORS
TBD
Are You Providing Favors
If Yes, Type of Favors
Will The Favor Be Placed at Each Seat, Put in a Basket , or Displayed on a Table
FAVOR NOTES:
· Type
· per person or in basket
RENTALS
TBD
PHOTO BOOTH
TBD
Arrival Time
Booked Time
Are They Providing the Props
Have You Chosen Your Template
Are They Providing a Backdrop or Are You Providing
Are You Providing a Scrapbook with Pens
PHOTO BOOTH NOTES:
· Arrival Time:
· Booked Time:
· Props:
· Template:
· Backdrop:
· Scrapbook/pens:
VIDEOGRAPHER
TBD
Arrival Time
Where
Booked Time
Is There a First Look
Where Will It Be
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
Dietary Restrictions
VIDEOGRAPHER NOTES
· How many shuttles:
· Booked time for each:
· Locations for pickup guests:
· Hotel addresses
· Distance/time between each stop:
TRANSPORTATION
TBD
How Many Shuttles
Booked Time for Each
How Many Locations for Pick Up
Names of the Hotels that They Are Staying At
Distance and Time Between Each Stop
TRANSPORTATION NOTES:
· Arrival Time:
· Where:
· Booked time:
· Hours Booked:
· First Look: NO
· Sunset:
· Cell Number: