EVENT DETAILS
Kaitlyn
Luke
Friday, May 9, 2025
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NOTES
VENDOR LIST
WEDDING PLANNER
PHOTOGRAPHER
A Natural Portrayal Photography
(304) 707-7540
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:
· PHOTOGRAPHER’S NAME: Lauren
· CELL NUMBER:
· ARRIVAL TIME:
· WHERE:
· BOOKED TIME:
· IS THERE A FIRST LOOK?
o WHERE WILL IT BE?
o WILL IT BE JUST THE BRIDE & GROOM OR WILL BRIDAL PARTY & PARENTS BE INCLUDED?
· SUNSET TIME:
· DIETARY RESTRICTIONS:
· DO THEY HAVE AN ASSISTANT?
o HOW MANY?
OFFICIANT
TBD-could be a friend
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
· OFFICIANT’S NAME:
· CELL NUMBER:
· ARRIVAL TIME:
· EMAIL ADDRESS:
CEREMONY VENUE
The Winslow (Train Shed)
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:
Jackie Bowen
~~
· REHEARSAL DATE & TIME:
· REHEARSAL LOCATION:
· WEDDING COUNTY: Baltimore City
· START TIME: 5:00 or 5:15
· ENDING TIME: 5:30 or 5:45
· WILL YOU HAVE PROGRAMS?
o WILL THEY BE PLACED ON SEATS OR IN A BASKET
· DO YOU HAVE READERS?
o HOW MANY?
· WILL YOU HAVE AISLE MARKERS?
o ARE YOU PROVIDING OR IS THE FLORIST?
o HOW MANY ROWS ARE BEING RESERVED?
· IS THERE A UNITY CANDLE, WINE BOX, HAND FASTING, ETC?
· WILL THERE BE AN AISLE RUNNER?
o WILL IT BE PLACE AHEAD OF TIME?
o WHO IS PROVIDING?
· WHAT SIGNAGE DO YOU HAVE FOR THE CEREMONY?
· WHAT FLOWERS DO YOU HAVE FOR THE CEREMONY?
· ARE YOU PROVIDING AN ARCH?
o WHO WILL SET IT UP?
o WHO WILL DECORATE IT?
Other:
· ARE THERE RENTAL ITEMS?
· DO YOU HAVE SEPARATE CEREMONY MUSICIANS?
o NAME OF CEREMONY MUSICIANS:
o CONTACT PERSON?
o CELL PHONE:
o EMAIL ADDRESS?
o ARRIVAL TIME:
o BOOKED TIME:
RECEPTION VENUE
The Winslow (Main Reception Room)
Venue Location
What Time are Vendors Allowed In
RECEPTION NOTES:
· WHAT TIME ARE VENDORS ALLOWED IN? 2:00 pm
· VENDOR COUNT:
Cocktail Hour:
· START AND END TIME:
· LOCATION:
· ARE THERE SEPARATE MUSICIANS?
o ARRIVAL TIME:
o BOOKED TIME:
o NAME OF COCKTAIL HOUR MUSICIANS:
o CONTACT PERSON:
o CELL PHONE:
o EMAIL ADDRESS:
o ARRIVAL TIME:
o BOOKED TIME:
· WHAT IS THE DÉCOR FOR THE COCKTAIL HOUR?
· IS THERE SIGNAGE FOR THE COCKTAIL HOUR?
Reception
· WHAT IS THE STARTING AND ENDING TIME:
· WHAT SIGNAGE DO YOU HAVE FOR THE RECEPTION?
· WILL YOU PROVIDE A GUEST BOOK?
o 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?
o WILL THERE BE PICTURES?
o WILL THERE BE A CANDLE?
o WE NEED A PHOTO OF HOW YOU WANT IT SET UP
· WILL THERE BE YARD GAMES?
o IF SO, WHAT YARD GAMES NEED TO BE SET UP?
· WHAT DÉCOR OTHER THAN FLOWERS WILL YOU HAVE FOR THE RECEPTION?
· WE NEED TO DESIGNATE CARS TO TAKE GIFTS AND ALL PERSONAL ITEMS AT THE END OF THE NIGHT.
o WHO WILL THAT BE?
· IS THERE ANY OTHER ENTERTAINMENT, SUCH AS A CARICATURE ARTIST, LIVE PAINTER, ETC?
o ARRIVAL TIME:
o BOOKED TIME:
o NAME OF COCKTAIL HOUR MUSICIANS:
o CONTACT PERSON:
o CELL PHONE:
o EMAIL ADDRESS:
o ARRIVAL TIME:
o BOOKED TIME:
Sweetheart or Head Table
· ARE YOU HAVING A SWEETHEART TABLE OR A HEAD TABLE?
· WHAT IS THE DÉCOR FOR THIS TABLE?
· WILL YOU PROVIDE YOUR TOASTING GLASSES?
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
Linwood's or Copper Kitchen
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:
· WHAT IS YOUR GUEST COUNT? 130
o HOW MANY ARE KIDS MEALS?
· VENDOR COUNT:
· VENDOR DIETARY RESTRICTIONS:
· ARE YOU PROVIDING YOU OWN LIQUOR?
o WHERE ARE YOU PURCHASING IT FROM?
o WILL IT BE DELIVERED OR BROUGHT BY SOMEONE?
o WHAT TIME WILL IT BE DELIVERED?
o WILL THEY PICK UP UNOPENED BOTTLES?
o IF NO, WHO IS TAKING THE LIQUOR AT THE END OF THE NIGHT?
· ARE YOU HAVING SIGNATURE DRINKS?
o WHAT ARE THE NAMES OF THE DRINKS?
o WILL YOU HAVE SIGNS SHOWING NAMES AND INGREDIENTS?
BAKER
TBD
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:
· IS IT A TIERED CAKE OR A SMALL CAKE? They want a small cake with mini desserts
o IF IT’S A TIERED CAKE, HOW MANY TIERS IS IT?
o DO YOU WANT TO SAVE THE TOP?
o IF IT’S A SMALL CAKE, DO YOU WANT TO SAVE THE REST OF IT?
o IF NOT, DO YOU WANT IT SERVED TO THE PARENT TABLES?
· ARE YOU HAVING DESSERTS?
o ARE THEY COMING FROM THE BAKER?
o FROM KIND?
· ARE YOU PROVIDING YOUR OWN KNIFE & CAKE SERVER?
· ARE YOU PROVIDING A CAKE TOPPER?
o WILL IT BE TAKEN TO THE BAKER?
· DO YOU HAVE ANY RENTALS, SUCH AS STANDS, TRAYS, ETC?
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
She likes florals and greenery
~~
· 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 THE GUESTS?
· ARE YOUR PERSONAL FLOWERS (BOUQUETS, BOUTs, ETC. BEING PROVIDED BY THE FLORIST?
· COCKTAIL HOUR FLOWER DETAILS:
· RECEPTION FLOWERS DETAILS:
· ARE THERE ANY OTHER DECORATIONS BESIDES FLOWERS?
DJ/BAND
TBD
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:
Show them both interactive and not so interactive
~~
· ARRIVAL TIME:
· BOOKED TIME:
· IS YOUR DJ OR BAND ALSO YOUR EMCEE?
Flow
Introductions
· WILL PARENTS & 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?
·
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
N/A
BRIDAL PREP
TBD - Hair & Makeup
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:
· WHERE ARE YOU GETTING READY?
· WHERE IS THE GROOM GETTING READY?
Hair Stylist
· ARRIVAL TIME & END TIME:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR HAIR DONE:
· HOW MANY STYLISTS?
Makeup Artist:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR MAKEUP DONE:
· HOW MANY ARTISTS?
DRESS SHOP
TUX SHOP
INVITATIONS
TBD
She's not sure if she needs a vendor or if they will do their own
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:
· ARE YOU PROVIDING FAVORS?
o TYPE OF FAVOR?
o WILL THE FAVOR BE PLACED AT EACH SEAT, PUT IN A BASKET, OR DISPLAYED ON A TABLE?
RENTALS
TBD-Event Dynamics
She wants bistro lighting
Bobby Dill
PHOTO BOOTH
TBD - sent her our info
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:
· 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?
VIDEOGRAPHER
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
· VIDEOGRAPHER’S NAME:
· CELL NUMBER:
· ARRIVAL TIME:
· WHERE:
· BOOKED TIME:
· IS THERE A FIRST LOOK?
o WHERE WILL IT BE?
o WILL IT BE JUST THE BRIDE & GROOM OR WILL BRIDAL PARTY & PARENTS BE INCLUDED?
· SUNSET TIME:
· DIETARY RESTRICTIONS:
· DO THEY HAVE AN ASSISTANT?
o HOW MANY?
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
TRANSPORTATION NOTES:
· HOW MANY SHUTTLES?
· BOOKED TIME FOR EACH?
· HOW MANY LOCATIONS FOR PICK UP?
· WHAT ARE THE HOTEL ADDRESSES:
· DISTANCE & TIME BETWEEN EACH STOP?
TBD - GUEST HOTEL BLOCKS
About 50 out of town guests
TBD-CEREMONY MUSIC
Price out a string quartet