EVENT DETAILS
Rachael
Eric
Saturday, November 9, 2024
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NOTES
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DRAFT TIMELINE:
The night before - Drop off items the day before
12:30 - Hair and Makeup need to be done
12:30-12:45 - Bride has refreshments, gets her things together to depart for the venue
12:45 - Bride leaves Homewood Suites Hotel (Columbia) & heads for Irvine Nature Center
1:15- Groom leaves their home and heads for Irvine Nature Center
1:15 to 1:30 - Bride arrives at Irvine Nature Center - Bridal Room
1:30 - Photographers & Videographers arrive at Irvine Nature Center
1:30 - Classrooms are available for getting ready
1:30 - Photographer arrives at Irvine
1:35 - Groom arrives at Irvine Nature Center
2:00 - Bride gets into her gown (photos)
2:30 - Putting on the Ritz arrives / begins set up
2:20 - Groom gets dressed - Groom's Room (photos)
2:30 - Your Day Your Way Coordinators arrive - Stefanie & Renee
3:00 - First Look
3:00-3:45- First look with Bride & Groom & photos on the grounds
3:45-4:15- Bride & Groom with Parents
4:00 - Can get inside the buiding
4:00 - Guests begin to arrive / go down the hill to the Ceremony site
4:15 - Bride & Groom hide inside
4:30-4:40 - Give last minute guests time to walk down the hill
4:40-4:55 - Ceremony (car stays down there)
4:55-5:05 - Guests walk up hill (Bride & Groom provides a car - not a golf cart)
4:50 - Sign Ketubah in bridal suite room
4:55-5:10 - Sunset Photos
5:00-6:00 - Cocktail Hour / Upper Deck and Lawn (Salads pre-set)
5:15 - Bride & Groom join Cocktail Hour
6:00 - Guests are invited to the tent to take their seats
6:10 - Acknowledge parents at their tables
6:15 - Introduction of Bride & Groom
6:20 -First Dance
6:25 Blessings/ maybe Hallah bread (Bride's sister)
6:30-7:30 - Buffet Dinner
7:20 - Toasts toward the end of Dinner (no champagne)
7:30 - Cake Cutting
7:35 - Parent Dances
7:35 - Fire Pit opens / Irvine provides smores
7;40-7:55 - Hora Dance
7:55-9:25 - Dancing/Party Time
8:00 - Fire Pit with Smores opens
9:25 - Last Dance
9:30 - Reception Ends
9:30-11:00 - Vendors clean up / pack cars
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Plan B:
Ceremony under tent; a couple rows of chairs set up on dance floor, guest at their tables
Cocktail Hour - inside i the Exhibit area
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher, Your Day Your Way LLC
410-925-1086
Tia will be lead coordinator
Renee will be Assistant
PHOTOGRAPHER
Sean Reel
Arrival Time
1;30
Where:
Irvine Nature Center
Booked Time:
8 hours
Is There a First Look
Yes
Where Will It Be
Irvine
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
B&G with family later (small family)
Sunset Time
4:58 pm
Dietary Restrictions
Is There a Second Shooter
Yes
PHOTOGRAPHER NOTES:
OFFICIANT
Tiffany Lowe
917-566-5415
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
No contract needed for officiant. She's a friend of ours.
CEREMONY VENUE
Irvine Nature Center (field)
443-738-9237
Time of Ceremony
4:30-5:00 pm
Venue
Irvine Nature Center
Rehearsal Date & Time
N/A
Rehearsal Location
Rehearsal at their house - we're not needed
Wedding County
Baltimore
Will You Have Programs
Suggested an event sign - 1/2 way down to the ceremony and then move to the CH-Timeline
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
Reserved Signs
If Yes, Are You Providing or is The Florist
No
How Many Rows Are Being Reserved
1st Row, each side
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Ring Warming - pass through the guests
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
Event Timing-Maybe
What Flowers Do You Have For The Ceremony
None
Are You Providing an Arch
Already there
If Yes, Who Will Set It Up
Put fabric over the arch; Dad's prayer shawl; drape it between 2 or 3 of the slats so it covers the couple
Who Will Decorate It
We will put a prayer shawl over the arch to make a chuppah - tie it down
Do You Have Separate Ceremony Musicians
DJ
What Is The Rain Plan
Under the tent
CEREMONY NOTES:
Jessica Moran
Time: 4:30-5:00- lower field
- Reserve 1st row - each side
- Groom will stomp on glass / put wood underneath glass
- Ring Warming - rings will be passed to guests
- Ketubah - sign in bridal room ??
- Special exit - bubbles ??
RECEPTION VENUE
Irvine Nature Center (Tent)
Venue Location
What Time are Vendors Allowed In
3 hours before the ceremony
RECEPTION NOTES:
Jessica Moran
Vendors arrival: 1:30-3:30 set up
Cocktail Hour: 5:00-6:00
Reception: 6:00-9:30 pm
Cleanup: 10:00-11:00
- Guest book - what type? If they have our photo booth, the guest book could be with the photo booth
- Gift box for gift table
- There may be polaroids
- Reeeption Accent tables are White with Burgandy
- 2-3 votives per table
- Multiple color napkins per table - Burnt Orange & Ruby
- 2 sturdy chairs for the sweetheart table
- 16 tables / 8 per table
COCKTAIL HOUR
Time of Cocktail Hour
5:00-6:00 pm
Location
Deck
Are There Separate Musicians
DJ
What Is The Decor of The Cocktail Hour
Nothing
Is There Signage For The Cocktail Hour
Move event sign to cocktail hour; Seating Chart
COCKTAIL HOUR NOTES:
Table linens - Hunter Green with white napkins
Deck Bar will remain open all night
RECEPTION
What Is The Time of The Reception
6:00-9:30 pm
What Signage Do You Have For The Reception
small sign for gift box
Will You Provide a Guest Book
Yes,
What Type
it will be photo booth scrap book
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
Yes
Will You Have a Memorial Table
Yes (under the tent)
If Yes, What Type (Photos, Candles, Flowers, Etc.)
She'll send me photos of the arrangement
Will There Be Yard Games
No
If So, What Yard Games Need to Be Set Up
N/A
What Decor Other Than Flowers Will You Have at The Reception
Mix of greenery and votives
Who Will Be the Person(s) To Take Everything At The End of The Night
Her parents of Andy & Jodi Duff
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
No
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
Sweetheart Table
If Yes, What Is The Decor For This Table
Vase of Flower made out of legos
Will You Provide Your Toasting Glasses
Bride & Groom providing
CATERER
Putting on the Ritz
3017254220
Bobby Mitchell
Arrival Time
2:30 pm
Booked Time
What Is Your Guest Count
90
How Many Are Kid's Meals
No
Vendor Count
(2) Coordinators (2) Photographers (1) DJ (1) PB Attendant (2) Irvine = 8 - eat off buffet
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
Bar package through caterer
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
Possibly
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
CATERER NOTES:
Meenah?
- Buffet with passed hors d'oeuvres (Buffet under tent / cocktail hour on patio)
- Sweet heart table will have terracota colored linen with white/ivory napkins
- All other tables will have white/ivory linen with a mix of fall colored napkins
BAKER
Costco??
Arrival Time
Is It a Tiered Cake or a Small Cake
Sheet cake with small cake to cut
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
Save the small cake
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
No, caterer
What Kind
Assortment
Do You Have Any Rentals Such as Stands, Trays, Etc.
No
Are You Providing Your Own Knife & Cake Server
Yes
Are You Providing a Cake Topper
Yes we are providing a cake topper
If Yes, Will It Be Taken to The Baker
No
BAKER NOTES:
- They will cut the cake on the Sweetheart Table
FLORIST
Hidden Botanicals (online)
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
- Looking at Hidden Botanicals
- Considering tree rounds with candles for the tables
- Bouquets for bridal party and parents
DJ/BAND
Felicitas Entertainment (Andrew)
Arrival Time
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
DJ/BAND NOTES:
2:30 Arrival Time
4:00-10:00 pm
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FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
Pre-seated
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
No grandparents.
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
Acknowledge from their tables
How Do You Want to Be Announced
Are You Changing Clothes
No
Is There a Special Exit
No
Misc Flow/Introductions Notes
Only Rachael & Eric will be introduced
Outlets are in the fans - bring a long extension cord
ENTERTAINMENT
N/A
BRIDAL PREP
Rachel Kirk - Makeup
410-241-6195
Where Will You Be Getting Ready
Home or Hotel
Where is The Groom Getting Ready
??
HAIRSTYLIST INFORMATION
Hairstylist Name
Becci
Hairstylist's Cell Phone Number
443-375-2531
Arrival Time and End Time
Number of Girls Getting Their Hair Done
3 - Bride, MOB, SOB
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Rachel Kirk - Faccia Bella
Makeup Artist Cell Phone Number
410-241-6195
Number of Girls Getting Their Makeup Done
3 (Bride, MOB, Sister of Bride)
How Many Makeup Artists
1
BRIDAL PREP NOTES:
- Makeup - 8:00-2:00 pm (Bride, mother & sister for both hair & makeup) maybe Eric's mom
- Bride getting ready at Irvine
- makeup artist will do Bride, MOB, sister, and *possibly* MIL makeup
- Groom getting ready in hotel or at their home in Elkridge or possible at Irvine (will need to split room so we don't see each other)
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DRESS SHOP
Flora & Lane
(312) 625-7335
- dress has been ordered 3/10/24. Delivery date 5-7 months
- final progress pictures of dress arrived 8/16
TUX SHOP
INVITATIONS
Save the Dates - we didn't end up doing them
Send invitations 9/1 - RSVP date 10/29
- Invitations have been ordered and should arrive 8/26. Will send out by 9/1
FAVORS
Cuzzies
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:
- Cuzzies in a basket at the bar
RENTALS
PHOTO BOOTH
Be Sharp Photo Booth
443-990-1630
Jennifer Whitted
Arrival Time
Booked Time
Are They Providing the Props
Yes
Have You Chosen Your Template
Are They Providing a Backdrop or Are You Providing
They are providing
Are You Providing a Scrapbook with Pens
PHOTO BOOTH NOTES:
We will be providing a guest book as well as pens and tape and additional props.
VIDEOGRAPHER
Sean Reel
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
There are 2 vidoegraphers provided by the photographer
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
Lyft or Uber code
TRANSPORTATION NOTES: