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TO-DO LIST

Megarity

December 31, 2024

Suggested Meetings

PLEASE CONFIRM THAT THESE DATES AND TIMES ARE GOOD WITH YOUR SCHEDULE

*all meetings at 6:00 pm - could d0 6:30 pm if you need extra time to get home from work

2/26, 3/6, 4/10, 5/8, 6/11, 7/10, 8/14, 9/11, 10/16, 11/6

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Late November or early December will probably be the final walk-through at the venue firming up details; review timeline for both events

 

 

Payment Schedule

Wedding Planning Sangeet Plan Cost

Orig. Cost $ 4,595.00 $ 2,000.00

Discount $ (250.00)

Total Cost $ 4,345.00

Deposit $ (450.00)

Balance $ 3,895.00 $ 2,000.00

 

Dates Due Wed Planning Sangeet Planning Combined Payment

3/1/2024 $ 432.78 $ 224.00 = $ 656.78

4/1/2024 $ 432.78 $ 222.00 = $ 654.78

5/1/2024 $ 432.78 $ 222.00 = $ 654.78

6/1/2024 $ 432.78 $ 222.00 = $ 654.78

7/1/2024 $ 432.78 $ 222.00 = $ 654.78

8/1/2024 $ 432.78 $ 222.00 = $ 654.78

9/1/2024 $ 432.78 $ 222.00 = $ 654.78

10/1/2024 $ 432.77 $ 222.00 = $ 654.77

11/1/2024 $ 432.77 $ 222.00 = $ 654.77

$ 3,895.00 $ 2,000.00 = $ 5,895.00 Total Paid

Sangeet Planning

  • Secure venue for 12/30/24 from 6:00-11:00 pm
  • Food menu; finalize - will venue let them bring in outside food (Chipoltle)
  • Bar menu; finalize
  • Final Guest Count
  • Tables, Chairs, Linens
  • Flowers - use same flowers for the wedding; see if the venue has a frig to store them in
  • Entertainment
  • Invitations (separate invitation and reply for this event)
  1. DJ - Bollywood - arrange program with Raj's cousin
  2. Photographer - use same photographer
  3. Do the entertainers need to change clothes
  • Figure out timing for rehearsal
  • Figure out timing for Sangeet program
  • Develop timeline for vendors and brial party
  • Assigned seating for guests
  • Is there any other element to the program
  • Do we have any personal items being set up for this event
  • Combine this event night with guest night room blocks

 

$50K Budget

  • $1,250 - Ceremony (2.5%) (site fee, officiant fee, accessories)
  • $24,000 - Reception (48%) (site, rentals, food & service, beverages & bartender, cake & cutting fee)
  • $5,000 - Attire (10%) (dress, alterations, headpiece/veil, lingerie, shoes, gloves, bag, jewelry, hair & makeup, pre-wedding pampering, groom's tux, groom's accessories, shoes, tie, cufflinks, etc)
  • $3,000 - Flowers/Decor (6%) (boquets, boutonnieres, flower girl, ring bearer, corsages, centerpieces, ceremony decorations
  • $4,000 - Music (8%) (ceremony musicians, cockhour musicians, reeption band/DJ)
  • $3,500 - Photography (7%) (photography, videography, prints, videos)
  • $1,000 - Stationery (2%) Save the Dates, Invitations, thank you notes, signage)
  • $1,000 - Transportation & Lodging (2%) (limo, car rental, guest shuttles, parkin,g, bride & groom's room)
  • $3,250 - Misc. (6.5%) (tips, taes, overages, & marriage license)
  • $4,000 - Personal Additions (8%) (ceremony accessories, photo booth, linen rentals, etc.)
  • $50,000 - TOTAL *does not include Planning fee

To Do List for Haley & Raj

WEDDING PARTY

  • Determine if you want the bridesmaids and groomsmen to walk paired or single file
  • Schedule Henna
  • Hair and Makeup need to be finished by 1:00 (get dressed at 1:30; leave Sykesville at 2:15; arrive for photos at 3:00
  • Make sure you and your Bridesmaids have all your accessories and shoes

ALCOHOL

  • Find a liquor store that will deliver & take back unopened bottles
  • Who will take the alcohol at the end of the night

HOTELS

  • Have whoever made the reservations at the Candlewood, Arundel Preserves and Residence Inn call the hotels and ask for a printout of who is staying and how many rooms are blocked
  • When we get a transporation contract, someone will put a sign at the front desk with the bus schedule

PRINTING

  • Seating Chart - same seats for each night
  • Welcome Sign
  • Misc. signs, such as Gifts & Cards, Sign Guestbook, etc.

TIPS FOR VENDORS

  • If you're giving out Tips, put each vendor's tip in cash in a separate envelope marked for that vendor

ITEMS TO PURCHASE

  • A type of guest book (I rent a vintage phone where guests can leave messages)
  • Photos of the two of you (if you're doing this)
  • Ceremony Items, firepit, garlands, chair & bench
  • Baraat items; hats, sticks, etc.
  • New Year's Eve items; hats, glasses, things you blow, etc.
  • Toasting glasss, if you have them
  • Cake cutting knife and server
  • Cake topper

LEFT OVER FOOD

  • Who will take left over food after both the Sangeet and the Wedding?

PERSONAL ITEMS

  • Pack like items separate; such as Sangeet items, Baraat Items, Ceremony items (Firepit, garlands, etc), Reception items (gift box, signs, favors, additional decorations)
  • Have your Dad or Laura take all your personal items when they go to decorate
  • Who will take everything at the end of the night - all the items you brought

To Do List for Charlene

COUNT DOWN

  • Do they want a champagne toast

 

CAKE

  • Call a Costco closest to the venue and find out how far in advance we have to order sheet cakes
  • How many do we need for 166 people

LINENS

  • Check linens count (adjust Loane Brothers)

TABLE CONFIGURATION

  • Get table configuration from Laura

TIMELINE

  • Run draft by Angie
  • Find out what time we can get in to set up before each event and also DJ & Caterer

HOTEL

  • Call Fairfiled to find out how many guests are staying there
  • Send them a sign for the front desk once transporation is confirmed

 

SARAH

11/5 Woodlawn quote 12/30 $1080 and 12/31 $1350 = $2430

11/5 Sent Woodlawn a more detailed email on transportation needed to confirm the cost their transportation quote

09/26 American Limo quote $8650.97

11/26/24 - Recd. quote from Z-Best (Char)

 

Bus Quotes for 2 buses each on 12/30 & 12/31 (Char)

American Limo 12/30 = $3903 / 12/31 = $4868 = Total $8771

Woodlawn Motor Coach 12/30 = $2250 / 12/31 = 2790 = Total $5040

Z-Best 12/30 = $3311.16 / 12/31 = $4730.22 = total $8041. 38

 

11/26/25 - Sent confirmation email to Woodlawn Motor coach with final stops schedule making sure this price is still good. (Char)

 

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