Event Design Workbook Steadman/Brown Wedding October 6, 2012
Event Information Katie Steadman / Andrew Brown Wedding Contact Information: Katie Steadman email@example.com 512-947-2959 Andrew Brown firstname.lastname@example.org 817-726-0408 Sid Steadman SkiDoc681@hotmail.com 512-497-6148 Wedding Date: October 6, 2012 Location: Steadman Residence, 14521 Pocohontas Trail Leander, TX 78641 Ceremony: 5:45 P.M., Backyard at lake-facing field/light post altar Cocktail Hour: ~6:00 P.M. Backyard, near-house grass courtyard Reception: ~7:00 P.M. Immediately following cocktail hour, All of backyard Guest Count: ___102___ Invited ____96____ Estimated Guests Rehearsal Date: October 5, 2012 Rehearsal Time: 3:00 PM Rehearsal Location: 14521 Pocahontas Trail Leander, TX 78641 Rehearsal Dinner: 6:00 PM , Salty Sow Lodging: Katie @ House, Andrew @ Lake House - Address Event Set-Up: Friday, October 5, 2012 – Afternoon/Early Evening (Time TBD) Saturday, October 6, 2012 - All Day, Completion by 5:00 P.M. Event Tear Down: Saturday, October 6, 2012 - Immediately following reception Sunday, October 7, 2012 - As necessary following morning Monday, October 8, 2012 – Lighting and rental pick-ups
Vendor Contacts A Style Collective Kirbi Knop, Tina Sanford 1113 Vine St. Suite 220 Houston, Texas 77002 Mobile 979.324.9035 email@example.com www.astylecollective.com Marquee Event Rentals Laura Page 4616 W. Howard Ln Bldg 4 Ste 400 | Austin, TX 78728 Mobile 512.289.8972 | Tel 512.491.7368 | Fax 512.491.7477 firstname.lastname@example.org www.marqueeeventgroup.com
Make-up & Hair: Limo TBD Liquor Supplies Specs: Delivery Between 3-4 Jim Cubberley email@example.com Lodging Travaasa Inn Wedding Night Loding for Bride & Groom
ILD Lighting Design Brittany Graham, Brian Dawson 877-266-6935 ext. 8 firstname.lastname@example.org www.ildlighting.com Floral: A Style Collective Catering Jay & Janelle Reynolds 512-350-6365 email@example.com Ceremony Music Allandale Quartet Ronda, Realtorronda@austin.rr.com 512-587-5293 Cake Cakes By Kathy 512-670-2105 Kelly McCullough Photo 940-390- 6972 firstname.lastname@example.org
Wedding Party Contacts
Bride: Katie Steadman Groom: Andrew Brown Bridesmaids: Amie Ortiz 512-203-2054 email@example.com Melissa Kant 713-851-6484 firstname.lastname@example.org Bonnie Howard 512-913-7993 email@example.com Groomsman/Usher: Ryan Cormier 817-703-3558 Travis Lancaster 817-791-8158 Alex Brown 817-715-7309 Michael Steadman Usher Jonathon Steadman Guest Book Photos Officiant: Sam Hall 469-877-6338 Mothers: Cherri Steadman 512-947-2007 Jeri Brown 817-781-0475 Flower Girls Kevin & Katie Lira’s Daughters: Kayden & Addison Lira – Contact: Katie, 940-765-7588 Justin & Jennifer Sheffield Daughters: Jaylee & Jillianlee – Contact: Jennifer, 817-680-3995 Sean & Maria Toups: Carolyn Toups – Contact: TBD
Creative Consult Inspiration • The location. It is serene, natural and beautiful. • Classic vintage looks mixed with mid--‐century modern pieces (such as the Eames). • We are detail-oriented and like to bring character using interesting and unique details. Description: • Simple, elegant, fresh, comfortable, unique, casual but chic. • We want our guests to feel at ease and welcome from the moment they arrive. Personal Details Ideas: • A “family tree”, with pictures of our family members hung from a tree. • Unique wedding favors. Something that doesn’t include our names on it. • Possible time capsule, guests can write us well wishes/notes, and we will open it upon our five year anniversary. • We are very sentimental, so anything of that nature is great. • Photo escort cards, table number signs – using Andrew’s photos of special and memorable locations •
Family style dining during reception, long wooden tables, possible elegant candelabras.
Color Preferences: • • • •
Gray Shades of Gray Navy White
Textures & Fabric Preferences: • We are open to ideas on fabrics, and would like to include rich textures and a variety of patterns. • •
Touches of burlap might be an option, but overall we want it to look clean. Candelabras in an aged/patina silver possibly
Additional Notes & Thoughts for Décor: • We want to have some type of canopy or other entry piece at the gate leading to the ceremony. • Yard games during cocktail hour, such as croquet, would be a fun touch. • Lighting is key for us, we want the area to feel warm and inviting.
5 Date completed: May 2012
Storyboard Katie Steadman / Andrew Brown Wedding
Steadman/Brown Floor Plan Trees Trees Candelabras
Water & Coﬀee
Escort cards on shuHers
Wine Barrel Bar
e Pat hway to A ltar t hrou
Bar Back Supplies
gh ba ckyar d.
Large Central Tree
Dance Floor over PaNo Carpet Underneath
Speakers House/ Back Door to Restrooms Speakers
Bench for GiRs
Cake & Dessert
Parking Exit Supplies
Entry /E x Bridg it e
- Overall Look: Whites, Ivory, Greenery, Natural. - Specific Flowers: Roses, Hydrangea, Seeded Euc Greenery. - Stock, ranunculus, etc. in cocktail table vases - Vases: 3 Milk glass vases on each of the 5 cocktail tables, 1 Large candelabra at entry, 2 garden pots (Steadmanâ€™s) on altar wine barrels.
Ceremony Decor Flowers Continued Wedding Party Floral Bridal Bouquet: - White Roses, White Garden Roses, Spray Roses, Ranunculus, Seeded Euc at base, Hydrangeas, Silver Brunia. - White Satin Ribbon. Bridesmaid Bouquets (3): - Hydrangeas, Silver Brunia, Ranunculus, Roses & Greens. - Gray linen textured ribbon. Groom & 3 Groomsmen & 2 Fathers & Officiant & 2 Ushers (9 total): - Blue thistle, silver brunia, white spray roses, seeded euc, navy grosgain ribbon Flower Girl(s): - -
Baby’s Breaths wreaths on head (5) Nosegays, White Roses, Spray Roses, Baby’s Breath, Navy ribbon
Mothers (2): - Nosegays: Hydrangeas, roses, spray roses, brunia, white ribbon
Ceremony Decor Altar Décor - Décor: 2 Wine Barrels at Altar spaced 6 feet apart. 1 Large floral arrangements on each wine barrel. Flower specifics: Hydrangeas, Roses, Seeded Eucalyptus Rustic vases for arrangements.
- Number of seated guests: 87 (87 Guests + 8 Wedding Party + 1 Officiant = 96) - Chairs: 90 Fruitwood Folding, (92 chairs, 4 highchairs at dining tables) - 18 rows of 5 = 90 seats, 9 rows of 5 on each side - Left first 4 rows: Katie’s Reserved - Row 1: Parents, Siblings - Row 2 & 3: Grandparents - Row 3 & 4…: Flower Girl Parents, Family
Garland on chairs? Hanging bouquets in trees?
- Right first row: Andrew’s Reserved -Row 1: Parents, Grandparents
- Length between rows: 2 ft. - Measurement of total seating length if needed: * Need to measure - Aisle Décor: - Rose petals lining the aisle.
Ceremony Perimeters: Chalkboard sign- Opposite of Ivy Post - ASC’s chalkboard stand - White Chalk Ink, Regular handwriting - Heart with Initials
- Close all blinds at backdoor - No Programs, No surrounding decor String Quartet: - Set up: Top left corner of ceremony seating*
Notes: 90 Ceremony chairs to be moved to dining tables during cocktail hour. 2 extra chairs and high chairs already set at dining tables
Entry Decor Entry Gate Front Gate/Entry Walkway: - Hanging engagement photos - Frames & Photos – ASC to get from Katie - Number of photos – Katie to let Kirbi know - Hanging with twine - Lighting – No extra lighting, turn on flood lights at dark
Exit Gate Plan: -Turn back porch lights on - Dance floor lighting remain on
Entry Decor Entry Table Entry Table: - 6 ft. banquet table - 108” Gray Polyester Linen – Gray linen, maybe overlay** - Floral: Greenery Garland w Roses (20 feet) - Votive candles on table - Silver candelabra w/ Floral – Katie’s Grandma’s. - Florals on candelabra base - One clear vase with one medium size arrangement - A few mason jars tied with twine filled with flowers if needed
Guest Sign In - Polaroid guest book - Katie to provide: Pens, Book, camera, Film, Glue Dots - 1 Jar for pens: ASC’s Favors on Entry Table - 100 Jars of strawberry preserves, with labels - Wooden box - Small chalkboard sign “Yours to Enjoy” - Tie on chalkboard tag & Free standing sign Gift Table - Bench brought over, next to table Photo Display(s) - Engagement photos hanging from tree with jute twine
Ceremony Decor Entry Gate/ Entry Table Continued Escort Cards: - White Shutters leaned on main center tree - Escort Cards: Black & White Photos - Katie will do Hand Written Names - Single name of guest or Family Name + Table Number - Hung with twine/Clothespins on shutters – ASC - Chalkboard Sign: Find Your Seat - Hung right above shutters on tree
Family Tree Idea - Photos nailed on center tree - Photos provided by Katie*
Reception Decor Cocktail Area & Bar Cocktail Tables: - Qty. 5 36” high cocktail tables - Qty. 5 120” Poly Gray Linens, 2 shades of gray* - Qty. 5 Sashes, matching linen color to tie in bows, tight bows Cocktail Table Centerpieces - Clear glass bottles and jars with taper candles - 3 large assorted size jars per table provided by Katie - 2-3 small apothecary jars per table provided by ASC Bar: - Vineyard Wine Barrel Bar - Possible draft beer handles - Tub for water bottle, soda cans – To the side of bar - Bottle of Wines, draft keg beer, water bottles only at bar - Stemless wine glasses - Champagne glasses - Pint glasses - Plastic cups, just in case - Napkins on bar, Gray & navy Cocktail - 6 ft. Banquet Table with Black linen - 3 Edison Lights*** - Supplies brought By Specs - Ice brought by Specs - Plastic bins for each keg - Wine buckets with ice for open bottles - Corkscrews/Openers - Alcohol -Bar Menu - On back of ceremony seating chalkboard - Andrew to provide Menu Text for ASC Water, Tea, Coffee Station: - 6 ft. banquet table, 108”white poly linen - Gallon jug for tea with ladle - Gallon jug for water with ladle - 25 cup Coffee Urn, 30 coffee cups, creamer and sugar. - Caterer to provide: - Coffee made in pot, Ice, Water, Tea** - Creamer, Sugar** - 50 11 oz. high ball water glasses - Additional cocktail napkins (Gray & navy) Trash Cans (1 Bar, 1 Kitchen) – Trash bags in kitchen*
Surroundings Dance Floor: - 16X20 Carpet + Floor Installed by Marquee - To cover stone patio in center of backyard - Festoon lights to swag horizontally over
Reception Decor Cake & Dessert Table Bride’s Cake Table - Black chippy side table provided by ASC - Non-fondant, pin-stripe appearance in butter cream frosting - Cake stand provided by cake lady - Cake server Rent from Marquee - Dessert plates and fork, spoons to be stacked on side table - Silverware in mason jars: Brought by ASC** - Cut and pass – Caterers to cut and pass** - Napkins: Cocktail (Gray & Navy) - Silver taper candle sticks with white candles** - Place bouquets on this table after family photos - 3 bridesmaids, 1 bridal - ASC to bring 4 vases** - 3 Garden Roses, Spray roses, Silver brunia on cake placed by ASC Grooms Desserts - 6 ft. banquet table with 108” polyester gray linen* - 100 Banana Pudding Jars, Open Dishes - Brought out after dinner by Caterer - 1 Apple Cobbler dish - Brought out after dinner by Caterer - Self served pan with serving spoons - 2 Serving Spoons - Catering staff to restock as needed - Signs for desserts - Small paper tent signs - White cardstock, written by Katie** - Red Velvet Cake - Apple Cobbler - Banana Pudding 16
Reception Decor Main Tablescapes & Centerpieces Tables - Seating for ___96____ needed. - Quantity/Type of tables: Qty. 12 Fruitwood Vineyard Tables 8 ft., Seats 8-10 - Quantity/Type of seats: 96 Seats total - 8 seats at each table, all tables pushed together, no one on ends
Chairs - Quantity: 96 - Style, Color: 92 Fruitwood Folding, 4 High Chairs - Once seating chart is finalized, send to Kirbi for placement - Bride & groom chairs: Garland and gray ribbon tied in knot
Place settings - Qty. 95 Basic white china 10” dinner plate, 7.5” salad plate, 11 oz. highball, fork, spoon, knife. - Basic polyester napkins – Navy*. Folded with Menu Card inserted.
Centerpiece selections -6 Tall 39”Candelabras - 6 Short 12” Candelabras - White flowers and greenery at base of each candelabra Food Display Per Table: - 4 pitchers for ice water to be kept in kitchen - Catering staff providing trays - 6 platters per table (Caterer) , 1 bread basket per table (Katie’s) - Salt & Pepper on each table (Marquee) - Gingham Napkin – Gray & White Check for Bread (Katie providing fabric)
Table Numbers/Signs - Coordinate with escort card photos - Total signs: 12 - Frames** Need to finalize this
Linens : - Navy matte satin runners?
Lighting Design Lighting Design Overall: Lighting to create a warm, glowing, elegant but comfortable atmosphere. Festoons around entire perimeter of backyard, on dimmers for glow effect. To use central tree as center hanging point and swag symmetrically from this point. Canopy uplighting already installed.
Reception Lighting Only – Outdoor • Custom Festoon lighting from ILD Lighting • Symmetrical festoon swags over entire backyard, dining, dance floor, entry, etc. • To swag horizontal over dance floor and opposite way over tables – Perimeter/Sidewalks/Parking/Entry/Exit • -Lighting needs? – Pinspotting • Edison light bulbs over bar (3 or 5)
Paper Decor Â Paper Goods, Signs, Stationery Escort Cards: Photo Cards with Names Scripted. Hand written by Katie Place cards: N/A Menus/ Thank You Cards -At each place setting, tucked in folded napkin - Kirbi to Design and Print, Qty: 100 - Thank you on top/front showing out of napkin - Menu on Back - Paper: Off White, Organic feel paper
Task List ASC To Do: - Landscaping Still in Process: Bridge, etc. - Signs to be taken care of directing guests - Find out details on coffee maker & tea/water - Finalize alcohol, bar supplies, ice, and drink station with Specs - Confirm all linens with Marquee - Design & Proof Menus/Thank Yous before printing - Finalize table signs, frames - Work on Day-Of Timeline for Katie - Finish Day-Of Décor Set Timeline - Reminder: Katie or Sid to show ASC where up-lighting light switches are to be turned on. Also, please leave the large planters that are by patio AND the wooden bench out for décor use along guest entry.
ASC To Make: - Chalkboard Sign for Ceremony & bar - Menus - Escort Cards on Shutter – Day - Of - Fold napkins accordingly – Day-of
To Buy/Rent: - Taper candles for candelabras, and any candle sticks - Cocktail napkins – Navy & Gray (1 pack of 100 of each) - Plastic 16 oz. cups (100 total) Katie to buy: - Frames for engagements & family photos, All photos, Guest book supplies, Dessert label paper tent cards , escort cards materials, 100 SLOW BURNING professional grade taper candles, Exit Bell Wands ASC to collect from Katie & Andrew: - Polaroid camera gear, guest book, etc. - Escort Cards/Place cards Spreadsheet - Engagement photos and frames - Family photos, frames - Favor jars and labels/tags - 1 candelabra ASC To Bring - Clear mason jars for silverware on dessert table - All votive candles - Clear and milk glass assortment of jars for cocktail tables - Menus - Shutters - Drill, hammer & nail for hanging frames on trees - Fishing line and types of twine - Wooden boxes for favor jars on entry table, and also for banana pudding on dessert table - Lanterns - Extra clear Ball jars
Important Dates August 2012: - Final planning meeting September 2012: - September 22, 2012 : 24 hours to make final rain plan decision before losing deposit - Get final headcounts by end of September to finalize rental quantities with Marquee - Design, print all Menu Cards - Confirm assigned tables with Katie for each guest. Need to know high chair placement. - Design chalkboard for Bar & ceremony – Need Bar Menu by September 15. - Purchase Exit Bell wands (Katie) - Purchase fabric for bread baskets - Purchase gray and navy cocktail napkins for Bar and Desert table - Receive payment for Flowers - Finalize day of time-line with Katie & Andrew - Finalize Set-Up timeline and email to all vendors - Confirm Delivery times with Marquee, Cake, ILD, etc. - Confirm any transportation timelines and vehicles needed October 2012: - October 1, 2012: Confirm timeline with all vendors, send floor plan - October 4, 2012: By 10 AM, decide if tent plan is needed