EVENT DETAILS
Meredith
Evan
Saturday, July 15, 2023
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NOTES
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher
410-925-1086
Coordinators: Tia Sturgis & Renee Jordan
PHOTOGRAPHER
Anna Lowe Photo
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:
Arrival Time: 2:00 - End Time - 10:00 (8 hrs)
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·First Look:
Family & Bridal party before the cocktail hour
Sunset @ 8:32 pm
OFFICIANT
Zach Jacobs (mutual friend)
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386-837-1136
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
NEED HIS CELL PHONE & EMAIL ADDRESS
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Arrival Time: 4:30 pm *CONFIRM
CEREMONY VENUE
The Winslow - Train Shed
410-779-1217
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:
· Rehearsal Date/Time: 7/14/23
· Rehearsal Location: - The Winslow
· Wedding County: Baltimore City
· Start Time: 5:00 pm
· End Time: 5:30 pm
· Programs/Holder: YES, PLACE ON CHAIRS
· Readers: 1 or 2 Readers
· Aisle Markers: Reserved signs - provided by Bride How many rows?
· How Many Rows are being reserved:
· Unity Candle: NO
· Aisle Runner: Plants lining the aisleway; repurpose to the bottom of the DJ stage
· Signage: ???
· Florals/Décor: Flowers for Arch
· Arch/Type/Who’s setting it up: YES, BP'S HUSBAND WILL DELIVER & ASSEMBLE IT - THEY CAN PICK IT UP THE NEXT DAY
Other:
· Rental Items: NO
· Ceremony Musicians: DJ - PhilPhest
· Arrival Time: 3:30 pm
· Booked Time: 4:30-10:00 pm
RECEPTION VENUE
The Winslow
410-779-1217
Venue Location
What Time are Vendors Allowed In
RECEPTION NOTES:
Jackie
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Friday @ 4:30 -they will drop off all their items
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SERVED DINNER
ALCOHOL STOPS AT 9:30 PM
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BRIDE & GROOM WANT TO JOIN THE COCKTAIL HOUR
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· What time are vendors allowed in:
Cocktail Hour:
· Cocktail Hour Start & End Time: 5:30-6:30 pm
· Cocktail Hour location: Bar area
· Musicians: PhilPhest DJ
o Arrival Time: 3:30 pm
o Booked Time: 4:30-10:00 PM
· Décor/Signs: Welcome Sign; 3 foam boards for photos outside in foyer, then move inside
Reception
· Start Time/End time: 6:30-10:00 pm
· Signage: Welcome Sign outside; then move inside to cockail hour - stands on its own; Signature Drink signs
· Guest Book: Wine bottles
· Place Card/Seating Chart: Seating Chart inside cut out between entrance & bar area (on left)
· Table numbers/holders: Yes - Bride providing
· Card Box Holder: Yes - Cocktail area on far back wall
· Memorial Table: No
· Yard Games: N/A
· Other Decor: Cylinders & Candles provided by Bride; Bride providing vases to repurpose bouquets to head table, cake table,etc.
*Customer keeps all glassware
· Designated cars/persons to take gifts & personal items at end of night?
· Other Entertainment: Live Painter for guests
o Arrival Time:
o Booked time: 4 hours
Menu Cards: YES; with guests' names
Sweetheart Table
· Toasting Glasses: Using caterer's
· Décor for Head Table: Florist & repurposed bouquets (some of them)
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At end of night - foam boards can be thrown away; caterer said they can take them
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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
Linwood's
443-248-0401
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:
Sherri Levin·
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Arrival Time: 2:30 PM
· Booked time: 5:30-10:00 pm
· Guest Count/kids count:
· Vendor Count: (2) coordinators, (1) Painter, (1) DJ, (1) Photographer = 5
· Vendor Dietary Restrictions:
· Are they providing liquor: Caterer is providing
· If you’re buying your own liquor, what time will it arrive:
Signature Drinks: Yes
BAKER
Linwoods
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:
Caterer is bring tiered cake
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· Cake (tiered or small): tiered *no announcement for cake cutting
· Desserts: Cookies (Mrs. Fields)
· Cake Knife/Server: ????
· Cake Topper: ???
· Rentals (such as stands): NO
SAVE TOP OF CAKE; they'll take home leftover cake
FLORIST
Scentsational Florals
410-984-2874 (Main)
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
Mary Ann Workman
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· Arrival Time at Venue:
· Coming back at end of wedding: YES, 10 pm
· Rentals to be returned to florist: NO
· Giving centerpieces away (how): NO; Pack up for the bride
· Personal Flowers: YES; 7 bouquets; bouts,
FOG, FOB
· Cocktail Hour Flowers: YES
· Reception Centerpieces: Greenery
· Other Florals: Above Head Table
DJ/BAND
PhilPhest
443-841-2764
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: 3;30 pm
· Booked Time: 4:30-10:00 pm
· Is the DJ your Emcee: YES
Flow
Room Reveal (during Cocktail Hour)
Introductions
· Will parents & bridal party stand during your first dance? NO
· Grandparents being introduced? NO
· Parents being introduced? YES, they all walk in as a group
· Order for Bridesmaids and Groomsmen
· Bride & Groom – how do you want to be announced?
· Are you changing clothes?
Suggested flow:
· Introductions
· First Dance
Parent Dances (combination)
· Welcome Speech by Bride & Groom
· Blessing of Food by Uncle of Groom
· Dinner
· Toasts toward the end of dinner; Toast by Father of the Bride; Maid of Honor & Best Man
· Cake Cutting No accouncement
· Group Picture
· Any special dances, such as Hora, Apron - NO
· Dancing / Party Time
last Dance
· Special exit
· After Party - YES, where???
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
Elena Fay - Live Painter
Arrival Time:
Start Time:
Booked Time: 4 hours
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Where will she set up?
BRIDAL PREP
Swept LLC
443-386-9904
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:
HAIR & MAKEUP
Baltimore Marriott Waterfront
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· Bride’s prep where: Baltimore Marriott Waterfront
· Groom’s prep where: ???
Hair Stylist
· Arrival Time / End Time: ??? - 2:00 PM
· Number of girls getting their hair done - 10
· How many stylists: ???
Makeup Artist:
· Arrival Time / End Time: ??? - 2:00 PM
· Number of girls getting their makeup done - 9
· How many artists: ???
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:
RENTALS
Event Dynamics
410-382-7761 cell
Bobby Dill
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Draping at entrance to train shed
Cafe Lights/Dimmers
PHOTO BOOTH
None
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
Thoroughbred Sedan
: (410) 831-0609
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
·
Sara Orem / Joe Rosensweet
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How many shuttles: (1) 55 passenger Motor coach
· Booked time for each: 3 pm-wedding party; 4 pm (guests); drop by 5 pm; departures @ 9, 9:30, 10pm ; finished @ 10:30 pm
· Locations for pickup guests:
· Hotel addresses
· Distance/time between each stop:
TRANSPORTATION
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:
Entrance
· Welcome Sign
· Unplugged Sign
· Welcome Table Items
Ceremony
· Reserved Signs
· Programs – Basket or on chairs
· Unity Candle/Sand; Wine Box; Other
· Aisle Runner
· Repurpose Items
Cocktail Hour
· Décor
· Signature Drink Signs
· Place Cards/Seating Chart
· Other signage
Reception
· Guest Book
· Table Numbers
· Menu Cards
· Card Holder Box
· Memorial Table
· Cake Table
o Cake Knife/Server
o Cake Topper
· Sweetheart Table
o Vase for bouquet
o Toasting Glasses
o Signs
PACK UP NOTES
- Foam Boards will be thrown away - caterer will take
- Cylinders and Candles
- Programs
- Arch - someone will take down
- Left over cake & cookies
- Left over food
- Gifts
- Card Box
- Wine Bottles / Guest Book
- Table Numbers