EVENT DETAILS
Jacqueline
Joey
Sunday, October 18, 2026
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NOTES
Coordinator: Cassidy Coates
Assistant: Maddy Cook
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Timeline Genius Started
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Draft Timeline
?? Hair & Makeup at Gramercy Mansion (Bride & 4 BM \)
12:30 - Hair & Makep need to be finshed
12:45 - Bride & Bridesmaids arrive at The Cloisters
1:00 - Set up /Drop off items (3 hours) UNLOADED AT THE REHEARSAL
1:00- Her mom will drop off liquor
1:00 - Chuppah delivery
1:00 - Photographer arrives (8 hours)
1:00 - Bridal Suite & Groom's Room - getting dressed at Cloisters
1:00 - Bride gets into her dress
1:15 - Groom and Groomsmen arrive to get dressed
1:30 - First look with Dad
1:40-2:00 - Photos with Bridesmaids with bride
1:40-2:00 - Photos with Groom and Groomsmen
2:00 - First Look
2:15 - B&G Bridal Party
2:30- B&G with family
3:00 - Photos end
3:30 - Guests will start arriving
4:00 - Ceremony
4:30-4:45 - B&G photos with extended family at ceremony site ?????
4:30-5:30 - Cocktail Hour - Library Inside / Live Illustrator opens
4:45 - Bride's gown gets bustled; joins cocktail hour
4:45-5:00 - Quiet Time for bride & groom
5:30-9:00 - Reception
5:40 - Introduction of Bridal Party into the room with the stage
5:50 - First Dance
5:55 - Welcome Speech - Bride & Groom
6:00 - Toast by MOH & BM (6 speeches @ 3 min each)
6:15 - B&G go for Sunset photos
6:10-7:10 - Dinner (Start without bride & groom in the room)
6:10 -6:25- Sunset Photos
6:25-7:00 - B&G Easts
6:30 - Chuppah disassembled and picked up
7:00- Cake Cutting
7:05 - Parent Dances
7:10-7:30 - Hora Dance
7:30- Dancing
8:45 - Invite guests out front / bubbles - MIGHT NOT DO THAT PART!!
8:55 - B&G Private Dance
9:00 - B&G go through the grand exit
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We talked about gathering the guests to the dance room for 1st dance, welcome speech & toasts
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VENDOR LIST
PHOTOGRAPHER
Farfalla Photography
Melissa Gaglio
Arrival Time
1:00 pm
Where:
Cloisters Castle
Booked Time:
8 hours
Is There a First Look
Yes
Where Will It Be
Cloisters Castle
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
2:00 - First Look 2:15 - B&G Bridal Party 2:30- B&G with family
Sunset Time
6:10 pm
Dietary Restrictions
Is There a Second Shooter
Yes
PHOTOGRAPHER NOTES:
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OFFICIANT
Friend (Bridesmaid)
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
She will enter first befor the procession
CEREMONY VENUE
The Cloisters Castle Gardens
Time of Ceremony
4:00 pm
Venue
Cloisters Castle Patio Gardens
Rehearsal Date & Time
Cassidy can't do rehearsal on the 17th *she's at a friend's wedding* if on the 17th, reach out to Tia
Rehearsal Location
Cloisters
Wedding County
Baltimore
Will You Have Programs
No
If Yes, Will They Be Placed on Seats or in a Basket
N/A
Do You Have Readers
N/A
If Yes, How Many
N/A
Will You Have Aisle Markers
Maybe, petals line the aisle (freeze dried) we will put down the aisles / move camera to center
If Yes, Are You Providing or is The Florist
No
How Many Rows Are Being Reserved
8 chairs on left side / 4 chairs on the right side ALL PARENTS ON LEFT We need 7 chairs for bride & 8 chairs for groom
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Unity Candle
Will There Be An Aisle Runner or Petals
Yes down the sides
If Yes, Will It Be Placed Ahead of Time
Yes
Who Is Providing
What Signage Do You Have for the Ceremony
Unplugged Sign with basket of blankets near sign
What Flowers Do You Have For The Ceremony
Are You Providing an Arch
Yes
If Yes, Who Will Set It Up
DMV Wedding Arch rental - arrives @ 1 pm / picks up at 6:30 (entered into TG)
Who Will Decorate It
DMV will put flowers on the chuppah
Do You Have Separate Ceremony Musicians
DJ
What Is The Rain Plan
Inside on the stage or in he back
CEREMONY NOTES:
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- Stomping the glass
- Phillipino tradition
- Someone will set up a tripod in the back of the ceremony
- Unplugged Sign
RECEPTION VENUE
The Cloisters Castle Inside
Venue Location
Inside
What Time are Vendors Allowed In
1:00 (3 hours to set up)
RECEPTION NOTES:
- (live) Candles & votives in fireplace
- Lanterns with candles & greenery for tables (Long & Round) with tealights in voties
- Lanterns with candles for window sills or tea lights
- Greenery on top of mantles
- Envelope/Stationery & Pen at each seat with basket for them to dropo
- Letters & Pens on tables - Coordinator went around to tables to collect the letters in a basket -put up against buntinis - DJ make a couple announcements
Could have some guests on the patio
COCKTAIL HOUR
Time of Cocktail Hour
4:30-5:30 pm
Location
Library / Living Room
Are There Separate Musicians
DJ
What Is The Decor of The Cocktail Hour
N/A
Is There Signage For The Cocktail Hour
No
COCKTAIL HOUR NOTES:
RECEPTION
What Is The Time of The Reception
5:30-9:00 pm (might extend it by an hour)
What Signage Do You Have For The Reception
Welcome Sign, Schedule of Events Sign,
Will You Provide a Guest Book
Yes
What Type
Audio Guest Book with sign & photos of B&G on welcome table - DJ make announcements
Will You Have Place Cards Or a Seating Chart
Yes / welcome table
Will You Provide the Table Numbers
Yes
Will You Provide a Gift Box For The Gift Table
Card Box for welcome table
Will You Provide Bathroom Baskets
Yes / 2 downstairs / 1 upstairs
Will You Have a Memorial Table
Yes
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Welcome Table - Photos / on opposite side of audio guest book phone
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
Lanterns with candle with2 taper enclosed candle with garland around them / Decorate mantles/ Candles in fireplaces
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
Sweetheart table & bridal party tables by the door to patio / tables on the stage
If Yes, What Is The Decor For This Table
Will You Provide Your Toasting Glasses
Using caterer's
CATERER
Rouge Catering
410-527-0007
Anne Greene
Arrival Time
Booked Time
4:00-9:00 pm
What Is Your Guest Count
143 (contract starts with 100 guests) realistic 120-125
How Many Are Kid's Meals
4 under 12 & 2 above 12
Vendor Count
(2) Coordinators (2) Photographers (1) DJ = 5
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
Client is providing
If Yes, Where Are You Purchasing It From
Will It Be Delivered or Brought By Someone
Bride's parents
What Time Will It Be Delivered
1:00 pm
Will They Pick Up Unopened Bottles
N/A
If No, Who Is Taking The Liquor at The End of The Night
Bride's parents
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:
Tables on stage
DJ in the dance room
BAKER
N/A
Arrival Time
Is It a Tiered Cake or a Small Cake
Small (Whole Foods) - her parents will bring it
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
Yes
If Not, Do You Want It Served To The Parent Tables
N/A
Are You Having Desserts
Ice Cream Bar by Rouge / Coffee & Tea
If Yes, Are They Coming From The Baker
From Rouge
What Kind
Ice cream
Do You Have Any Rentals Such as Stands, Trays, Etc.
N/A
Are You Providing Your Own Knife & Cake Server
Using Caterer's
Are You Providing a Cake Topper
No
If Yes, Will It Be Taken to The Baker
BAKER NOTES:
FLORIST
No / Sola Wooden Flowers
Sola Wood
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
NO
Are Your Personal Flowers (Bouquet, Etc.) Being Provided by Florist
Sola Wood
Are There Any Other Decorations Besides Flowers
Cocktail Hour Flower Details
Lanterns with candles & greenery for tables, window sills & mantles (just greenery)
Reception Flower Details
Woodsy vibe/lanterns/small flowers & greenery
FLORIST MISC. NOTES
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DJ/BAND
DJ Jason Walsh - Baydeejays
Jason L Walsh
Arrival Time
Booked Time
4:00-10:00 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:
Hora Dance
FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
Parents are not being introduced
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
1 - Preseated for ceremony / no acknowledgement
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
No
How Do You Want to Be Announced
Are You Changing Clothes
No
Is There a Special Exit
No
Misc Flow/Introductions Notes
ENTERTAINMENT
SV Fine Art Wedding Painting. Silvia Valladares
Place in the round chapel area - open at Cocktail HOur
Arrives one hour before the guests - painting of B&G
Leaves when painting is done
Brings a rug / easel
BRIDAL PREP
Where Will You Be Getting Ready
The Gramercy for hair and makeup / getting dressed at Cloisters
Where is The Groom Getting Ready
??
HAIRSTYLIST INFORMATION
Hairstylist Name
Down the Aisle in Style - Candace Parrish
Hairstylist's Cell Phone Number
(410) 522-2838 / cparrish25@yahoo.com
Arrival Time and End Time
Number of Girls Getting Their Hair Done
1 Bride, 4 BMs, 1 FG,
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Down the Aisle in Style
Makeup Artist Cell Phone Number
Same
Number of Girls Getting Their Makeup Done
1 Bride, 4 BMs
How Many Makeup Artists
BRIDAL PREP NOTES:
- Hair and Makeup done offsite
- She will get dressed at The Cloisters
DRESS SHOP
TUX SHOP
INVITATIONS
RSVP - 7/18
FAVORS
Mini Bundt cakes & Pens for (letters)
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 at each seat
FAVOR NOTES:
RENTALS
DMV Wedding Arch
Delivery and assembly at 1:00 pm / Pick up and disassemble at 6:30 pm
PHOTO BOOTH
No - Camcorder (bridal party will have)
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:
VIDEOGRAPHER
No
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
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: