EVENT DETAILS
Emily
Joseph "Joe"
Saturday, August 9, 2025
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NOTES
Onsite Colordinator: Tia Sturgis 443-366-3774
Assistant: Sarah Groncki
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Colors: Yellows, whites, beiges, greenery
Bridesmaids: Pastel Yellow
Groomsmen: Sage Green - updated 03/01/25
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Draft Timeline
Note: Tent walls will be open but the two side panels on the patio side on the corners will remain closed.
Go to person: Abby, Bridesmaid 302-228-0421 (DON'T GO TO JON'S MOTHER)
2:00 - Hair and Makeup should be complete
2:15 - Bride & girls gather items and get ready to leave
2:30-Bride departs from Fairfield Inn, Aberdeen & heads for Swan Harbor
2:40 - Groom departs Fairfield Inn, Aberdeen & heads for Swan Harbor
3:00 - Coordinators arrive at Swan Harbor
3:00 - Photographer & Videographers arrive at Swan Harbor
3:00 - Bride arrives at Swan Harbor - gets into her dress
3;10 - Groom arrives at Swan Harbor - he and groomsmen arrive dressed or get dressed at SH
3:00-5:00 - Photos separate - they are not seeing each other
5:00 - 1st Touch - location TBD
5:30 - Guests arrive at Swan Harbor
5:45 - Coordinators get the bridal party lined up
6:00-6:30 - Ceremony on the path to the water
at the end of the Ceremony there will be a group photo (allow 10 min.)
6:30-7:30 - Cocktail Hour (Patio) with yard games / apps in the Dining Room
7:15 - Salads pre-set
6:30-7:20 - Bride & Groom will go to Pier for photos / family
7:30-10:00 - Reception
7:20 - Coordinators will gather guests and ask them to get seated under the tents
7:20 - Coordinators will pull out the bridal party (except for parents) and get ready for introductions
7:40 - Introductions
Parents acknowledge from their tables
Bridal Party entrance the same as the Ceremony Recessional
Bride & Groom
7:45 - First Dance
7:50-8:00- Welcome Speech by Mother of the Groom
Maid of Honor & Best Man Toast (2 min. each)
8:00- Dinner (buffet)
8:15-8:30 - Bride & Groom - Sunset photos - golden hour - they'll go down on the golf cart
8:35 - Father/Daughter Dance (maybe) and Mother/Son Dance
8:40 - Cake Cutting (don't bring cake and cupcakes out until it's time to cut and serve)
8:50 - Bouquet Toss
9;00 - Bride changing
9:00-9:45 - Dancing
9:30 - Groomsmen and Bridesmaid decorate car
9:45 - Gather guests outside for special exit / Bubble Machine
9:55 - Private Last Dance
10:00 - Bride & Groom go outside for special exit
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher, Your Day Your Way LLC
410-925-1086
Tia is the Coordinator
PHOTOGRAPHER
Nicole Simensky Photography
410-215-5535
Nicole Simensky
Arrival Time
Where:
Booked Time:
6 hours
Is There a First Look
1st Touch
Where Will It Be
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
8:09 pm
Dietary Restrictions
Is There a Second Shooter
No
PHOTOGRAPHER NOTES:
Group Photo after Ceremony
OFFICIANT
Joe's Godfather
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
CEREMONY VENUE
Swan Harbor Farm (Sidewalk)
Time of Ceremony
6:00pm
Venue
Swan Harbor Farm (pathway to water)
Rehearsal Date & Time
Day before wedding
Rehearsal Location
Swan Harbor Farm
Wedding County
Harford Co.
Will You Have Programs
Yes
If Yes, Will They Be Placed on Seats or in a Basket
Basket on hi-top
Do You Have Readers
Scripture reading
If Yes, How Many
1 (Best Man)
Will You Have Aisle Markers
Yes-reserved signs - 1st row each side / Aisle bows
If Yes, Are You Providing or is The Florist
B&G
How Many Rows Are Being Reserved
1st row
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Hand tying
Will There Be An Aisle Runner or Petals
NO
If Yes, Will It Be Placed Ahead of Time
n/A
Who Is Providing
N/AS
What Signage Do You Have for the Ceremony
Unplugged / Welcome Mirror on easel / Neon sign attached to arch - move behind the sweetheart table
What Flowers Do You Have For The Ceremony
Are You Providing an Arch
Bride & Groom will bring arch
If Yes, Who Will Set It Up
Florist is setting up arch and decorating it
Who Will Decorate It
Florist
Do You Have Separate Ceremony Musicians
DJ
What Is The Rain Plan
Under Tent
CEREMONY NOTES:
Basket of program fans
There will bring 1 chair at the Ceremony for Bride's father (move inside to their table at reception
RECEPTION VENUE
Swan Harbor Farm
Venue Location
Tent at Swan Harbor Farm
What Time are Vendors Allowed In
3pm
RECEPTION NOTES:
- Bubble Machine for special exit
- (6) 72'tables
- (1) 36"round
- (4) hi-tops
- (1) 6'' banquet
- (1) 8' banquet
- (60) chairs
COCKTAIL HOUR
Time of Cocktail Hour
6:30-7:30 pm
Location
Brick Patio
Are There Separate Musicians
DJ
What Is The Decor of The Cocktail Hour
Nothing
Is There Signage For The Cocktail Hour
Chalk Sign - Signature Sign
COCKTAIL HOUR NOTES:
Appetizers will be in the Dining Room but the cocktail hour is on the patio
(5) Hi-toips
Games on the lawn / move to the side of tent
Corn Hole, Cup Pong and Citrus Toss
RECEPTION
What Is The Time of The Reception
7:30-10:00 pm
What Signage Do You Have For The Reception
Welcome Sign
Will You Provide a Guest Book
Yes
What Type
Book with pens
Will You Have Place Cards Or a Seating Chart
Seating Chart
Will You Provide the Table Numbers
Yes
Will You Provide a Gift Box For The Gift Table
Yes
Will You Provide Bathroom Baskets
5 small ones
Will You Have a Memorial Table
Yes - long table inside
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Photos
Will There Be Yard Games
Corn Hole, Cup Pong (maybe) (outside of tent)
If So, What Yard Games Need to Be Set Up
What Decor Other Than Flowers Will You Have at The Reception
Floral Centerpieces, LED candles
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)
N/A
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
Sweetheart - move arch behind table (1/2 Moon)
If Yes, What Is The Decor For This Table
Bouquet, votive candles
Will You Provide Your Toasting Glasses
Yes
CATERER
Lib’s Catering
kristinmancuso@libsgrill.com (send TL to her)
Chele (Kristen) / Kristin Mancuso
Arrival Time
Booked Time
6:00-10:00 pm
What Is Your Guest Count
69
How Many Are Kid's Meals
0
Vendor Count
(2 )Coordinators (1) DJ (1) Photographer (2) Videographers = 6 vendors
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
Yes - Bar 51
If Yes, Where Are You Purchasing It From
B&G is purchasing
Will It Be Delivered or Brought By Someone
Have it there by 2 or 2:30
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
Yes
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
Yes
CATERER NOTES:
(7) 72" rounds
(1) 8' Table
(69) chairs / asked for 2 extra for Tia and Sarah
Infused Water
Close tent sides if it rains
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BAKER
Lancaster Cup Cake: Granite Run
(717) 553-5287
Arrival Time
Is It a Tiered Cake or a Small Cake
Small cake - CONTRACT DOES NOT HAVE DESCRIPTION OF CAKE
If It Is a Tiered Cake, How Many Tiers Is It
N/A
Do You Want to Save The Top
Keep it for B&G
If It's a Small Cake, Do You Want to Save The Rest of It
Yes, they'll take it
If Not, Do You Want It Served To The Parent Tables
Are You Having Desserts
We will display cupcakes
If Yes, Are They Coming From The Baker
Yes
What Kind
Do You Have Any Rentals Such as Stands, Trays, Etc.
Stands & trays coming from B&G
Are You Providing Your Own Knife & Cake Server
Yes
Are You Providing a Cake Topper
Yes
If Yes, Will It Be Taken to The Baker
BAKER NOTES:
FLORIST
Linda's Blissful Blooms
Linda Latchford
Arrival Time at Ceremony Site
She's a guest at the wedding
Arrival Time at Venue Site
3pm
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
Yes
Are There Any Other Decorations Besides Flowers
Cocktail Hour Flower Details
- Have DJ make an announcement for the flowers
Reception Flower Details
FLORIST MISC. NOTES
- Need worksheet from her friend
DJ/BAND
District DJ
240-292-9482
Jon Smithfield
Arrival Time
Booked Time
6:00-10:00 pm
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:
Sound Systems / wireless mcs
Dance floor lighting
(1) 6' table
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FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
Parents Seated (acknoweldge from thir tbles0, Bridal Party Stand
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
Acknowledged (see below)
How Do You Want to Be Announced
Are You Changing Clothes
Yes
Is There a Special Exit
Bubble Send Off
Misc Flow/Introductions Notes
Acknowledge parents from their tables (Father of the Bride, Steve; Parents of the Groom, Diane & Joseph
Bridal Party is paired the same as Ceremony
- Madison & Marco
- Rachel & Hamza
- Abby & Anthony
- Alyssa & Laslzo
Bride & Groom
- Emily & Joe
ENTERTAINMENT
No
BRIDAL PREP
N/A
Where Will You Be Getting Ready
Fairfield Inn, 907 Barnett Ln, Aberdeen, MD 21001
Where is The Groom Getting Ready
Fairfield Inn, 907 Barnett Ln, Aberdeen, MD 21001
HAIRSTYLIST INFORMATION
Hairstylist Name
DIY-everybody
Hairstylist's Cell Phone Number
N/A
Arrival Time and End Time
2:00 pm
Number of Girls Getting Their Hair Done
How Many Stylists
DIY
MAKEUP ARTIST INFORMATION
Makeup Artist Name
DIY-everybody
Makeup Artist Cell Phone Number
N/A
Number of Girls Getting Their Makeup Done
N/A
How Many Makeup Artists
N/A
BRIDAL PREP NOTES:
Bride is doing her own hair and makeup
Getting dressed at Swan Harbor Farm
DRESS SHOP
TUX SHOP
INVITATIONS
STD's sent
Invitations by end of Febrary
RSVP 6/15/25
FAVORS
Lemon shape soap on engraved tray
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
Each place setting
FAVOR NOTES:
RENTALS
No
PHOTO BOOTH
Polaroid Cameras
Arrival Time
Booked Time
Are They Providing the Props
Set them up under the tent /Divide between tent & sun room
Have You Chosen Your Template
Are They Providing a Backdrop or Are You Providing
Are You Providing a Scrapbook with Pens
6' table for cameras, film and scrapbook and pens
PHOTO BOOTH NOTES:
VIDEOGRAPHER
Story Tellers Wedding Films (NJ)
(862) 345-8644
Andre Frueh
Arrival Time
Where
Booked Time
Entire wedding (10 hours) (Andre' & 2nd shooter)
Is There a First Look
Yes-First Touch
Where Will It Be
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
8:33 pm
Dietary Restrictions
2 videographers
VIDEOGRAPHER NOTES
TRANSPORTATION
No
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:
Mobile Bar
Bar 51 Mobile Bartending
410.399.1618
Mobile Bar + hors d'oeuvres for cocktail hour
5 hours
*We need to find out if they are supplying the liquor and if so, do they take at the end of the night