EVENT DETAILS
Peyton
Jeremiah
Saturday, October 5, 2024
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NOTES
DRAFT TIMELINE:
All stuff dropped off around 10:30 ish
8:00 - Start hair and makeup (3 for hair) (4 for makeup) arrive at Swan Harbor
11:30 - Arrive at Swan Harbor - they will get dressed there
12:00 - Hair and makeup needs to be finished
12:30 - Girls get into their dresses
1:00 - Photographer arrives
1:00 - Bride gets into her dress /
*or will they arrive in their suits? If they arrive in their suits, we can make this 1:30
1:30-3:00 - First Look / Family photos (this can be down at the pier)
3:00 - Bridal Party back inside to hide from guests
3:30-4:00 - Ceremony
4:00-5;45 - Cocktail Hour
4;00-4;20 Private Dinner
4:20 - Joins Cocktail Hour
5:45 -Transition guests to tent
6:00 - Introductions of Bridal Party
couples - same as they walked into the ceremony
No Parents
6:20 - Games are picked up by vendor
6:05 - Toasts by MOH & BM
6:15 - First Dance
6:20 - Parent Dances
6:25-6:42 -Golden Hour / Sunset
6:25 - Dance floor opens simultaneous with food stations
7:55 -desserts are displayed
8:50 - Guests are invited outside to get bubbles
8:55 - Private last dance with bride & groom (no one in the tent except photographer & DJ - all staff leave)
9:00 - Bride & Groom join guests outside for special bubbles exit
9:00-10:00 Vendors clean up/pack up
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VENDOR LIST
PHOTOGRAPHER
Lisa Robin Photography
Lisa Robin
Arrival Time
1:00 pm
Where:
Swan Harbor Farm
Booked Time:
8 hours
Is There a First Look
Yes
Where Will It Be
Swan Harbor
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
6:42 pm
Dietary Restrictions
Is There a Second Shooter
No
PHOTOGRAPHER NOTES:
Package price: $3710.00
Deposit sent: $927.50 5/2
Due 4/5/24 $927.50
Due 9/5/24 $1855.00
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Lisa Matthews *1 photographer for 8 hours
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OFFICIANT
Bryan Huynh (Hwin)
617-851-6146
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
Bryan Huynh (Hwin) Hawin
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CEREMONY VENUE
Swan Harbor Farms (Front Lawn)
Time of Ceremony
3:30-4:00 pm
Venue
Swan Harbor Farm - between the two trees on front lawn
Rehearsal Date & Time
10/4/24 4;30 Upstairs
Rehearsal Location
Valley Inn
Wedding County
Harford
Will You Have Programs
No; one sign
If Yes, Will They Be Placed on Seats or in a Basket
N/A
Do You Have Readers
No
If Yes, How Many
N/A
Will You Have Aisle Markers
Yes
If Yes, Are You Providing or is The Florist
Florist, 3 on each side of the aisle, spaced evenly, they will set on the ground; repurpose
How Many Rows Are Being Reserved
1st row each side
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
No
Will There Be An Aisle Runner or Petals
No
If Yes, Will It Be Placed Ahead of Time
N/A
Who Is Providing
N/A
What Signage Do You Have for the Ceremony
One sign
What Flowers Do You Have For The Ceremony
Welcome Table flower, aisle flowrrs,
Are You Providing an Arch
No
If Yes, Who Will Set It Up
N/A
Who Will Decorate It
N/
Do You Have Separate Ceremony Musicians
No - DJ will play
What Is The Rain Plan
Under the tent
CEREMONY NOTES:
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RECEPTION VENUE
Swan Harbor Farms (Lawn & Tent)
Venue Location
Swan Harbor Farm
What Time are Vendors Allowed In
RECEPTION NOTES:
Her mom will arrive @ Noon with the items to set up
burlap ties for the hi-tops
Burlap runners for the tables
Tea lights on all the tables (2 on each table)
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COCKTAIL HOUR
Time of Cocktail Hour
4:00-6:00 pm
Location
Lawn
Are There Separate Musicians
No
What Is The Decor of The Cocktail Hour
Rental furniture; (12) 2 petite bud vases on each cocktail table and for around the bar area (24) total
Is There Signage For The Cocktail Hour
Signature Drink Signs
COCKTAIL HOUR NOTES:
10-15 min private dinner on the patio / beginning of the cocktail hour
RECEPTION
What Is The Time of The Reception
7:00-9:00 pm
What Signage Do You Have For The Reception
Welcome Sign - beginning of sidewalk
Will You Provide a Guest Book
Yes
What Type
It will be on the Spool (rented furniture) / Blank playing cards for guest to sign
Will You Have Place Cards Or a Seating Chart
None - open seating
Will You Provide the Table Numbers
N/A
Will You Provide a Gift Box For The Gift Table
Yes
Will You Provide Bathroom Baskets
Yes(5)
Will You Have a Memorial Table
Yes, placed on the Desk (rental furniture)
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Mixed all together
Will There Be Yard Games
Yes
If So, What Yard Games Need to Be Set Up
Set up by Rental Company
What Decor Other Than Flowers Will You Have at The Reception
Hi-tops (bud vases; same as outside); 6 centerpieces - repurposed from the ceremony
Who Will Be the Person(s) To Take Everything At The End of The Night
One of the Mom's
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
No
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
No
If Yes, What Is The Decor For This Table
Will You Provide Your Toasting Glasses
No
CATERER
Rouge Fine Catering
Celeste
Arrival Time
12:30 pm
Booked Time
What Is Your Guest Count
150 adults / 4 kids
How Many Are Kid's Meals
Vendor Count
(2) coordinators, (1) photographer, (1) DJ (1) Bus Driver = 5 (ask if they can make us a plate of everything and we can eat on the patio
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
No
If Yes, Where Are You Purchasing It From
N/A
Will It Be Delivered or Brought By Someone
N/A
What Time Will It Be Delivered
N/A
Will They Pick Up Unopened Bottles
N/A
If No, Who Is Taking The Liquor at The End of The Night
N/A
Are You Having Signature Drinks
Yes
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
Yes
CATERER NOTES:
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BAKER
None
Arrival Time
Desserts coming with caterer
Is It a Tiered Cake or a Small Cake
No Cake Cutting
If It Is a Tiered Cake, How Many Tiers Is It
N/A
Do You Want to Save The Top
N/A
If It's a Small Cake, Do You Want to Save The Rest of It
N/A
If Not, Do You Want It Served To The Parent Tables
N/A
Are You Having Desserts
Yes
If Yes, Are They Coming From The Baker
Rouge Fine Catering
What Kind
Assortment
Do You Have Any Rentals Such as Stands, Trays, Etc.
Caterer will provide
Are You Providing Your Own Knife & Cake Server
No
Are You Providing a Cake Topper
No
If Yes, Will It Be Taken to The Baker
N/A
BAKER NOTES:
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FLORIST
Radebaugh FLorists
Lisa Baker
Arrival Time at Ceremony Site
1:00 pm
Arrival Time at Venue Site
Same
Are They Coming Back at The End of The Wedding
No - all vases are the bride's
Are There Rentals to Return to The Florist
No
Are You Giving Your Centerpieces Away to Guests
N/A
Are Your Personal Flowers (Bouquet, Etc.) Being Provided by Florist
Yes - see worksheet
Are There Any Other Decorations Besides Flowers
No; just rental furniture
Cocktail Hour Flower Details
Reception Flower Details
FLORIST MISC. NOTES
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DJ/BAND
Mix Masters Entertainment
410-852-7520
Chris Podles
Arrival Time
2:30 pm
Booked Time
4:00-9:00 p0m
Is Your DJ or Band Also Your Emcee
Yes
If You Are Having a Band, How Many Players are There Including the Sound Engineer
N/A
DJ/BAND NOTES:
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FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
No
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
No
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
No
How Do You Want to Be Announced
Are You Changing Clothes
No
Is There a Special Exit
Yes - Bubble
Misc Flow/Introductions Notes
See Timeline
ENTERTAINMENT
BRIDAL PREP
NVS Salon
410-803-0005
Where Will You Be Getting Ready
Swan Harbor farm
Where is The Groom Getting Ready
Swan Harbor Farm
HAIRSTYLIST INFORMATION
Hairstylist Name
Hairstylist's Cell Phone Number
Arrival Time and End Time
Number of Girls Getting Their Hair Done
Nellie, Molly Annie, Allie, Bride
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
NVS Bridal Salon
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
Nellie, Molly, Annie Allie, Bride
How Many Makeup Artists
BRIDAL PREP NOTES:
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DRESS SHOP
TUX SHOP
INVITATIONS
SENDING 4/1-4/9
RSVP 9/1
FAVORS
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:
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PHOTO BOOTH
No Photo Booth
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:
VIDEOGRAPHER
None
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
IN PROCESS
TRANSPORTATION
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
Thoroughbred for Bridal Party
CAJ for guests
Start out with 1 bus - keep track of the hotel blocks & add another bus if we need it
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TRANSPORTATION NOTES:
Quotes:
Throughbred Transportation
Quote 1: 7-8am
a) 24 Passenger Mini Coach $485
b) 2x 14 Passenger Vans $470
c) 24 Passenger Limo Coach $1,195
--One-way transfer from 514 Cathedral St, Baltimore, MD 21201 to Swan Harbor Farm, 401 Oakington Rd, Havre De Grace, MD 21078.
Quote 2: 2:30-9:30pm
a) 2x 45 Passenger School Bus $2,790
b) 4x 25 Passenger Mini Coach $4,350
c) 2x 45 Passenger School Bus & 2x 25 Passenger Mini Coach $4,990
--2:30pm staging/ 2:35 departure from Holiday Inn Belcamp - Aberdeen Area, an IHG Hotel, 1326 Policy Dr, Belcamp, MD 21017. 2:40pm staging/2:45pm departure from Hilton Garden Inn Bel Air, 4160 Philadelphia Rd, Bel Air, MD 21015. Drop off at Swan Harbor Farm, 401 Oakington Rd, Havre De Grace, MD 21078 by 3pm. Return service to the hotels at 8pm & 9pm. Service ends on/before 9:30pm.
Quote 3: 9-10pm
a) 24 Passenger Mini Coach $485
b) 2x 14 Passenger Vans $470
c) 24 Passenger Limo Coach $1,195
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American Limo - waiting for quote
~
Woodlawn Motor Coach
Waiting for quote
Guest Room Block
Hilton Garden Inn
- Air BnB - 514 Cathedral St., Baltimore,
- Guest Rooms
- Hilton Garden Inn, 4160 Philadelphia Rd., Bel Air, MD
- Holiday Inn Express, 1326 Policy Drive, Belcamp, MD
Kidsmart Carnivals & Amusement Rentals
Yvonne Brandon
info@rusticgardenrentalscom
540-999-5091
See worksheet - they will set up and breakdown
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