EVENT DETAILS
Michaela
Stefan
Saturday, April 26, 2025
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NOTES
Lead Coordinator: Tia Sturgis 443-366-3774
Assistant: Hannah Ryan
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Draft Timeline:
8:40 - Brittani, Makeup Artist arrives
9:45 - Jess & Candace, NVS (Makeup 2 & Hair) arrive
10:00 - Bridal Party arrives for getting ready - Hotel Indigo
10:30 - Groom & Groomsmen arrive for getting ready - Air bnb - 907 Eastern Ave., Balto.
11:30 - Lunch arrives to Bridal Suite
11:30 - Lunch served for Bridal Party & Groomsmen
12:00 - Stefan gets dressed
12;30 - Hair and Makeup needs to be finished
1:00 - Coordinators arrive, Tia & Hannah
1:00 - Caterers arrive at Peabody Library
1:00 - Michaela gets dressed / Photos
1:30 - Photographers arrive (1) to Hotel Indigo (Lacey) (1) to Air bnb (Amy)
1:30 - Videographer arrives - Ken Kingsborough
2:15 - Bride & photographer depart for Peabody Library
2:20 - Groom & Photographer leave Air bnb
2:20 - Photographer gets Stefan into place for the First look at the Stairway, then gets bride
2:30 - Scentsational Florals arrives, Rachael
2:30 - First Look at Staircase inside Peabody Library
3:00 - Bridal Party hair and makeup done
3:15 - Bride & Groom leave staircase for Group Photos
3:15 - Bridal party leaves Hotel Indigo and the Air bnb for group photos
3:30 - DJ Mark arrives, Everything Entertainment, 240-351-5434
3:30-4:20 - Family Photos in the grassy strip area outside Peabody Library
3:30 - DJ arrives (confirmed)
4:15 - Bridal Party hides from guests / photo inside reception room
4:20 - Wedding Party & Family depart for Ceremony
4:30 - Guests arrive at Peabody Library
5:00-5:30 - Ceremony (String Quartet)
5:30-6:30 - Cocktail Hour (String Quartet)
6:15- Bride & Groom only - photos in reception room
6:30 - Invite guests into the reception room
6:30-10:00 - Reception (DJ)
6:30 - Coordinator gathers bride & groom for introductions
6:40 - Introductions - Bride & Groom only
6:45 - First Dance
6:50 - Welcome Speech by Groom Stefan
7:00-8:00 - Dinner (Buffet)
7:25 - 8:00 - Sunset / Golden Hour (Bride & Groom Only)
8:00-10:00 - Dancing begins
8:25-9:45 - Dancing
10:00 - Wedding is over
10:00-11:00 - Vendor Clean up ./ pack up
10:30 - After Party at Mick O'Shea's Irish Pub, 327 N. Charles St.
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Hotel: Hotel Indigo Baltimore, 443-961-3402
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VENDOR LIST
WEDDING PLANNER
Your Day Your Way LLC, Charlene Gallahgher
410-925-1086
She is starting with Day of Coordination; may upgrade to Month of Coordination in February 2025 - we'll see where we are at that point.
PHOTOGRAPHER
K&A Photo & Video
kandaphotoandvideo.com
443-813-8266
Ken Kingsborough & Ashley
Arrival Time
1:30 pm
Where:
(1) Stefan's Air bnb (1) to Bridal Suite
Booked Time:
8 hours
Is There a First Look
Yes
Where Will It Be
2:30 pm - Peabody Staircase
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
2:30 pm Bride & Groom on Staircase / 3:30 Family photos outside on grassy area
Sunset Time
7:55 pm
Dietary Restrictions
Is There a Second Shooter
Yes
PHOTOGRAPHER NOTES:
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OFFICIANT
Georgia Ave Baptist Curch
301-529-0310
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
Her Grandma's pastor
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CEREMONY VENUE
Peabody Library (main room)
Time of Ceremony
5:00-5:30 pm
Venue
P:eabody
Rehearsal Date & Time
4/25 @ 4:00 pm
Rehearsal Location
Dinner-Chiapparelli's
Wedding County
Baltimore City
Will You Have Programs
No
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
How Many Rows Are Being Reserved
3 rows 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
No
What Flowers Do You Have For The Ceremony
Broken arch
Are You Providing an Arch
Florist - 2 flower arrangements
If Yes, Who Will Set It Up
Florist
Who Will Decorate It
Florist
Do You Have Separate Ceremony Musicians
String Trio - Peabody Institute Keller Remington (email confirmation)
What Is The Rain Plan
N/A
CEREMONY NOTES:
Ling's moments for small floral arrrangements
Leave a seat for the groom's grandfather (3rd chair in)
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RECEPTION VENUE
Peabody Library, Haley
410-236-1294
Venue Location
Peabody Library
What Time are Vendors Allowed In
RECEPTION NOTES:
Set up time: 1:00 pm for 5:30 event
Colors: Peachy, Pinks, Oranges, Blues
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COCKTAIL HOUR
Time of Cocktail Hour
5:30-6;30 pm
Location
George Peabody Library - Outer Lobby area
Are There Separate Musicians
String Trio - Keller Remington
What Is The Decor of The Cocktail Hour
Wooden Seating Chart on stand that goes on a table
Is There Signage For The Cocktail Hour
Seating Chart
COCKTAIL HOUR NOTES:
RECEPTION
What Is The Time of The Reception
6:30-10:00 pm (10:00-11:00 clean up)
What Signage Do You Have For The Reception
Welcome Sign
Will You Provide a Guest Book
Yes
What Type
Polaroid Camera with scrap book
Will You Have Place Cards Or a Seating Chart
Might have a menu to sit at each place setting / name
Will You Provide the Table Numbers
Yes
Will You Provide a Gift Box For The Gift Table
Yes
Will You Provide Bathroom Baskets
Probably
Will You Have a Memorial Table
May have - 2 photos
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Will There Be Yard Games
If So, What Yard Games Need to Be Set Up
N/A
What Decor Other Than Flowers Will You Have at The Reception
Bud vases; repurpose bridesmaids bouquets for 4 tables / Aisle Markers
Who Will Be the Person(s) To Take Everything At The End of The Night
Bride's parents
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
No
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
King Arthur Style - Long rectangle - wraps around - stops in front of bride & groom - BP will be on each side
If Yes, What Is The Decor For This Table
Florist
Will You Provide Your Toasting Glasses
No - use the caterer's
CATERER
Zeffert & Gold
410-944-4481
Adelaine Kachur
Arrival Time
Booked Time
What Is Your Guest Count
107
How Many Are Kid's Meals
No
Vendor Count
(2) Photographers (1) Videographer 1 DJ, 2 Coordinators = 6 vendors
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
Whiskey Sour /Passion Fruit Martini
Will You Have Signs Showing Names and Ingredients
Yes
CATERER NOTES:
Buffet
The apps table will become the cake and dessert table
BAKER
Blooming Bouq Cakes & Boxes
571-213-9787
Arrival Time
1:00 pm - Thurayne & Eve Lwin (Family of Bride)
Is It a Tiered Cake or a Small Cake
Small-heart shaped
If It Is a Tiered Cake, How Many Tiers Is It
No
Do You Want to Save The Top
Save it
If It's a Small Cake, Do You Want to Save The Rest of It
Yes
If Not, Do You Want It Served To The Parent Tables
N/.A
Are You Having Desserts
Yes, Cupcakes; cookies / brownies
If Yes, Are They Coming From The Baker
??
What Kind
Do You Have Any Rentals Such as Stands, Trays, Etc.
talked to her about stands and trays
Are You Providing Your Own Knife & Cake Server
No - caterer
Are You Providing a Cake Topper
Yes
If Yes, Will It Be Taken to The Baker
N/A
BAKER NOTES:
Cupcakes will be the centerpieces
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FLORIST
Scentsational Florals
443-286-6832
Rachael Kniesly
Arrival Time at Ceremony Site
2:30 pm
Arrival Time at Venue Site
N/A
Are They Coming Back at The End of The Wedding
Yes - 10:00 pm
Are There Rentals to Return to The Florist
Are You Giving Your Centerpieces Away to Guests
Yes
Are Your Personal Flowers (Bouquet, Etc.) Being Provided by Florist
Are There Any Other Decorations Besides Flowers
Cocktail Hour Flower Details
Reception Flower Details
Cupcakes are the Centerpieces
FLORIST MISC. NOTES
Bud vases; repurpose 4 of the bridesmaids bouquets to 4 tables
DJ/BAND
Everything Entertainment
240-351-5434
Mark Burch
Arrival Time
2:30 pm
Booked Time
5:00-10:00 pm
Is Your DJ or Band Also Your Emcee
Yes providing sound and mics for the ceremony
If You Are Having a Band, How Many Players are There Including the Sound Engineer
DJ/BAND NOTES:
DJ is not doing the ceremony or cocktail hour but he'll provide mics
Introductions- bride & groom only
1st Dance
Welcome Speech
Blessing over Food
Buffet
Toasts toward the end of dinner
Cake cutting
Parent Dances
Dancing
Prepared for Special Exit
Private Last Dance
Exit
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*Quartet is playing for the Cocktail Hour
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
No
Is There a Special Exit
Yes - sparklers
Misc Flow/Introductions Notes
She likes the flow I mentioned
ENTERTAINMENT
BRIDAL PREP
Where Will You Be Getting Ready
Hotel Indigo
Where is The Groom Getting Ready
Hotel Indigo
HAIRSTYLIST INFORMATION
Hairstylist Name
NVS Bridal - Candice
Hairstylist's Cell Phone Number
443-299-9806 (Iga)
Arrival Time and End Time
9:45 am
Number of Girls Getting Their Hair Done
How Many Stylists
1
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Beautifulli Flawed Bridal, Brittani Hodges / NVS (Jess) 443-299-9806 (Iga) 9:45 am
Makeup Artist Cell Phone Number
248-275-9639
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
(2)
BRIDAL PREP NOTES:
Arrival Time: 8:40 am
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DRESS SHOP
TUX SHOP
INVITATIONS
Sending in November
- Send Save the Dates 1 year prior to your wedding date
- Send invitations to local guests 8 weeks before the date the caterer needs your final guest count. Out of town guests, send 10 week before. Out of the Country, send 12 weeks before.
- RSVP date 2/14
FAVORS
No
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
DIY - Polaroids
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:
She'll have either disposable cameras for the tables or polaroids
VIDEOGRAPHER
K&A Photo and Video
443-813-8266
Arrival Time
Where
Booked Time
8 hours
Is There a First Look
Yes
Where Will It Be
Hotel Indigo or outside
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
Sunset Time
7:55 pm
Dietary Restrictions
VIDEOGRAPHER NOTES
Ken Kingsborough & Ashley
1 Videographer
8 hours
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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?
TRANSPORTATION
No / Uber Codes
How Many Shuttles
Booked Time for Each
How Many Locations for Pick Up
Names of the Hotels that They Are Staying At
She's not considering transportation, but might provide Ubers. 64% of guests are from out of town.
Distance and Time Between Each Stop
TRANSPORTATION NOTES:
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Event Dynamics
Event Dynamics, Bobby Dill
410-382-7761
Bistro Lighting & Draping
Arrival Time 1:00 pm
Keller Remington Trio
Keller Remington
702-748-3457
Arrival Time: 4:00 pm