EVENT DETAILS
Jane
Kyle
Saturday, May 4, 2024
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NOTES
https://www.zola.com/wedding/janeandkyledowntheaisle
password: JKwedding
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GATE CODE BEFORE 3:00 IS 0504#
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Timeline:
9:00 - Items can be dropped off at the venue anytime after 9 am
9:00-1:30 pm Hair & Makeup at Air B&B
1:00 - Photographer arrives - one at the Air B&B and the other at The Graduate with Kyle
1:00 - Coordinators arrive at venue
1;15 - Kyle and his guys get dressed and take photos at The Graduate/Rams Head
1:15 - Girls get dressed and get their personal items out of the airbnb and back to their rooms
1:45 - Girls and Bride head over to the venue
2:00 - Car arrives at Venue with Bride & Girls
2:05 - Bride gets dressed at venue
2:15 - 2:45 - Bride and Bridesmaids take photos at venue
2:45 - Kyle and his guys meet in the lobby to catch the Uber
3:00 - Kyle and his guys arrive at Venue
3:20-3:25 - Photographer gets groom in position
3:25 - Photographer gets bride
3:30-3:45 - 1st look with Bride & Groom
3:45-4:00-Bride, Groom and Bridal Party
4:00-4:30 - Bride, Groom and Parents
4:30-Bridal party goes back inside to bridal room
4:30 - Guests begin to arrive
4:50- Move guests down to ceremony site
5:00-5:30 - Ceremony
5:30-6:30 - Cocktail Hour
5:30-6:00 - Photos of Bride & Groom alone and photos with extended families
6:10 - Bride gets her gown bustled, Bride & Groom will join the cocktail hour
6:25 pm - Guests are invited to go up to the Deck for Dinner
6:35 - Introductions of Parents and Bride & Groom (not the bridal party)
6:40 - 1st Dance (Deck for Dinner)
6:45 - Welcome Speech by the Father of the Bride
7:00-8:00 - Buffet Dinner
7:25 - Toasts by MOH & BM
7:45 - Photographer takes Bride & Groom out for Sunset photos (Bride & Groom back inside by 8:10)
800 - DJ invites guests into the Dance room for the Parent Dances
8:10 - Bride & Groom back from sunset photos
8:15 - Parent Dances
8:15 - Desserts and Coffee available
8:15-9:55 - Party Time
9:00 - Photographer departs
9:30 - Last call for drinks
9:50 - Last Dance/Encore Song
9:55 -DJ makes announcement for guests to go out from (off the foyer) for a special exit
9:55 - Coordinators will hand out ribbon wands
10:00 - Bride & Groom depart for the special exit
10:00 Wedding ends
10:00-11:00 - Clean up / Pack up
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*Vendors park in the garage
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VENDOR LIST
WEDDING PLANNER
Your Day Your Way LLC, Charlene Gallagher
410-925-1086
Venue staff will be onsite in the lobby if you need them.
PHOTOGRAPHER
Destiny Lee Photography
352-283-0357
Destiny Lee
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
Is There a Second Shooter
PHOTOGRAPHER NOTES:
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OFFICIANT
Devin Lilly
202-390-4949
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
· OFFICIANT’S NAME: Devin Lilly
· ARRIVAL TIME: 4:30
CEREMONY VENUE
Chesapeake Bay Foundation (Beach)
1-888-728-3229
Time of Ceremony
Venue
Rehearsal Date & Time
Rehearsal Location
Wedding County
Will You Have Programs
If Yes, Will They Be Placed on Seats or in a Basket
Do You Have Readers
If Yes, How Many
Will You Have Aisle Markers
If Yes, Are You Providing or is The Florist
How Many Rows Are Being Reserved
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Will There Be An Aisle Runner or Petals
If Yes, Will It Be Placed Ahead of Time
Who Is Providing
What Signage Do You Have for the Ceremony
What Flowers Do You Have For The Ceremony
Are You Providing an Arch
If Yes, Who Will Set It Up
Who Will Decorate It
Do You Have Separate Ceremony Musicians
What Is The Rain Plan
CEREMONY NOTES:
- They are facing the trees
- Ceremony chairs are in a semi circle
- Reservered Signs - 1st row each side
- There might be a blanket for a Native American tradition
- Unplugged sign/mirror (lean up against box)
- Need a mic for the acoustic guitar payer *he might not show up - DJ is his backup
- No arch for ceremony
- Pallets (see photo) feel free to add lanterns from venue's closet
- Potted plants to put on each side of them and to make ground cover in front of bridal party - repurpose in front of sweetheart table on floor
Plan B - move arch behind the sweetheart table
Stefanie will make decision with bride & groom to move inside by 2 pm if inclement weather
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RECEPTION VENUE
Chesapeake Bay Foundation (Inside or on Covered Deck)
Venue Location
What Time are Vendors Allowed In
RECEPTION NOTES:
Shannon Wright
Welcome Drink
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Dinner Inside
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Dancing Inside
Set up:
- 1st Floor Deck - 3:00-5:00
- Event - 5:00-10:00 pm
- Clean up - 10:00-11:00 pm
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· WHAT IS THE STARTING AND ENDING TIME: 5:30pm - 10:00pm
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- Cocktail hour on the lawn - bud vases (5
· WHAT SIGNAGE DO YOU HAVE FOR THE RECEPTION? Welcome Sign on foyer table
WELCOME TABLE IN FOYER: Memorial photos, Guest Book (maybe), Welcome sign, gift box on each side; Guest book might be a photo book that the DJ provides with the photo booth
· WILL YOU PROVIDE A GUEST BOOK? Yes (see notes above)
· WILL YOU HAVE PLACE CARDS OR A SEATING CHART? Seating chart on a vintage french door - prop up against ramp at cocktail hour
· WILL YOU PROVIDE THE TABLE NUMBERS? Yes
· WILL YOU PROVIDE A GIFT BOX FOR THE GIFT TABLE? Yes (welcome table in foyer)
· WILL YOU PROVIDE BATHROOM BASKETS? Yes
· WILL YOU HAVE A MEMORIAL TABLE? Yes, she'll send photos (Welcome table in foyer)
-----WILL THERE BE PICTURES? Yes, she'll send me a picture of the set up
-----WILL THERE BE A CANDLE? Yes
· WILL THERE BE YARD GAMES? Yes (Venue will set up)
----- IF SO, WHAT YARD GAMES NEED TO BE SET UP? Cornhole (comes with venue); we could bring another set but probably don't need.
· WHAT DÉCOR OTHER THAN FLOWERS WILL YOU HAVE FOR THE RECEPTION?
- 3 different size cylinders filled with greenery; fill 3/4 of the cylinder with water and drop in the candle
- 3 different size bud vases (height)
· WE NEED TO DESIGNATE CARS TO TAKE GIFTS AND ALL PERSONAL ITEMS AT THE END OF THE NIGHT. She may get an Executive Uber to take everything
-----WHO WILL THAT BE? Also, talked about 1 car to take the liquor; and maybe 2 others to take the other stuff; cylinders, candles, guest book, gifts, left over food, cupcakes & donuts, etc.
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· IS THERE ANY OTHER ENTERTAINMENT, SUCH AS A CARICATURE ARTIST, LIVE PAINTER, ETC? No
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Sweetheart or Head Table
· ARE YOU HAVING A SWEETHEART TABLE OR A HEAD TABLE? Sweetheart
· WHAT IS THE DÉCOR FOR THIS TABLE? Using the potted pants from ceremony, place in front of sweetheart table
· WILL YOU PROVIDE YOUR TOASTING GLASSES? Yes
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Using the venue's easels
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Liquor Store: Mills Liquor, Jennifer Donohoe, 410-263-2888, jen@millswine.com - delivery time 2 pm
COCKTAIL HOUR
Time of Cocktail Hour
Location
Are There Separate Musicians
What Is The Decor of The Cocktail Hour
Is There Signage For The Cocktail Hour
COCKTAIL HOUR NOTES:
RECEPTION
What Is The Time of The Reception
What Signage Do You Have For The Reception
Will You Provide a Guest Book
What Type
Will You Have Place Cards Or a Seating Chart
Will You Provide the Table Numbers
Will You Provide a Gift Box For The Gift Table
Will You Provide Bathroom Baskets
Will You Have a Memorial Table
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Will There Be Yard Games
If So, What Yard Games Need to Be Set Up
What Decor Other Than Flowers Will You Have at The Reception
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
If Yes, What Is The Decor For This Table
Will You Provide Your Toasting Glasses
CATERER
Be My Guest Catering & Events
410-987-5262
Arrival Time
Booked Time
What Is Your Guest Count
How Many Are Kid's Meals
Vendor Count
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
If Yes, Where Are You Purchasing It From
Will It Be Delivered or Brought By Someone
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
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
CATERER NOTES:
Sandy Demilio
~~
Arrival Time: 2:30 pm . set up by 3:00
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Bride is gluten free/vegetarian. Many family members are gluten free as well, and a few family/friends are vegetarian. Have gf/vegetarian options.
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· ARRIVAL TIME: ??
· BOOKED TIME: 5-10 pm
· WHAT IS YOUR GUEST COUNT?
o HOW MANY ARE KIDS MEALS?
· VENDOR COUNT: (2) coordinators (2) photographers (1) DJ = 5
· VENDOR DIETARY RESTRICTIONS: Gluten Free
· ARE YOU PROVIDING YOU OWN LIQUOR? Yes, Mills Liquor, Jennifer Donahoe, 410-263-2888, jen@milswine.com - delivery time @ 2 pm
o WHERE ARE YOU PURCHASING IT FROM? Maybe Costco
o WILL IT BE DELIVERED OR BROUGHT BY SOMEONE?
o WHAT TIME WILL IT BE DELIVERED?
o WILL THEY PICK UP UNOPENED BOTTLES?
o IF NO, WHO IS TAKING THE LIQUOR AT THE END OF THE NIGHT?
· ARE YOU HAVING SIGNATURE DRINKS? Yes
o WHAT ARE THE NAMES OF THE DRINKS? Dark and Stormy & 75 and Sunny
o WILL YOU HAVE SIGNS SHOWING NAMES AND INGREDIENTS? Talked about (2) 5x7 sign, each conaining the name and ingredients, or both (1) 8x10 sign
BAKER
Caterer is providing cupcakes
Arrival Time
Is It a Tiered Cake or a Small Cake
If It Is a Tiered Cake, How Many Tiers Is It
Do You Want to Save The Top
If It's a Small Cake, Do You Want to Save The Rest of It
If Not, Do You Want It Served To The Parent Tables
Are You Having Desserts
If Yes, Are They Coming From The Baker
What Kind
Do You Have Any Rentals Such as Stands, Trays, Etc.
Are You Providing Your Own Knife & Cake Server
Are You Providing a Cake Topper
If Yes, Will It Be Taken to The Baker
BAKER NOTES:
· ARRIVAL TIME: N/A
· IS IT A TIERED CAKE OR A SMALL CAKE? No cake, cupcakes, donuts, pastries =
Donuts are coming from her cousin
Caterer is providing cupcakes; cousini is bringing donuts
· DO YOU HAVE ANY RENTALS, SUCH AS STANDS, TRAYS, ETC? Cateerer is providing cupcake stands; Bride & Groom are providing donute stands
FLORIST
Family Florist - Elaine Gardner
301-792-6254
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
Arrival Time: 2 pm
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Her family is doing flowers - they used to own a shop. Told her we need to have the florals come already arranged. We can sit them on the tables.
· ARE YOU GIVING YOUR CENTERPIECES AWAY TO THE GUESTS? No, keep
· COCKTAIL HOUR FLOWER DETAILS: bud vase for the 5 hi-tops
· RECEPTION FLOWERS DETAILS: 3 varying size bud vases, 3 varying size cylinders containing greenery, to put floating candles and water in
3 large arrangements for Welcome Table
DJ/BAND
Double E Entertainment
301-370-6432
Arrival Time
Booked Time
Is Your DJ or Band Also Your Emcee
If You Are Having a Band, How Many Players are There Including the Sound Engineer
DJ/BAND NOTES:
· ARRIVAL TIME: 5 pm
· BOOKED TIME: 5-10 pm
· IS YOUR DJ OR BAND ALSO YOUR EMCEE? yes
Flow
Introductions
- Acknowledge parents from their tables
- Introduce Bride & Groom only
- First Dance: Dinner Room
- · Welcome Speech; Father of the Bride
- · Dinner
- Toasts toward the end of dinner (Who): MOH & BM
- Guests are in invited into the dance room for the Parent Dances and Dancing
- Parent Dances
- NO CAKE CUTTING
- NO BOUQUET / GARTER TOSS
- Dancing / Party Time
- Special Exit - Ribbon Wands
- ARE YOU CHANGING CLOTHES? No
- After Party - Rams Head
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
Is There a Special Exit
Misc Flow/Introductions Notes
ENTERTAINMENT
BRIDAL PREP
Wedding Day Ready Glam
Where Will You Be Getting Ready
Where is The Groom Getting Ready
HAIRSTYLIST INFORMATION
Hairstylist Name
Hairstylist's Cell Phone Number
Arrival Time and End Time
Number of Girls Getting Their Hair Done
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
BRIDAL PREP NOTES:
Caprice Webb
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· WHERE ARE YOU GETTING READY? Air B&B - hair and makeup only
* PUTTING GOWN ON AT THE VENUE
· WHERE IS THE GROOM GETTING READY? The Graduate Hotel, West St.
Hair Stylist
· ARRIVAL TIME & END TIME: 9:00 am - 1:30 pm (ready by 1:30)
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR HAIR DONE: 5 BMs & Bride; maybe MOG
· HOW MANY STYLISTS? 1
Makeup Artist:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR MAKEUP DONE: 5 BMs; 1 Bride; maybe MOG
· HOW MANY ARTISTS? 1
DRESS SHOP
TUX SHOP
INVITATIONS
FAVORS
None
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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RENTALS
PHOTO BOOTH
Doublee Entertainment
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:
DJ is providing Photo Booth
Could be providing a photo book to serve as the guest book
VIDEOGRAPHER
None
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
DaVetta Brown - x 118
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· HOW MANY SHUTTLES? 2 busses
· BOOKED TIME FOR EACH?
· HOW MANY LOCATIONS FOR PICK UP?
· WHAT ARE THE HOTEL ADDRESSES:
· DISTANCE & TIME BETWEEN EACH STOP?
TRANSPORTATION
Woodlawn Motor Coach Inc. - Davetta Brown
410-744-3300 ext 118
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:
*Look at this - leave at 4;15
DaVetta Brown - x 118
· HOW MANY SHUTTLES? 2 busses
· BOOKED TIME FOR EACH? 4:00-10;15
· HOW MANY LOCATIONS FOR PICK UP? Graduate Annaplis (1 bus); Holiday Inn Express (1 bus); if there are too may guests for 1 bus, the drivers' will communicate with each other and go pick up the additional guests
· WHAT ARE THE HOTEL ADDRESSES: Graduate - 126 West St., Annapolis; Holiday Inn Express - 2451 Riva Rd., Annapolis
· DISTANCE & TIME BETWEEN EACH STOP? 15 minutes
· HOW MANY SHUTTLES? 2
· BOOKED TIME FOR EACH? 4:00-10:15 pm
· HOW MANY LOCATIONS FOR PICK UP?
· WHAT ARE THE HOTEL ADDRESSES:
· DISTANCE & TIME BETWEEN EACH STOP?