TO-DO LIST

6/1/26 Meeting Summary

Lily Conaway and Charlene Gallagher discussed wedding planning details. Lily is considering RK Catering for a more casual Pit Beef option, with a contract due by July 31. They reviewed the draft timeline, including a 4-hour photography block, and discussed adding an extra hour for flexibility. The officiant is Deanna McKeever, and the venue provides an arch. Lily will have 85 guests and is finalizing vendors like Precious Pics for photography and Chris for DJ services. They also discussed logistics for the day, including a site visit, cleanup arrangements, and the importance of having the best man handle the rings.

Action Items

• Save the contract links received from the bride into the wedding planning portal and also save copies on the planner’s computer.
• Update the wedding timeline to remove the first look, add getting-ready photos for the bride and groom, and adjust the photography coverage to start at 1:00 PM and end at 7:30 PM.
• Coordinate with Cassidy to schedule an evening site visit at the venue (after 4:00 PM, avoiding Thursday) and send the bride the confirmation details and Cassidy’s email.
• Review Chris’s DJ contract once the link is received and update the vendor list and timeline accordingly.
• Contact RK Catering in Winfield, MD to request a full-service catering quote for the wedding.
• Send the planner the online contract links for Precious Pics (photographer) and, once the caterer is chosen, the caterer’s contract link so they can be saved in the portal and on the planner’s computer.
• Speak with her parents and her fiancé’s parents to confirm who will stay at the barn after the ceremony to pack up items and coordinate with the venue owners for cleanup.
• Schedule a September appointment with Flowers by Evelyn to finalize the wedding floral design.
• end the planner the link to Chris’s DJ contract so it can be reviewed and added to the vendor list.
• Inform the salon owner that hair and makeup must be completed by noon on the wedding day.
• Send the planner the names of the groomsmen and best man, bridesmaids and maid of honor, and the names of both sets of parents so they can be added to the wedding party list and timeline.
• Contact the caterer (Salerno’s or RK Catering) to confirm whether liquor service will be provided and that the DJ and vendors will be allowed to eat off the buffet.
• Discuss with the caterer whether they can provide trays or stands for the cupcakes and coordinate how the cupcakes will be displayed.

Outline

• Charlene Gallagher asks Lily Conaway about the planning progress, and Lily mentions they have booked catering with Salernos but are considering RK Catering for a different price.
• Lily explains that the contract with Salernos is due by July 31, giving her some time to make a decision.
• Charlene advises Lily to ensure RK Catering is a full-service caterer that handles setup and cleanup.
• Lily mentions she received a quote from RK Catering, which specializes in Pit Beef, and is considering it as an option.

Timeline and Photographer Details

• Charlene asks if Lily has received the draft timeline she sent, and Lily confirms she has.
• Lily mentions she has a contract with Precious Pics for photography but is having issues saving the PDFs.
• Charlene offers to save the links to the contracts on her computer if Lily sends them to her.
• They discuss the timeline for the photographer, considering adding an extra hour for getting ready or later in the evening.

Officiant and Signage

• Charlene confirms Deanna McKeever as the officiant and mentions the need for signage like welcome signs and unplugged wedding notices.
• Lily confirms she is still looking for a florist and that the venue provides the arch.
• They discuss the need for a site visit to finalize details and set up a time for a walkthrough.
• Charlene mentions the importance of having someone to take care of cleanup at the end of the night.

Vendor Count and Liquor Provision

• Charlene and Lily discuss the vendor count, confirming the DJ, photographer, and coordinator.
• They clarify that the DJ will bring his daughter to assist, making it two DJs.
• Charlene advises Lily to ensure the caterer provides food for the DJ and his daughter if they are helping.
• They discuss the provision of liquor and whether it will come from the caterer or need to be arranged separately.

Cake and Desserts

• Charlene asks Lily about the cake, and Lily mentions they will have a small cake with cupcakes.
• They discuss the possibility of serving the cake during the reception or saving it for the parent tables.
• Charlene advises Lily to talk to the caterer about providing trays for the cupcakes.
• Lily mentions they have a new kitten and shows a picture, distracting Charlene briefly.

Photography Timeline and Quiet Time

• Charlene and Lily discuss the photography timeline, considering the need for getting ready photos and family pictures before the ceremony.
• They plan for the photographer to be present during cocktail hour for formal photos.
• Lily expresses interest in having a quiet time with the wedding party after photos with the family.
• Charlene confirms the plan to have a quiet time for the wedding party before the reception starts.

Ring Bearers and Best Man's Role

• Lily asks about the role of ring bearers and mentions an idea she saw at other weddings.
• Charlene advises against using chairs for the rings, suggesting the best man could bring the rings forward.
• They discuss the traditional role of ring bearers and the importance of the best man having the rings
• Lily considers having the best man bring the rings forward in a unique way, like a hawk flying with the rings.

Checklist and Invitation Timeline

• Charlene shows Lily the checklist in the portal, which helps organize tasks and vendors.
• Lily asks about the timeline for sending invitations and save-the-dates, and Charlene advises sending invitations in August.
• They discuss the importance of having a clear timeline and checklist to avoid feeling overwhelmed.
• Charlene offers to help with vendor recommendations and advises keeping her in the loop with any updates.

Next Steps and Meeting Schedule

• Charlene confirms the next meeting is scheduled for September 8 and advises Lily to have the caterer and florist contracts by then.
• They discuss the possibility of arranging a walkthrough with the coordinator, Cassidy, and agree on an evening time that works for both.
• Charlene will send an email with Cassidy's contact information to Lily.
• Lily thanks Charlene for the guidance and confirms the next steps for the planning process.