EVENT DETAILS
Diaz Arias
June 20, 2026
NOTES
Planners:
Charlene Gallagher, 410-925-1086
Cassidy Coates, 443-846-4129
Draft Day of Wedding Schedule:
1:00 Groom gets dressed
1:00 - Hair and Makeup need to be finished
1:30 - Bride gets dressed
2:00 - Coordinator arrives at Milton Inn
2:30 - Groom arrives at Milton Inn / Parents arrive
3:00 - Bride & Groom arrive to Milton Inn / Parents arrive
3:30-4:45 - First Look for Bride & Groom / Pre Ceremony photos with Bride & Groom and family
4:30 - Shuttle picks up guests at the Marriott
4:45 - Bride & Groom hide from guests
5:00 - 3 piece Jazz Band plays until 10:00 pm - Petite Four
Play outside from 5:00-6:45
5:00 - Guests begin to arrive
5:30-5:45 - Ceremony
5:45-6:00 - Guests transition to Cocktail Hour
6:00-7:00 - Cocktail Hour
6:45 - Petite Four Band moves inside
7:00- Guests get seated in the Main Dining Room
7:00-8:00 - Buffet Dinner
7:10 - Luisa & Adam make their grand entrance
Welcome Speech - Adam's dad will say something
8:00 - Desserts
8:30-10:00 - Mingling
9:00 - Petite Four departs
9:00-10:00 - Milton Inn will play background music
10:00 - Lusia & Adam depart for The Four Seasons
INTERNAL NOTES
CASSIDY - PLANNING NOTES:
- VENUE
- Work out timeline with Felicia Gibbs at the Milton Inn
- Arrange a time when you can go to Milton Inn with Luisa and Adam
- Find out how many tables she will set up for 70 people. DONE
- Arrange a final meeting to go over meeting and logistics
- They need a wide aisle because her mom and aunt are walking her down
- Ask her if there will be a welcome table to sit a centerpice on along with place cards.
- Arrange for a space for their brunch the next morning from 10-Noon. Have her send Lusia & Adam a menue for the brunch. They can pick a menu and then you can work with Felicia on the guest count.
TRANSPORTATION
- Ask Luisa and Adam how they are getting to the Milton Inn - do they want to add time to the Transporation service to take them. Luisa said Adam's dad might pick her up - confirm that. Also confirm if they'll have a car at the Milton Inn or if they need a Sedan to take them at the end of the night.
- Arrange from shuttle from 4 Seasons to The Milton Inn / pick up time 4:30 pm (google the time and add 15 minutes) - Check Thoroughbred Transporation, Sarah Orem. We need pick up at restaurant and then pick up at the Milton Inn at 10:00 to take guests back to hotel. Work out timing with Sarah.
- Will Luisa and Adam get on the shuttle at the end of the night to go to the hotel? If not, arrange a Sedan to pick them up at 10:15 pm to take them to the address they're going to. DONE
FLOWERS:
- Search for florists in Sparks-Glencoe who deliver. They don't want anything fancy. A nice low white arrangement with greens, a bouquet for her, and a boutonniere for him. Use your discretion. Pick out something appropriate for a dinner reception and send them some pics or the link.
- Arrange for 8 low centerpieces - whites with greenery
PHOTOGRAPHER:
- Char reached at to Matt Buerhaus at Editing Life -work out details with Cassidy NOT AVAILABLE
- If Matt is not available, reach out to some local (non-wedding) photographers to see what they charge for 4 hours - DONE
SELFIE STATION
- Tell Luisa & Adam that we have a sheer fabric backdrop with small white lights. We'll rent it and the frame out for $50. This is for selfies with cell phones. Tia has this if you need to get it.
WEDDING DETAILS
First Name:
Luisa
Last Name:
Diaz Arias
Cell Phone:
443-570-8457
Email:
Partner's First Name:
Adam
Partner's Last Name:
Josephson
Partner's Cell Phone:
401441-4941
Partner's Email:
Address:
120 Lucca Ln, Abingdon, MD 21009, USA
Getting Ready Location:
Ceremony Location:
14833 York Rd, Sparks Glencoe, MD 21152, USA (The Milton Inn)
Partner Getting Ready Location:
Reception Location:
14833 York Rd, Sparks Glencoe, MD 21152, USA
VENDOR LIST
WEDDING PLANNER
Charlene Gallagher & Cassidy Coates, Your Day Your Way LLC
410-925-1086
Sunset Time
Dietary Restrictions
Is There a Second Shooter
PHOTOGRAPHER NOTES:
4/29/26- A virtual meeting was set up. Have not received contract yet - Cassidy will follow-up.
OFFICIANT
Through Milton Inn
Carson
Arrival Time
OFFICIANT NOTES:
4/29/26-Cassidy is confirming with Adam & Luisa that they have an Officiant and is getting contact info.
CEREMONY VENUE
The Milton Inn (patio)
Time of Ceremony
5:30-5:45 (Patio)
Venue
The Milton Inn (they rented the 1st floor)
Rehearsal Date & Time
N/A
Rehearsal Location
N/A
Wedding County
Baltimore
Will You Have Programs
No
If Yes, Will They Be Placed on Seats or in a Basket
Do You Have Readers
No
If Yes, How Many
Will You Have Aisle Markers
Information Here
If Yes, Are You Providing or is The Florist
How Many Rows Are Being Reserved
2 rows each side (reserved signs
Is There a Unity Candle, Wine Box, Hand Fasting, Etc.
NO
Will There Be An Aisle Runner or Petals
If Yes, Will It Be Placed Ahead of Time
Who Is Providing
What Signage Do You Have for the Ceremony
NO
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
What Is The Rain Plan
CEREMONY NOTES:
Felicia Gibbs
A mix of sitting and standing
RECEPTION VENUE
The Milton Inn, Felicia
Venue Location
What Time are Vendors Allowed In
I have Cassidy arriving at 2:00
RECEPTION NOTES:
Felicia Gibbs
Seating for dinner will be open with te exception of one long table (14 guests) in the Main Dining Room which will be reserved for family.
COCKTAIL HOUR
Time of Cocktail Hour
5:45-6:45 pm
Location
Are There Separate Musicians
Jazz Band from 6-10
What Is The Decor of The Cocktail Hour
Is There Signage For The Cocktail Hour
COCKTAIL HOUR NOTES:
RECEPTION
What Is The Time of The Reception
7:00-10:00 pm
What Signage Do You Have For The Reception
Will You Provide a Guest Book
No
What Type
Will You Have Place Cards Or a Seating Chart
Open Seat
Will You Provide the Table Numbers
Reserved sign for Luisa's side of the family
Will You Provide a Gift Box For The Gift Table
Basket
Will You Provide Bathroom Baskets
Will You Have a Memorial Table
If Yes, What Type (Photos, Candles, Flowers, Etc.)
Will There Be Yard Games
If So, What Yard Games Need to Be Set Up
What Decor Other Than Flowers Will You Have at The Reception
Who Will Be the Person(s) To Take Everything At The End of The Night
Is There Any Other Entertainment (Caricature Artist, Live Painter, Etc)
SWEETHEART OR HEAD TABLE
Are You Having a Sweetheart or Head Table
No
If Yes, What Is The Decor For This Table
Will You Provide Your Toasting Glasses
CATERER
Milton Inn (in-house)
Arrival Time
Booked Time
What Is Your Guest Count
68 incl B&G
How Many Are Kid's Meals
Vendor Count
(1) coordinator (1) photographer (3) Band members = 5
Vendor Dietary Restrictions
Are You Providing Your Own Liquor
N/A
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
If Yes, What Are The Names of The Drinks
Will You Have Signs Showing Names and Ingredients
CATERER NOTES:
BAKER
No Cake / Desserts
Arrival Time
Is It a Tiered Cake or a Small Cake
If It Is a Tiered Cake, How Many Tiers Is It
Do You Want to Save The Top
If It's a Small Cake, Do You Want to Save The Rest of It
If Not, Do You Want It Served To The Parent Tables
Are You Having Desserts
Yes
If Yes, Are They Coming From The Baker
Milton Inn
What Kind
Do You Have Any Rentals Such as Stands, Trays, Etc.
Are You Providing Your Own Knife & Cake Server
Are You Providing a Cake Topper
FLORIST
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
Cocktail Hour Flower Details
5/7/26-Recd proposal from Janda Florist. Luisa is to call with credit card for 50% of deposit after Mother's Day.
4/29/26-Cassidy suggested a florist to Luisa and Luisa likes their florals. Hydrangas for the 7 tables and a mini orchid cascading bouquet for her. Cassidy will get a quote.
Reception Flower Details
Luisa's bouquet will be placed in front of her and Adam.
FLORIST MISC. NOTES
Can't attach the PNG file as a contract
DJ/BAND
Petite Fleur
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:
2-pc Jazz Band from 6-10 pm
5/9/26-Deposit Paid
Hi Christie,
We just sent you a deposit, from my account ("For Luisa's wedding").
My best,
Adam
FLOW INTRODUCTIONS
Will Parents and Bridal Party Stand During Your Introductions or Will They Be Seated
N/A
Are Grandparents Being Introduced or Are They Being Acknowledged From Their Tables
N/A
Are Parents Being Introduced or Are They Being Acknowledged From Their Tables
Bride & Groom Only
How Do You Want to Be Announced
Are You Changing Clothes
Is There a Special Exit
Misc Flow/Introductions Notes
ENTERTAINMENT
Information Here
ENTERAINMENT NOTES:
BRIDAL PREP
Where Will You Be Getting Ready
Home with family
Where is The Groom Getting Ready
His home
HAIRSTYLIST INFORMATION
Hairstylist Name
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
Makeup Artist Cell Phone Number
Number of Girls Getting Their Makeup Done
How Many Makeup Artists
BRIDAL PREP NOTES:
DRESS SHOP
TUX SHOP
INVITATIONS
FAVORS
No
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:
RENTALS
PHOTO BOOTH
No
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:
Do they want to rent my back drop for $50? Confirm that they want a backdrop for selfies.
VIDEOGRAPHER
N/A
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
Thoroughbrd
How Many Shuttles
Booked Time for Each
How Many Locations for Pick Up
Names of the Hotels that They Are Staying At
- I just spoke with the drive team at the Four Seasons and they suggested that the mini coach park at the Marriott, with Four Seasons guests walking over to be picked up (directly across the street). They typically work transportation out this way when guests from one party are split between the two hotels, as the Marriott layout allows for a smoother pickup.
- Cassidy arranged for a 32-passenger mini bus. She is asking Sara for a copy of the contract. If more than 32 guests stay at the hotel, we may have to add a Van or up the size.
DEPOSIT PAID
4 Seasons
Marriott (guests will walk over to 4 Seasons)
Distance and Time Between Each Stop
TRANSPORTATION NOTES:
Needs transporation from 4 Seasons / Marriott to Milton Inn and back
20-30 guests
NOTES FROM ZOOM MEETINGS
5/15/26 - EM from Cassidy MILTON INN
Good afternoon Felicia,
I hope you’ve been well! I have a few additional notes and questions pertaining to Luisa and Adam’s wedding in June:
1. Is there a way to have two long tables with 14 seats each in the Main Dining Room? And do you have a floor layout that can show the 2 long tables as well as the arrangement of the additional guest tables?
2. For the ceremony, how many chairs will be in each row, and how many rows? I know we will have less seats than you typically have as they need a wider aisle.
3. When do you need their final guest count and menu?
4. They will have 1 guest (Johnny) who will be ordering off the regular menu, as well as 2 guests who are vegetarian.
5. Will the 3-piece band eat off the buffet as well? If so, there will be 5 vendors. If not, there will be 2. How do you charge for vendor meals?
I think that’s all for now (: Thank you for all of your help!
5/14/26
It was great to speak to you a while ago about your wedding! Below are some items we discussed:
1. Adam will call the florist tomorrow and pay the deposit.
2. Luisa is ordering the suggested signs.
3. They have decided not to use a Selfie Station.
4. They would like 2 long tables of 14 seats each to seat 28 guests and 20 guests will sit at other tables.
5. Luisa and Adam will sit at the long table that is NOT reserved for her family.
6. Cassidy will save 2 seats at that long table.
7. We need to get a floor layout showing the arrangement of tables from Felicia - Cassidy will contact her.
8. We need to know how many chairs they will put in each row so that Luisa knows who to sit in the reserved seating. Cassidy will contact Felicia.
9. There will be 48 guests, including Luisa and Adam, for the Brunch. Cassidy will get the contract and the deposit information to reserve the room.
10. Luisa and Adam will look over the menu options for the Brunch.
11. We need to find out when the final count and menu is due to Felecia at Milton Inn. Cassidy will find out and Luisa and Adam finalize their menu. There will be 2 vegetarians and one guest, Johnny, will order off the regular menu. Figure out with Felecia how to determine the vegetarians with open seating.
12. We need to find out if the 3-piece band needs to eat off the buffet. If they don't, there will be 2 vendors (Coordinator & Photographer). If the band eats, there will be 5 vendors. Cassidy will find out from Felecia if the band normally eats during an event. Also, how much she charges for vendor meals.
13. Luisa will work on the ceremony reserved seating.
14. There will be no favors.
15. Luisa and Adam are in contact with the Officiant and need to write their vows
16. Luisa and Adam are working with the band on music selection.
17. The Draft Timeline looks good. Adam and Luisa will leave their house about 2:20 to arrive at The Milton Inn at 3:00.
18. Luisa will not get dressed at The Milton Inn.
BRUNCH
Four Seasons
5/19/26-Contract signed & deposit paid
WEDDING PARTY
WEDDING PARTY NOTES:
No wedding party - just bride & groom
Her Mother and Grandma will walk her down the aisle
Adam walking by himself - he'll be upfront waiting for her
Are Grandparents Walking or Will They Be Pre-Seated
All seated
Are Parents Walking or Will They Be Pre-Seated
Her mother and Aunt will walk her down the aisle
PROCESSIONAL ORDER
Groom's Grandparents
Pre-seated
Bride's Grandparents
Pre-seated
Groom's Parents
Pre-seated
Bride's Mother Escorted By
She's walking with bride
Groom
Walking behind the Officiant
Best Man
N/A
Groomsmen
N/A
Bridesmaids
N/A
Maid of Honor
N/A
Ring Bearer
N/A
Flower Girl
N/A
Bride and Her Dad or Escort
Luisa, her mom, and her Aunt