EVENT DETAILS
Rachel
Matt
Sunday, September 1, 2024
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NOTES
Below is the draft Timeline we discussed. This will be helpful as you continue your planning:
6:45 - NVS arrives
7:00 - Hair & Makeup starts - 1 stylist & 1 artist
11:15-12:15-Bride's Makeup
12:15-1:15 - Bride's HAIR
?? - Matt dressed at home (house - Middle River)
1:15 - Bride gets dressed
2:15 - Bride leaves hotel and heads9 for Swan Harbor
2:15 Dog handler arrives at venue - Nicole, Dogs of Charm City
She'll leave when they're finished with photos
2:30 - Bride arrives at Swan Harbor (hides)
2:45 - Groom arrives at Swan Harbor (photographer gets him in place for 1st look) - bringing dog (Cuko)
3:00-3:20 - 1st Look with Bride & Groom
3:20-3:40 - Bride & Groom with Bridal Party
3:40-4:15 - Bride & Groom with Family (you can parse this out further by side of family)
(Example:Â 3:40-3:55 - Groom's family, 3:55-4:15 - Bride's Family)
4:15 - Bride, Groom, and Bridal party back in the house to hide from guests
4:30 - Guests arrive at Swan Harbor
5:00-5:30 - Ceremony
5:30-6:30 - Cocktail Hour on patio
5:30-5:45 - Couples Photos; everyone else joins the cocktail hour
5:45-6:25 - Bride & Groom join cocktail hour
6:25 - Coordinator takes bridal party inside to bustle gown and to line up for Introductions
6:30- Guest are seated inside the tent
6:30-9:30 - Reception
6:40 - Introductions, Bridal Party & Bride & Groom (no parents)
6:45 - First Dance
6:50 - Welcome Speech (bride & groom or parent)
6:55-7:55 Plated Dinner
7:45 - Toast toward the end of dinner by Maid of Honor & Best Man
7:50 - Cake Cutting
7:55 - Parent Dance
8:00-9:25 - Dancing
9:25 - Last Dance
9:30 - Wedding Ends / Guests go back on bus
9:30-10:30 - Vendor Cleanup / Pack up personal items
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher
410-925-1086
Charlene will work with you on the pre-planning details
Tia Sturgis will be your onsite Coordinator
PHOTOGRAPHER
Peach May Photography
443-223-6635
Katie Fanelli
Arrival Time
2:30 - could they take photo outside at Swan Habor
Where:
Swan Harbor Farm
Booked Time:
8 hours
Is There a First Look
Yes - 2:30 - All photos done ahead of time
Where Will It Be
Swan Harbor Farm
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
Yes
PHOTOGRAPHER NOTES:
- Katie Fanelli
- 2:00-3:30 B&G, B&G & BP, B&G & Parents, B&G & Extended Family
- Her parents don't get along with some of the extended family
- Schedule 1st look photos separate
OFFICIANT
Kate Waldeisen (friend)
814-404-7270
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
CEREMONY VENUE
Swan Harbor Farm (by Oak tree)
Time of Ceremony
5:00pm
Venue
Swan Harbor Farm
Rehearsal Date & Time
8/31 @ 4;30 pm
Rehearsal Location
Bowleys by the Bay
Wedding County
Harford County
Will You Have Programs
No
If Yes, Will They Be Placed on Seats or in a Basket
N/A
Do You Have Readers
??
If Yes, How Many
Will You Have Aisle Markers
Clusters for the rows/ reserved signs for the front tows
If Yes, Are You Providing or is The Florist
Florist
How Many Rows Are Being Reserved
1 on 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
N/A
What Flowers Do You Have For The Ceremony
Shepherd hooks with lanterns provided by florist
Are You Providing an Arch
Dad is building an arch ; he'll bring all the items and put under the tent
If Yes, Who Will Set It Up
Dad
Who Will Decorate It
Florist
Do You Have Separate Ceremony Musicians
No - DJ
What Is The Rain Plan
Using the tent for the ceremony
CEREMONY NOTES:
- 5:00-5:30 pm
RECEPTION VENUE
Swan Harbor Farms (Tent)
Venue Location
Swan Harbor Farm
What Time are Vendors Allowed In
12:30 pm
RECEPTION NOTES:
- Cocktail Hour 5:30-6:30 on Patio
- Reception 6:30-10:30 pm (Tent)
COCKTAIL HOUR
Time of Cocktail Hour
5:30-6;30 pm
Location
Patio
Are There Separate Musicians
No
What Is The Decor of The Cocktail Hour
bud vases
Is There Signage For The Cocktail Hour
No
COCKTAIL HOUR NOTES:
Magician - William Gross - no contract
She'll get me a day of cell phone & email
RECEPTION
What Is The Time of The Reception
6:30-9:30 pm
What Signage Do You Have For The Reception
Welcome Sign
Will You Provide a Guest Book
Yes
What Type
Polaroids - Sun Porch
Will You Have Place Cards Or a Seating Chart
Place Cards - under the tent
Will You Provide the Table Numbers
Escort cards showing meal selection
Will You Provide a Gift Box For The Gift Table
Yes; 2 Baskets (Sun Porch)
Will You Provide Bathroom Baskets
Yes
Will You Have a Memorial Table
Yes (Sun Porch)
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Photos- they'll send photos of set up
Will There Be Yard Games
Yes
If So, What Yard Games Need to Be Set Up
Ladder Ball, Bocci Ball, Corn Hole
What Decor Other Than Flowers Will You Have at The Reception
2 votives per table
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
Yes - sweetheart for us
If Yes, What Is The Decor For This Table
Florist will repurpose arch flower & bride's bouquet
Will You Provide Your Toasting Glasses
No - using caterer's
CATERER
Rouge Fine Catering
410-527-0007
Julia Milligan (manager)
Arrival Time
Booked Time
4:00-9:00 pm TIME END IS 9:30 ??
What Is Your Guest Count
120
How Many Are Kid's Meals
2 (7 & 4)
Vendor Count
(2) coordinators; (1) DJ (1) photographer
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
No
If Yes, What Are The Names of The Drinks
N/A
Will You Have Signs Showing Names and Ingredients
N/A
CATERER NOTES:
- Plated Meal
BAKER
Patisseries Poupon
Friend is pick up - Martia
Arrival Time
Is It a Tiered Cake or a Small Cake
Tiered
If It Is a Tiered Cake, How Many Tiers Is It
2 tiers
Do You Want to Save The Top
Save the rest cake for the Bride & Groom
If It's a Small Cake, Do You Want to Save The Rest of It
Serve cake to bride, groom, bridal party and parents
If Not, Do You Want It Served To The Parent Tables
Yes
Are You Having Desserts
Yes
If Yes, Are They Coming From The Baker
Rouge is providing
What Kind
Assorted
Do You Have Any Rentals Such as Stands, Trays, Etc.
caterer
Are You Providing Your Own Knife & Cake Server
Yes
Are You Providing a Cake Topper
Flowers will be on the top of the cake from the baker
If Yes, Will It Be Taken to The Baker
N/A
BAKER NOTES:
Rouge is providing desserts
FLORIST
Richardson's
Jane
Arrival Time at Ceremony Site
2:30 pm
Arrival Time at Venue Site
Same
Are They Coming Back at The End of The Wedding
they are staying until after the reception
Are There Rentals to Return to The Florist
Lanterns and shepherd's hooks
Are You Giving Your Centerpieces Away to Guests
No
Are Your Personal Flowers (Bouquet, Etc.) Being Provided by Florist
Yes
Are There Any Other Decorations Besides Flowers
2 votive pertable
Cocktail Hour Flower Details
Bud vases for cocktail tables
Reception Flower Details
Lanterns being repurposed from the ceremony site
FLORIST MISC. NOTES
DJ/BAND
Mix Masters
Chris Podles
Arrival Time
2:30 pm
Booked Time
Is Your DJ or Band Also Your Emcee
Yes
If You Are Having a Band, How Many Players are There Including the Sound Engineer
No
DJ/BAND NOTES:
They're talking to Chris, Mix Masters, Balto. Premier Event Solutions, Jason Burns
Â
Introductions - Bridal Party - no parents
Acknowledge them??
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
N/A
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
No - Bride & Groom will mention them in their welcome speech
How Do You Want to Be Announced
N/A
Are You Changing Clothes
No
Is There a Special Exit
No
Misc Flow/Introductions Notes
Alex & Britt
Desiree & Scott
Taylore & Eric
Melanie & Justine
Rachel & Matt
Â
BRIDAL PREP
NVS
Where Will You Be Getting Ready
Holiday Express Inn Bridal Suite ,, Aberdeen
Where is The Groom Getting Ready
Holiday Inn Express
HAIRSTYLIST INFORMATION
Hairstylist Name
NVS
Hairstylist's Cell Phone Number
Arrival Time and End Time
Number of Girls Getting Their Hair Done
9-10 (incudes bride)
How Many Stylists
1
MAKEUP ARTIST INFORMATION
Makeup Artist Name
NVS
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
9-10 (incudes bride)
How Many Makeup Artists
1
BRIDAL PREP NOTES:
She's checking but they're all expensive. Gave her NVS which was less expensive than the quotes she's recd.
Arriving at 6:45; starting at 7:00 am
DRESS SHOP
TUX SHOP
INVITATIONS
- Sent STD's
- Invitations are sent
- RSVP date is 8/1
FAVORS
Md Goodie Bags
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
Yes
FAVOR NOTES:
Â
RENTALS
Richardson's Florist
Lanterns and shepherd hooks
PHOTO BOOTH
No, Polaroid Cameras
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:
Sun Porch
VIDEOGRAPHER
None
Arrival Time
Where
getting into her gown at the hotel
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
TRANSPORTATION
American Limo
How Many Shuttles
Booked Time for Each
How Many Locations for Pick Up
Names of the Hotels that They Are Staying At
Don't have contract
Distance and Time Between Each Stop
Shuttles from hotel to venue
TRANSPORTATION NOTES:
Holiday Inn Express
Hampton Inn