EVENT DETAILS
Deitra "DeeDee"
Cainaan (Cain)
Thursday, August 20, 2026
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NOTES
Co-Planner: Cassidy Coates 443-846-4129
Lead Coordinator: Cassidy Coates
Assistant: Maddy Cook - confirmed
Colors: Dark Teal, Gold & Burnt Orange
I see on the timeline the bridesmaids and I are scheduled to be dressed and ready for the photographer by 12 pm, I would like the photographer to be able to take shots before I have on my makeup and dress as well as after. Therefore, should I have my makeup and dress put on later? Also, since there are three bridesmaids that will require make-uo and I will have my makeup and hair done by Beauty vendor The current timeline but most likely having her arrive at approximately 7:30 in the morning.
Draft Timeline:
7:30 - Dee Dee's hair and makeup vendors arrive
*Dee Dee will send me hair and makeup contact info. so I can work out the timeline
11:30 - Hair and Makeup needs to be finished
11:30 - Bridesmaids get dressed
No robe pictures
12:00 - Bride gets dressed
12:00 - Photographer arrives
12:00 - 1:15 - Photos with Bride and Bridesmaids
1:00 - Start time at venue for vendors - confirmed
1:15 - Photos are finished at Embassy Suits
1:30 - Groom and groomsmen depart from hotel
*NO FIRST LOOK
1:45 - Bride Departs from Embassy Suites
2:00 - Groom and Groomsmen arrive
2:00-2:30 - Photo Shoot with Groom and Groomsmen
2:00 - Cake arrives (confirmed with Dee Dee)
2:15 Bride will arrive in her dress - wait in the limo
2:30 - Guests begin to arrive INVITATION SAYS 2:30 - WANTED IT EARLY
3:00-3:30 - Ceremony - Japanese Tea House
3:30-4:30 - Cocktail Hour - Fragrance Garden
4:30-9:00 - Reception - South Terrace (outside) rain plan: auditorium glass building
4:30-4:40 - Invite guests to take their seats on the South Terrace
4:45 - Introductions of Bridal Party - confirmed
4:50 First Dance
4:55 - Welcome Speech - Bride's Dad / Blessing FOB or Cain's uncle Paul
5:00-6:00 - Dinner
5:55 - Toasts by MOH & BM
6:00 - Cake Cutting
6:05 - Parent Dances - not sure about mother/son
6;10-9:00 - Dancing
7:30-7:50 - Sunset / Golden Hour Photos
7:50 - Bride changes out of her gown
8:00 - Bar shuts down
8:00 - Photographer departs
8:00 - Caterer's service ends ?? she's checking to have them stay until 9;00
8:00-9:00 - Dancing
9:00-10:00 - Vendor Clean up / Pack Up
*Grounds are open to the public from sunrise to sunset
NO PHOTOS OF THEM OR THEIR GUESTS - WE CAN TAKE PHOTOS OF DECORATIONS
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher, Your Day Your Way LLC
410-925-1086
Partial Planning - Cassidy Coates
Lead Coordinator - Cassidy Coates
Colors: Teal, Gold & Burnt Orange
PHOTOGRAPHER
Precious Pics
Arrival Time
12:00 pm -8:00 pm
Where:
Embassy Suites
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
7:52 pm
Dietary Restrictions
Is There a Second Shooter
No
PHOTOGRAPHER NOTES:
OFFICIANT
Cain's Uncle Paul
Information Here
Arrival Time
Information Here
OFFICIANT NOTES:
CEREMONY VENUE
Brookside Gardens / Japanese Tea House
301-962-1404 (Office)
Time of Ceremony
3:00-3:30 pm
Venue
Brookside Gardens - Japanese Tea House, 1800 Glenallen Ave., Wheaton MD 20902
Rehearsal Date & Time
8/19/26 3:00 pm
Rehearsal Location
Wedding County
Montgomery
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
tAKING TO rACHEL
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.
No
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
Nonw
What Flowers Do You Have For The Ceremony
No
Are You Providing an Arch
No
If Yes, Who Will Set It Up
N/A
Who Will Decorate It
N/A
Do You Have Separate Ceremony Musicians
DJ
What Is The Rain Plan
CEREMONY NOTES:
RAIN PLAN
Courtyard or inside building - decision 3 hours prior to ceremony
REHEARSALS
9.1. All Weddings include a free, one-hour self-run rehearsal
9.2. Rehearsals do not have a reserved space and may not have access to Clients
reserved site(s).
9.3. Rehearsals can be scheduled Monday-Sunday from Sunrise to Sunset, subject to
availability.
9.4. Rehearsals are scheduled on a first come, first served basis.
9.5. Brookside Garden’s Visitor Center is not available for rehearsals.
9.6. Brookside Gardens reserves the right to reschedule as necessary.
WALKTHROUGH
10. Pre-Event Walkthrough and Insurance
10.1. Brookside Gardens requires a walkthrough with Staff no less than thirty (30) days
prior to your event (“Pre-Event Walkthrough”). Brookside Gardens strongly
suggests that Client invites planner/day of coordinator, caterer, and DJ to event
walkthrough.
10.2. Walkthroughs can be scheduled no earlier than eight (8) weeks prior to the event.
Email Jennifer.Bland@MontgomeryParks.org to schedule your Pre-Event
Walkthrough.
10.3. Event Liability and/or Cancellation Insurance is not required but highly
recommended for all Events.
NOTES
- Contract states that Brookside will set up and break down outdoor ceremony seating in Garden areas only.
- Breakdown of tables and chairs amd trash removal is the responsibility of the client. MAKE SURE CATERER IS DOING THIS
- Catereer must be full-service, licensed, and insured
- Homemade food is prohibited
- All vendors must provided COI
- All alcohol, including beer & wine, champagne, liquor & Mixed Drinks must be purchased from a Montgomery Co. liquor store. Keep receipts for proof or purchase.
- No shots / no kegs
RECEPTION VENUE
Brookside Gardens - South Terrace, Jennifer Bland
301-962-1404 (Office)
Venue Location
Brookside Gardens - South Terrace
What Time are Vendors Allowed In
RECEPTION NOTES:
Rented Dance Floor
We have 2 different floor plans; 1 for ST & 1 for head table
Tablecloths are Dark Teal
Napkins are Burnt Organe
Gold Chargers
- All candles must be inside glass containers taller than the flame
- No glitter, smoke machines, dry ice, streamers, confetti, artificial flowers in the gardens (fake, silk, wood), combustibles, balloons, butterfly of dove release, releasing lanterns or pinatas are NOT ALLOWED.
WALKTHROUGH
- Required no less than 30 days prior - by 7/20. They suggest having the Planner, DJ, & Caterer attend
COCKTAIL HOUR
Time of Cocktail Hour
3:30-4:30 pm
Location
Fragrance Garden
Are There Separate Musicians
DJ
What Is The Decor of The Cocktail Hour
No
Is There Signage For The Cocktail Hour
Seating Chart
COCKTAIL HOUR NOTES:
- We have a map of the Frangrance Garden
RECEPTION
What Is The Time of The Reception
4:30-9:00 pm - Outside on patio (South Terrace)
What Signage Do You Have For The Reception
Welcome Sign
Will You Provide a Guest Book
No
What Type
N/A
Will You Have Place Cards Or a Seating Chart
Suggested 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 - Public
Will You Have a Memorial Table
No
If Yes, What Type (Photos, Candles, Flowers, Etc.)
NA
Will There Be Yard Games
No
If So, What Yard Games Need to Be Set Up
N/A
What Decor Other Than Flowers Will You Have at The Reception
Centerpieces from something borrowed & LED candles
Who Will Be the Person(s) To Take Everything At The End of The Night
Parents of the Bride - she's asking
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
No
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
Yes
If Yes, What Is The Decor For This Table
Same as other tables
Will You Provide Your Toasting Glasses
??
CATERER
Genesis
Dianna
Arrival Time
Booked Time
3:00-8:00 pm (Bar shuts down at 8 pm) Dancing until 9 pm
What Is Your Guest Count
60 - Final count 14 days before the wedding
How Many Are Kid's Meals
1 or 2
Vendor Count
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
Yes - Caterer will dispense it - bartender
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
No
If Yes, What Are The Names of The Drinks
N/A
Will You Have Signs Showing Names and Ingredients
N/A
CATERER NOTES:
7/11/26-Waiting on updated contract - Cassidy is following up with Dianna
6/17/26-Cass is getting a revised quote from Genesis - add alcohol and bar, extend hours, add napkins
- Venue supplies tables & chairs - provided by venue - they're setting up / caterer breaks down
- Dance floor is required
- They supply table covers & napkins by caterer
BAKER
Sweet Greene Cupcakes
(703) 278-3382
Arrival Time
Is It a Tiered Cake or a Small Cake
Yes
If It Is a Tiered Cake, How Many Tiers Is It
3
Do You Want to Save The Top
Yes & leftover cake
If It's a Small Cake, Do You Want to Save The Rest of It
N;A
If Not, Do You Want It Served To The Parent Tables
N/A
Are You Having Desserts
No
If Yes, Are They Coming From The Baker
N/A
What Kind
N/A
Do You Have Any Rentals Such as Stands, Trays, Etc.
Acrylic Stand from Baker
Are You Providing Your Own Knife & Cake Server
??
Are You Providing a Cake Topper
Mr. & Mrs. cake provided by the Baker
If Yes, Will It Be Taken to The Baker
N/A
BAKER NOTES:
FLORIST
Something Borrowed
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
7/11/26-Dee Dee is sending us the floral list
Reception Flower Details
FLORIST MISC. NOTES
She can't have real flowers - suggested Something Borrowed
DJ/BAND
703-505-1987
Davito Romello
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:
7/11/26 - Cassidy is following up for contract
He is the Emcee
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
Kayla Fenwick
202-552-9668
Where Will You Be Getting Ready
Embassy Suites, 6711 Democracy Blvd., Bethesda, MD 20817 301-897-5600
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
None of the girls
How Many Stylists
MAKEUP ARTIST INFORMATION
Makeup Artist Name
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
MOH, BM (2) & Bride
How Many Makeup Artists
BRIDAL PREP NOTES:
7/11/26 - Cassidy is following up for contract
DRESS SHOP
David's Bridal
TUX SHOP
Cain rented his tux
INVITATIONS
Kindly RSVP
Cain did the invitation design
Meeting with Rachel 7/13
FAVORS
Yes
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:
PHOTO BOOTH
N/A
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
Precious Pics
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
How Many Shuttles
Booked Time for Each
How Many Locations for Pick Up
Names of the Hotels that They Are Staying At
- 7/11/26-Cassidy is arranging for a vintage car & sprinter
- She wants a vintage car - sent her some links
- No Transportation for guests
Distance and Time Between Each Stop
TRANSPORTATION NOTES:
She wants a vintage car for her & Cain
Shuttle for the bridesmaids & groomsmen