EVENT DETAILS
Kourtney
Sean
Saturday, September 28, 2024
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NOTES
Lead Coorindator: Tia Sturgis
Assistant: Renee Jordan
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DRAFT TIMELINE:
11:30 - Photographer arrives at Marriott Waterfront
Hair & Makeup needs to be finished by Noon
Noon - Girls gets their things together and get ready to leave for The Zoo
12:30 - Bride departs for the Zoo
1:00 - Groom departs for the Zoo
1:00 - Brides arrives at the Zoo
1:30 Groom arrives at the Zoo
1:30 - Brides get dressed with photos
1:30 - Groom gets dressed with photos
2:30 - Photos finished *no first look*
2:30 - Guests arrive
3:00-3:30 - Ceremony (I always allow 1/2 hour)
3:30-4:30 - Cocktail Hour
3:30-4:15 - Photos with Bride, Groom, Bridal Party, and Parents
4:15 - Bride & Groom to Bridal Suite - bride's gown gets bustled, refreshments
4:30 - Guests are invited to take their seats
4:40 - Introductions of Bridal Party (1st names only)
*No Welcome Speech
- Steve, Father of the Bride (not sure if he's cming)
- Theresa, Mother of the Groom
- Lily & Santi, Bridesmaid & Groomsman
- Chase, Ring Bearer
- Chelsea & Spencer, Maid of Honor and Best man
- Sean & Kourtney, Bride & Groom
4:45 - First Dance
4:50 -Welcome Speech by Bride's Father
5:00 - Buffet Opens (or right after Dad's speech
5:45 (or sooner) - Toasts toward the end of Dinner by Best Man & Maid of Honor
5:55 - Cake Cutting
6:00 - Bride/Father and Groom/Mother Dance
6:05-7:30 - Dancing
6:30-6:55 - Sunset/Golden Hour
7:30 - Wedding Ends
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VENDOR LIST
WEDDING PLANNER
Charlene Gallagher & Tia Sturgis
410-925-1086
Kourtney contacted me through my website
We booked for Month of Coordination service
PHOTOGRAPHER
Cait Kramer Photography LLC
281-743-3940
Caity Kramer
Arrival Time
11:30 at Marriott Waterfront
Where:
Booked Time:
8 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
6:53 pm
Dietary Restrictions
Is There a Second Shooter
Yes
PHOTOGRAPHER NOTES:
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OFFICIANT
Friendly Entertainment
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
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CEREMONY VENUE
The Maryland Zoo - Penguin Education Center
410-396-7102
Time of Ceremony
3:00-3:30 pm
Venue
The Zoo
Rehearsal Date & Time
9/27/24
Rehearsal Location
Penguin Education Center (Zoo entrance)
Wedding County
City
Will You Have Programs
No
If Yes, Will They Be Placed on Seats or in a Basket
N/A
Do You Have Readers
No
If Yes, How Many
N/A
Will You Have Aisle Markers
Reserved Signs
If Yes, Are You Providing or is The Florist
Bride
How Many Rows Are Being Reserved
1st row on each side
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
Unity Sand - Tia will put the sand in the outer vials
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
Reserved seat for missing family member 1 seat with sign - bride's side
What Flowers Do You Have For The Ceremony
Sunflowers, white roses & lavendar
Are You Providing an Arch
Yes (2 separate pieces)
If Yes, Who Will Set It Up
Coordinator will set up; needs to be moved to the Mansion House
Who Will Decorate It
Fake flowers (ahead of time)
Do You Have Separate Ceremony Musicians
DJ
What Is The Rain Plan
The Mansion House
CEREMONY NOTES:
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RECEPTION VENUE
The Maryland Zoo - Mansion House
410-396-7102
Venue Location
The Mansion House
What Time are Vendors Allowed In
1:00 pm
RECEPTION NOTES:
· WHAT TIME ARE VENDORS ALLOWED IN?
· VENDOR COUNT: (2) Coordinators (2) photographers (1) DJ-his wife is the Officiant, is she staying?
· LOCATION: Mansion House,
- They hired a Bartender - she'll send contract
COCKTAIL HOUR
Time of Cocktail Hour
3:30-4:30 pm
Location
Mansion House; she said there's a square; cocktail hour is on one side and reception is on the other side
Are There Separate Musicians
No -DJ will play music
What Is The Decor of The Cocktail Hour
small vase/flower
Is There Signage For The Cocktail Hour
Seating Chart & Easel
COCKTAIL HOUR NOTES:
- There will be penguins on display (during cocktail hour)
RECEPTION
What Is The Time of The Reception
4:30-7:30 pm
What Signage Do You Have For The Reception
Welcome Sign on an Easel
Will You Provide a Guest Book
Yes
What Type
Wooden Sign with their names with pens
Will You Have Place Cards Or a Seating Chart
Seating Chart (Cocktail Hour)
Will You Provide the Table Numbers
Yes - National park Cards
Will You Provide a Gift Box For The Gift Table
Yes
Will You Provide Bathroom Baskets
Yes
Will You Have a Memorial Table
Yes
If Yes, What Type (Photos, Candles, Flowers, Etc.)
She'll send me photos
Will There Be Yard Games
Yes
If So, What Yard Games Need to Be Set Up
Corn Hole and Jenga, on one side of the mansion (cocktail hour side) We're setting it up
What Decor Other Than Flowers Will You Have at The Reception
DIY Centerpieces
Who Will Be the Person(s) To Take Everything At The End of The Night
Brodes Rav 4 (B&G)
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
No
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
Sweetheart
If Yes, What Is The Decor For This Table
Vase with bouquet; suggested floral garland and votives ·
Will You Provide Your Toasting Glasses
Yes
CATERER
Mission BBQ
410-948-9010 Cell
Kathryn Donn
Arrival Time
Booked Time
Staying the entire time; zoo is providing linens
What Is Your Guest Count
56
How Many Are Kid's Meals
5-6 - suggested kids bags
Vendor Count
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
Yes
If Yes, Where Are You Purchasing It From
Military Base
Will It Be Delivered or Brought By Someone
One of their friends; told them to have it here by 1:30-2:00 so it can be iced down
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
Give to people who want it. B&G will tell them
Are You Having Signature Drinks
Yes
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
Bartender is providing
CATERER NOTES:
· VENDOR COUNT: (2) Coordinators (2) Photogaphers (2) DJs (wife is officiant)
Licensed Bartender: (1) Mobile Barm (see separate vendor below)
RSVP date: 8/19
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BAKER
Flavor Cupcakery
Arrival Time
Is It a Tiered Cake or a Small Cake
Small Cake
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
Put on plates - 1st come / 1st serve
If Not, Do You Want It Served To The Parent Tables
No
Are You Having Desserts
Yes; cupcakes & macaroons / strands need to be returned to bride
If Yes, Are They Coming From The Baker
Yes
What Kind
Mini Cupcakes
Do You Have Any Rentals Such as Stands, Trays, Etc.
Bride is providing stands
Are You Providing Your Own Knife & Cake Server
Yes
Are You Providing a Cake Topper
Yes - German Shepherd
If Yes, Will It Be Taken to The Baker
No
BAKER NOTES:
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FLORIST
None - DIY
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
DIY
​Personal flowers - DIY
​Centerpiece: Vase with flowers /candle holder / table numbers
DIY - Gave her Moxie Florists, Faux Flowers, Sola Wood
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· 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 THE GUESTS?
· ARE YOUR PERSONAL FLOWERS (BOUQUETS, BOUTs, ETC. BEING PROVIDED BY THE FLORIST?
· COCKTAIL HOUR FLOWER DETAILS:
· RECEPTION FLOWERS DETAILS:
· ARE THERE ANY OTHER DECORATIONS BESIDES FLOWERS?
DJ/BAND
Friendly Entertainment
Frank Marsden
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:
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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
- Steve, Father of the Bride
- Theresa, Mother of the Groom - walk with Bride's Grandmother
- Lily & Santi, Bridesmaid & Groomsman
- Chase, Ring Bearer
- Chelsea & Spencer, Maid of Honor and Best man
- Sean & Kourtney, Bride & Groom
BRIDAL PREP
Where Will You Be Getting Ready
Where is The Groom Getting Ready
HAIRSTYLIST INFORMATION
Hairstylist Name
Swept LLC (Hair trial 8/18)
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
SweptLLC
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
BRIDAL PREP NOTES:
- she hasn't chosen the hotel yet; she'll get hair and makeup done there
- Groom will be ready at the hotel
- She will get dressed in the bridal room at The Zoo - find out what time they let her in
- ~~
· WHERE ARE YOU GETTING READY?
· WHERE IS THE GROOM GETTING READY?
Hair Stylist
· ARRIVAL TIME & END TIME:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR HAIR DONE:
· HOW MANY STYLISTS?
Makeup Artist:
· CELL PHONE NUMBER:
· NUMBER OF GIRLS GETTING THEIR MAKEUP DONE:
· HOW MANY ARTISTS?
DRESS SHOP
TUX SHOP
INVITATIONS
FAVORS
Yes
Are You Providing Favors
Yes
If Yes, Type of Favors
Animal Cracker Boxes /Scratch off tickets
Will The Favor Be Placed at Each Seat, Put in a Basket , or Displayed on a Table
In a box with sign, please take one / stuffed animals on favor table
FAVOR NOTES:
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RENTALS
No
PHOTO BOOTH
DIY
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:
DIY with IPAD & Printer
A handul of friends will help with this
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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
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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:
Baltimore Waterfront Marriott
- Both bride & groom are staying there
- Bride is getting her hair & makeup at the hotel
- Bride and Groom are getting dressed at The Zoo