EVENT DETAILS
Jeanine
Ken
Saturday, May 25, 2024
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NOTES
- Wedding is from 5:30-10:00 pm (set up at 2 pm; cleanup until Midnight
- We need 2-3 hours prior to ceremony to set up (2 or 3:00)
- The tables & chairs must be in place
- We will put the linens on
- We will put the centerpieces on the tables
- We can't hang anything from the ceiling or up high
- We will break down decor
- We will pack up personal items and get them to a designated car
- COLORS: Campagne, Plum, Lavendar
Timeline (I changed this to be in line with the food service)
?? - Start time for Hair and Makeup
2:00 - Coordinators arrive at venue
- People bringing drinks arrive at venue and ice down the drinks
- The arch arrives and gets set into place
3:00 - All Hair and Makeup must be finished
3:00 - Wedding party girls get dressed
3:00 - Groom and groomsmen get dressed
3:30 - Bride gets into her dress
4:00 - Groom and wedding party arrive at Venue
4:15 - Bride and Bridal Party leave Condo and head for the venue
4:30 - Bride arrives at venue
5:00-5:30-Ceremony
5:30-5:45 - Cocktail hour (charcuteries cups/drinks)
5:45 - Bridal Party Introductions
5:50 - First Dance
5:55 - Welcome Speech
6:00 - Buffet Opens
7:15 - Cake Cutting
7:20 - Father/Daughter Dance or Mother/Daughter Dance
Mother/Son Dance
7:30 - Band Plays (Breaks - find out how many)
8:00 - Buffet closes
9:00 - Bouquet Toss ??
10:00 - Wedding Ends
10:30 - Guests must be out
10-11;00 - Clean up
Midnight - All Vendors out
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher, Your Day Your Way LLC
410-925-1086
Day of Coordination Service
Maryland State Game & Fish Protective Association
5:00-5:30 Ceremony
5:30-11:00 Reception
PHOTOGRAPHER
NO PHOTOGRAPHER
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:
· PHOTOGRAPHER’S NAME:
· CELL NUMBER:
· ARRIVAL TIME:
· WHERE:
· BOOKED TIME:
· IS THERE A FIRST LOOK?
o WHERE WILL IT BE?
o WILL IT BE JUST THE BRIDE & GROOM OR WILL BRIDAL PARTY & PARENTS BE INCLUDED?
· SUNSET TIME:
· DIETARY RESTRICTIONS:
· DO THEY HAVE AN ASSISTANT?
o HOW MANY?
OFFICIANT
Courtney (Groom's daughter)
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
· OFFICIANT’S NAME:
· CELL NUMBER:
· ARRIVAL TIME:
· EMAIL ADDRESS:
CEREMONY VENUE
MD State Game & Fish Protective Assn.
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:
She will ride to venue with either her sister or Debbie
In front of fireplace
~~
· REHEARSAL DATE & TIME: N/A
· WEDDING COUNTY: Baltimore
· START TIME: 5:30 pm
· ENDING TIME: 6:00 pm
· WILL YOU HAVE PROGRAMS? No
o WILL THEY BE PLACED ON SEATS OR IN A BASKET: No
· DO YOU HAVE READERS? No
· WILL YOU HAVE AISLE MARKERS? No, Guests sit at their tables
· IS THERE A UNITY CANDLE, WINE BOX, HAND FASTING, ETC? No
· WILL THERE BE AN AISLE RUNNER? No
· WHAT SIGNAGE DO YOU HAVE FOR THE CEREMONY? Pick a seat (no assigned seating)
· WHAT FLOWERS DO YOU HAVE FOR THE CEREMONY? Fake flowers for arch
· ARE YOU PROVIDING AN ARCH? Yes,
o WHO WILL SET IT UP? 2 men are putting it up (wood)
o WHO WILL DECORATE IT? We will, draping with fake clusters of flowers
Other:
· ARE THERE RENTAL ITEMS? No
· DO YOU HAVE SEPARATE CEREMONY MUSICIANS? No, band will play
RECEPTION VENUE
Debbie Filk - MD State Game & Fish Protective Assn.
443-690-2749
Venue Location
What Time are Vendors Allowed In
RECEPTION NOTES:
· WHAT TIME ARE VENDORS ALLOWED IN? 2:00 pm *she's adding another hour
*this needs to be confirmed
*12-13 tables
Need to put burlap & babies breath on chairs
~~
· VENDOR COUNT: 3 Coordinators, 4-pc band
Cocktail Hour:
· START AND END TIME: 6:00-6:30 pm
· LOCATION: Same locations, guests at their table but separate charcuterie cups
· ARE THERE SEPARATE MUSICIANS? No, band will play
· WHAT IS THE DÉCOR FOR THE COCKTAIL HOUR? N/A
· IS THERE SIGNAGE FOR THE COCKTAIL HOUR?
Reception
· WHAT IS THE STARTING AND ENDING TIME: 6:30-10:00 pm
· WHAT SIGNAGE DO YOU HAVE FOR THE RECEPTION?
· WILL YOU PROVIDE A GUEST BOOK? Yes,
o WHAT TYPE? either hearts or barrell lid ??
· WILL YOU HAVE PLACE CARDS OR A SEATING CHART? NA - Open seating
· WILL YOU PROVIDE THE TABLE NUMBERS? N/A
· WILL YOU PROVIDE A GIFT BOX FOR THE GIFT TABLE? Yes
· WILL YOU PROVIDE BATHROOM BASKETS? She's asking if they already have
· WILL YOU HAVE A MEMORIAL TABLE? No
· WILL THERE BE YARD GAMES? No, there's a play ground
· WHAT DÉCOR OTHER THAN FLOWERS WILL YOU HAVE FOR THE RECEPTION? wood slabs for tables, maybe small stumps to put small candles on, mix in some large candles, and vase with fake flowers; runner-crinkled
· WE NEED TO DESIGNATE CARS TO TAKE GIFTS AND ALL PERSONAL ITEMS AT THE END OF THE NIGHT.
o WHO WILL THAT BE? Her sister and Debbie
· IS THERE ANY OTHER ENTERTAINMENT, SUCH AS A CARICATURE ARTIST, LIVE PAINTER, ETC? No
Sweetheart or Head Table
· ARE YOU HAVING A SWEETHEART TABLE OR A HEAD TABLE? Sweetheart
· WHAT IS THE DÉCOR FOR THIS TABLE? Bouquet and candles, white table cover with pearls
· WILL YOU PROVIDE YOUR TOASTING GLASSES? Yes
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
Andy Nelson's BBQ
410-527-0708
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:
BUFFET - Serving time 6-8 (food is available in this time frame)
They set up, serve, and clean up their area only
They DO NOT remove garbage other than their own
Jeanine must provide trash bags
~~
· ARRIVAL TIME: 5:00 pm
· BOOKED TIME: 6-8 PM (food service)
· WHAT IS YOUR GUEST COUNT? 80-100 (12-13 tables)
o HOW MANY ARE KIDS MEALS? there are 3 children ages 4 - 10
· VENDOR COUNT: 3 Coordinators, 4 pc band
· VENDOR DIETARY RESTRICTIONS: N/A - Buffet
· ARE YOU PROVIDING YOU OWN LIQUOR? Yes, they will have troughs for self-serve; it can be open as soon as guests arrive; we need a table for glasses
o WHERE ARE YOU PURCHASING IT FROM?
o WILL IT BE DELIVERED OR BROUGHT BY SOMEONE? Yes, she has someone assigned to this; told her to have them come at 2:00 so that everything can be iced down
o IF NO, WHO IS TAKING THE LIQUOR AT THE END OF THE NIGHT? Bride & Groom
· ARE YOU HAVING SIGNATURE DRINKS? No
BAKER
Her sister
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:
· IS IT A TIERED CAKE OR A SMALL CAKE?
o IF IT’S A TIERED CAKE, HOW MANY TIERS IS IT?
o DO YOU WANT TO SAVE THE TOP?
o IF IT’S A SMALL CAKE, DO YOU WANT TO SAVE THE REST OF IT?
o IF NOT, DO YOU WANT IT SERVED TO THE PARENT TABLES?
· ARE YOU HAVING DESSERTS? Yes, cup cakes
o ARE THEY COMING FROM THE BAKER? Her sister
o FROM KIND?
· ARE YOU PROVIDING YOUR OWN KNIFE & CAKE SERVER? Yes
· ARE YOU PROVIDING A CAKE TOPPER?
o WILL IT BE TAKEN TO THE BAKER?
· DO YOU HAVE ANY RENTALS, SUCH AS STANDS, TRAYS, ETC? Yes
FLORIST
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
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
*She's sending me her order form showing what she ordered
- bouquets
- boutonnieres
- wrist corsages
· ARRIVAL TIME AT CEREMONY SITE: N/A
· ARRIVAL TIME AT VENUE SITE: N/A
· ARE THEY COMING BACK AT THE END OF THE WEDDING? N/A
· ARE THERE RENTALS TO RETURN TO THE FLORIST? N/A
· ARE YOU GIVING YOUR CENTERPIECES AWAY TO THE GUESTS?
· ARE YOUR PERSONAL FLOWERS (BOUQUETS, BOUTs, ETC. BEING PROVIDED BY THE FLORIST? Sola Wood
· COCKTAIL HOUR FLOWER DETAILS: N/A
· RECEPTION FLOWERS DETAILS: Fake flowers in a jar or vase wrapped in burlap, cluster of flowers inside, with candles; napkins, favors on table
· ARE THERE ANY OTHER DECORATIONS BESIDES FLOWERS? No
DJ/BAND
The Rat Pack
443-845-8734
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:
Â
Contact: Rick Olagur (let Jeanine's fiance know when I'll call Rick so that he knows who's calling)
· ARRIVAL TIME:
· BOOKED TIME:
· IS YOUR DJ OR BAND ALSO YOUR EMCEE?
· IF YOU’RE HAVING A BAND, HOW MANY PLAYERS ARE THERE INCLUDING THE SOUND ENGINEER?
Flow
Introductions
· WILL PARENTS & 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?
·
Suggested flow:
· Introductions
· First Dance
· Welcome Speech (Who)
· Blessing of Food (Who)
· Dinner
· Toasts toward the end of dinner (Who)
· Parent Dances
· Cake Cutting
· Bouquet/Garter Toss
· Any special dances, such as Hora, Apron Dance
· Dancing / Party Time
· Special exit
· After Party
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
Debbie's SIl (Lisa)-Hair/Debbie's Niece-Makeup
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:
· WHERE ARE YOU GETTING READY? Debbie's Condo off Honeygo
· WHERE IS THE GROOM GETTING READY?
Hair Stylist
· ARRIVAL TIME & END TIME:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR HAIR DONE: Bride, Marlene (her sister), Debbie, Courtney (Daughter), Kristen (Daughter)
· HOW MANY STYLISTS?
Makeup Artist:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR MAKEUP DONE: Bride, Marlene (her sister), Debbie, Courtney (Daughter), Kristen (Daughter)
· HOW MANY ARTISTS? 1 Hair & 1 Makeup
DRESS SHOP
TUX SHOP
INVITATIONS
FAVORS
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:
· ARE YOU PROVIDING FAVORS? Yes
o TYPE OF FAVOR? Small filled mason jars
o WILL THE FAVOR BE PLACED AT EACH SEAT, PUT IN A BASKET, OR DISPLAYED ON A TABLE? At each seat
RENTALS
PHOTO BOOTH
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:
· 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?
VIDEOGRAPHER
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
· HOW MANY SHUTTLES?
· BOOKED TIME FOR EACH?
· HOW MANY LOCATIONS FOR PICK UP?
· WHAT ARE THE 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: