EVENT DETAILS
Sophie
Josh
Saturday, October 26, 2024
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NOTES
Draft Timeline:
10/25/24
TBD - Rehearsal
Drop all personal items at Venue
10/26/24
3:30 pm - Hair and Makeup is finished
4:00 - Bride gets into her gown / photos
4:00 - Groom gets dressed
4:45 - Groom walks over to the National Aquarium
5:00 - Coordinators arrive at National Aquarium
5:00 - Groom meets 2nd photographer at National Aquarium / photos
5;15 - Groom goes back inside
5:15 - Bride meets 1st phtographer in the hotel lobby - they all walk over the Aquarium together
5:15-6:00 - Photos of the Bride
6:00 - Bride inside to hide from guests - where does she go?
6:30 - Guests arrive - they're held in the lobby
7:00 - Guests are guided to the Ceremony site
7:15-7:45 - Ceremony (2nd level)
7:45-8:45 - Cocktail hour (4th level)
7:45-8:25 (40 min total)
7:45-8:45 - Photos Bride & Groom with Family
Bridal party will create a bubble around them to help get them from place to the other
8:45 - Guests are invited to the reception area to take their seats (2nd level)
They will wait at Bubble Tubes
9:15 - Last Tour - Security will close the areas
9:00 - Emcee will start here (2 hours)
9:05 - Introductions of Bridal Party
Grandparents will be acknowledged at their tables
Parents will be acknowledged at their tables
Groomsmen as a group (includeds BM)
Bridesmaids as a group (includes MOH)
Bride & Groom
9:10 - First Dance
9:15 - Welcome Speech by Father of the Groom
Blessing over the food by Father of the Groom
Father of the Groom exlains the games
9:30-10:50 - Dinner (the catering timeline allows 1-1/2 hours)
10:30 - Toast toward the end of dinner / Maid of Honor & Best Man & Mother of Bride (maybe)
10:40 - Cake Cutting - or right after the toasts
10:40 - Emcee will end here
10:40-11:55 - Activities (they will begin earlier as well)
Midnight - Wedding Over
Midnight - Coordinators pack everything up and get to Parents of the Groom and Brother of the Groom
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher, Your Day Your Way LLC
410-925-1086
A Day of Coordinator will be assigned closer to the wedding.
PHOTOGRAPHER
Nessa K. Photography
(304) 206-6418
Nessa
Arrival Time
5:15 pm
Where:
1st photographer-hotel w/bride ; 2nd photographer at Aquarium with groom
Booked Time:
6 hours
Is There a First Look
No
Where Will It Be
N/A
Will It Be Just The Bride and Groom or Will Bridal Party and Parents Be Included
N/A
Sunset Time
6:43 pm - as guests are arriving and getting situation for ceremony
Dietary Restrictions
Is There a Second Shooter
Yes
PHOTOGRAPHER NOTES:
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OFFICIANT
Daniel Wu
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
· OFFICIANT’S NAME: Daniel Wu
Meeting with him on 5/25 to go over ceremony
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CEREMONY VENUE
National Aquarium - Derek
410-576-3864
Time of Ceremony
7:00 pm (add 15 min. to ceremony time) Renee said the guests gather downstairs & are not let upstairs to the ceremony area until the start time of the reception
Venue
National Aquarium
Rehearsal Date & Time
10/25/24 @ 4:15 pm
Rehearsal Location
The Aquarium
Wedding County
Baltimore City
Will You Have Programs
could have a drink ticket tucked in a program; no open bar/ 2 drink per person; bowl by bar with extra tickets
If Yes, Will They Be Placed on Seats or in a Basket
Yes, assign someone to hand those out
Do You Have Readers
Yes
If Yes, How Many
There are a couple of readings; bridal party & family
Will You Have Aisle Markers
Yes
If Yes, Are You Providing or is The Florist
How Many Rows Are Being Reserved
1st row each side
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Unity beads, Will they be pre-filled??
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
Pick a seat, not a side; Unplugged
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
No - Spotify
What Is The Rain Plan
N/A
CEREMONY NOTES:
Ceremony and reception are at same location
*Add 15 min. to ceremony time - Renee said the guests gather downstairs and are not let upstairs to the ceremony area until the start time of the reception.
(2) 8' tables for a bar - closed until reception
They will stand in front of the window
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No ceremony flowers
No cultural traditions
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RECEPTION VENUE
National Aquarium
Venue Location
National Aquarium
What Time are Vendors Allowed In
RECEPTION NOTES:
- Allow 15 min. for guests to get to the tables
- Guests work their way up to fourth floor
- Cocktail hour on 4th floor - they can take their food up to the 4th floor for a tour
- they will have games, activities, maybe a selfie phot booth, lego shadow box (guests have to make a lego figure of themselves and put in the shadow box)
- Board games will be on a separate table - table top games
· WHAT IS THE STARTING AND ENDING TIME: Cocktail Hour 7:30-8:30; Reception 8:30-Midnight
· WHAT SIGNAGE DO YOU HAVE FOR THE RECEPTION?
· WILL YOU PROVIDE A GUEST BOOK? Yes
o WHAT TYPE? Lego Shadow Box & small 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? No
· WILL YOU HAVE A MEMORIAL TABLE? No
· WHAT DÉCOR OTHER THAN FLOWERS WILL YOU HAVE FOR THE RECEPTION?
· WE NEED TO DESIGNATE CARS TO TAKE GIFTS AND ALL PERSONAL ITEMS AT THE END OF THE NIGHT.
o WHO WILL THAT BE?
· IS THERE ANY OTHER ENTERTAINMENT, SUCH AS A CARICATURE ARTIST, LIVE PAINTER, ETC?
o ARRIVAL TIME:
o BOOKED TIME:
o NAME OF COCKTAIL HOUR MUSICIANS: Spotify
o CONTACT PERSON:
o CELL PHONE:
o EMAIL ADDRESS:
o ARRIVAL TIME:
o BOOKED TIME:
Sweetheart or Head Table
· ARE YOU HAVING A SWEETHEART TABLE OR A HEAD TABLE? Sweetheart Table
· WHAT IS THE DÉCOR FOR THIS TABLE?
· WILL YOU PROVIDE YOUR TOASTING GLASSES?
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COCKTAIL HOUR
Time of Cocktail Hour
7:30-8:30 pm - guests can take their food up to the 4th floor for a tour
Location
Ground Floor - same as ceremony
Are There Separate Musicians
What Is The Decor of The Cocktail Hour
Seating Chart
Is There Signage For The Cocktail Hour
COCKTAIL HOUR NOTES:
There will be signs for how the tickets work
RECEPTION
What Is The Time of The Reception
8:3-Midnight (2nd level)
What Signage Do You Have For The Reception
Welcome sign in lobby by yellow/gold wall
Will You Provide a Guest Book
Yes-Small book; in front of clear panel by escalators Overlook Room(you can see the escalators through the panel); poloroid camera station (same tabl
What Type
Lego Shadow Box & Small Book; guests have to make a lego figure of themselves and put in the shadow box) polaroid camera - same table with film
Will You Have Place Cards Or a Seating Chart
Seating Chart & seating map on 4th floor in Cocktail Hour Room; move downstairs outside of the Overlook Room
Will You Provide the Table Numbers
Yes
Will You Provide a Gift Box For The Gift Table
Yes
Will You Provide Bathroom Baskets
No
Will You Have a Memorial Table
No
If Yes, What Type (Photos, Candles, Flowers, Etc.)
N/A
Will There Be Yard Games
There will be indoor games & activities
If So, What Yard Games Need to Be Set Up
What games need to be set up?
What Decor Other Than Flowers Will You Have at The Reception
N/A
Who Will Be the Person(s) To Take Everything At The End of The Night
N/A
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
N/A
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
Yes
If Yes, What Is The Decor For This Table
None; only what she carries for the ceremony
Will You Provide Your Toasting Glasses
No
CATERER
The SSA Group
443-655-0700
Kimberly Wingate
Arrival Time
Booked Time
What Is Your Guest Count
100
How Many Are Kid's Meals
No
Vendor Count
4 (2 Coordinators / 2 photographers)
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
No
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
No
If Yes, What Are The Names of The Drinks
NA
Will You Have Signs Showing Names and Ingredients
N/A
CATERER NOTES:
- Buffet Tables under the row of lights (ceiling)
- Bar opens at dinner time
- Caterer's flip Overlook Room from Ceremony to Reception
BAKER
Her friend & Costco
Arrival Time
Parents are picking it up
Is It a Tiered Cake or a Small Cake
Her friend is making a small 8" to cut with Sheet cake from Costco
If It Is a Tiered Cake, How Many Tiers Is It
1 or 2 sheet cakes
Do You Want to Save The Top
No
If It's a Small Cake, Do You Want to Save The Rest of It
No
If Not, Do You Want It Served To The Parent Tables
Yes, Grandparents, Parents & Bridal Party
Are You Having Desserts
No; sheet cakes
If Yes, Are They Coming From The Baker
N/A
What Kind
N/A
Do You Have Any Rentals Such as Stands, Trays, Etc.
Maybe a stand
Are You Providing Your Own Knife & Cake Server
Yes
Are You Providing a Cake Topper
if they do they'll label it
If Yes, Will It Be Taken to The Baker
N/A
BAKER NOTES:
Needs to be dropped at 6;15-parentsof the groom are dropping off
FLORIST
None
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
No flowers
Cocktail Hour Flower Details
Her grandmother is making an arrangement for the Welcome TAble
Her grandmother is making bouquets for the bridesmaids
No bouts
Reception Flower Details
- Centerpieces will be cylinders with floating candles some some type of fish figure
- Colors: Navy (suggested a teal color to bring out the water with a white, gold, or silver accent)
- No bouts - maybe special hankies or socks
FLORIST MISC. NOTES
The Bride doesn't particularly like fresh florals
Suggested Sola wooden flowers
Meeting with Grandma 5/11 to figure out what they'll do.
- Centerpieces will be cylinders with floating candles and some type of fish figure
- Colors; Navy (suggested a teal color to bring out the water with a white, gold, or silver accent)
- Talked about bride carrying a mammal instead of flowers
- No bouts - maybe special hankies & socks
DJ/BAND
Spotify List - Tia will help with
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:
- They are asking a friend to be their Emcee - I need his/her nam e & email address to send the timeline to
- Their guests aren't into dancing - they'll have games and activities
- Suggested that have a DIY photo booth set up with poloaroid selfies and a guest book to glue the photos into. Told her I have a backdrop for rent.
- Suggested they make separate play lists for ceremonymusic, cocktail hour music, event music (intros, 1st dance, parent dances, cake cutting) and then a reception play list
- The Aquarium provides mics
Introductions
- Grandparents & Parents will be acknowledge from their tables
- Groomsmen will be introduced as a group (BM included)
- Bridesmaids will be introduted as a group (MOH included)
- Bride & Groom
- Bride's 'S mom is doing a toast - 4-5 min.
- MOH, BM & MOM toast
- FOG-welcome speech
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FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
Yes
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
Yes
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
Acknowedged from tabls
How Do You Want to Be Announced
Are You Changing Clothes
No
Is There a Special Exit
No
Misc Flow/Introductions Notes
ENTERTAINMENT
BRIDAL PREP
Where Will You Be Getting Ready
Pier 5 Hotel
Where is The Groom Getting Ready
Pier 5 Hotel
HAIRSTYLIST INFORMATION
Hairstylist Name
Studio 1622
Hairstylist's Cell Phone Number
Arrival Time and End Time
going to salon at Noon - done by 2:00
Number of Girls Getting Their Hair Done
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
She's doing her own makeup
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
BRIDAL PREP NOTES:
Bridal Suite at the Aquarium is the Guest Relations Room - what floor is this on?
DRESS SHOP
K&B Bridal
804-491-4350
- Dress was purchased 01/06/2024, they said it will probably take about 6 to 9 months to arrive.
- Dress picked up as of 3/29, will be working on finding shoes and a tailor next
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TUX SHOP
Indochino
- Josh's suit has arrived and he will be picking it up soon.
- The other groomsmen have also placed their orders
- Final fittings have been done
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INVITATIONS
- Got their invitations
- RSVP date is 9/20/24
FAVORS
Lego
Are You Providing Favors
Yes. Additional legos in additional to their guest book that people can take home if they'd like. Not 1 per person
If Yes, Type of Favors
They are making home made stickers that they can put on the lego book as well
Will The Favor Be Placed at Each Seat, Put in a Basket , or Displayed on a Table
Will be displayed on a table
FAVOR NOTES:
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RENTALS
PHOTO BOOTH
Maybe a selfie polaroid station - CONFIRM THIS & LOCATION
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:
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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
TRANSPORTATION
Group Bus for close family friends
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: