Luckily for me, my friends and family were more than willing to help set up, rearrange and make everything beautiful! My girlfriends all have a much better eye for detail and decor than I do... so it was a no brainer to ask them to set up for me.
The trouble was .. I couldn't be in two places at once - how were they going to know where I wanted things? I had collected and made sooo many things that part of me felt I should be around to make sure everything was used. Enter - the BINDER!
I made a binder for my friend/wedding coordinator Denise. She came up for the rehearsal and we were able to walk the property and go over all of the lists, pictures and items included in THE BINDER.
While I can't post everything that was in the binder.. I will explain what was in it.
1. Master Schedule.
Holy Smokes was this helpful! Denise, myself, the venue, and the DJ all had a copy of the Master Schedule. This made sure everyone was kept on track and people knew where they were supposed to be. I had other schedules for the guys and girls - but the master schedule included items like when vendors would be arriving, when to set up different areas of the venue, who would be helping, etc.
2. Set up list
The set up list was a list of items that were to be placed in different areas around the wedding venue.
CEREMONY
·
Aisle
o
Sheppard’s Hooks
o
Mason Jars
o
Flowers
o
Two Wine Barrels (Front of Ceremony Space)
o
Pumpkins (Front of Ceremony Space)
o
Lanterns (Front of Ceremony Space)
·
Guest Book Table
o
Wine Barrel Table
o
Lace on top
o
Suitcases
o
Cards banner
o
Guestbook wooden sign
o
Colored markers
o
Old desk
o
Dictionary on top
o
Small welcome chalkboard sign
o
OH SNAP Instagram Sign
EVENT CENTER
·
Lewis letters on the wall
o
Ribbon zig-zag with photos of Matt & Stacy
·
Candy Bar
o
Eat Candy Call Your Dentist Chalkboard Sign
o
Tray with brown paper bags with cookies
o
Scale with candy on it
o
Green and orange
bags for candy bar
o
Wood block letters that say XOXO
·
Bar
o
Favor basket
o
Favors chalkboard sign
o
Old typewriter – And they lived happily ever
after !
o
OH SNAP instagram sign
·
Shelf
o
Picture Frames with photos of Stacy & Matt
o
In between photos will be wood block letters
that spell out L-O-V –E.
RECEPTION AREA
·
Tables
o
Navy Table Runners
o
Books
o
Lanterns
o
Tall bronze candles (5 total) – on purple tables
o
Mason Jar
o
Flowers
o
Small pumpkins
o
Table Number
·
Sweetheart table
o
LOVE Mugs with flowers
o
Chair signs
·
Cigar Bar
o
Wine Barrel
o
Silver rectangle Tray (will have cigars on it)
o
Small rectangle tray/bowl (will have two
cutters, and two lighters)
o
Glass ashtray
o
Chalkboard sign (Cigar Bar)
·
Patio
o
Basket with flipflops
o
Banner that says “Dancing Shoes”
3. Photos of Decor
Cigar Bar
Location: Near back trees
toward wine vineyard entrance
· Wine Barrel
· Silver rectangle Tray (will have cigars on it)
· Small rectangle tray/bowl (will have two cutters, and
two lighters)
· Glass ashtray
· Chalkboard sign (Cigar Bar)
Screen
Location: Event Center –
Right seating chart, near the candy bar
· Has the book postcard escort cards directing people
where to sit
· Find Your Seat Banner to be hung on top
Window
Location: Event Center –
Propped up on the candy bar leaning against the wall.
· Love is sweet banner to be hung on the window
Guestbook
Location: Outside by the
walkway – on the guestbook/sign in table / gifts
·
Will have
colorful permanent pens to go with it
Suitcases
Location: Outside by the
walkway – on the guestbook/sign in table / gifts
· Stacked on top of each other
· Will hold cards
· Will have a banner that says “Cards” to have hang
across the top
Typewriters
Location #1: Outside by
the walkway – on the guestbook/sign in table / gifts
· Will have a paper fed through it says “Welcome to Matt
and Stacy’s Wedding”
Location #2: Inside the
Event Center – on the Bar somewhere
· Will have a paper fed through it says “And they lived
happily ever after”
Grocery Scale
Location: In the event
center – on the candy bar
· Will hold some sort of candy on the scale
Love Mugs
Location: Sweetheart table outside
· Stacked on books (if any leftover)
· Flowers in the mugs
Desk
Location: Outside by the
walkway – on the guestbook/sign in table / gifts
· Will have a large dictionary on it with a small
chalkboard “Welcome” sign
Aisle
Location: Down the
ceremony aisle
· Sheppard’s hooks with mason jars and ribbon
Table Centerpieces W
· Blue chiffon table runner
· Lantern (1 or 2)
· Books (2-3 per table)
· Small pumpkins (2 per table)
· Table number
· Mason Jar with flowers (1 per table)
· 5 tables will have tall bronze candle centerpieces
rented from the vista
Tables
Location: One wine barrel
table will be the candy buffet table inside the event center
· Please add lace & ribbons
Location: One wine barrel
table will be the sign in/guestbook/gift table outside
· Please add lace & ribbons
LEWIS Letters
Location: Hanging in the
event center on the bulletin board near where the bistro tables are set up
· Will spell out LEWIS at the top
LEWIS Pictures
Location: Under the LEWIS
Letters on the bulletin board
· Will have zig zag ribbon across and photos clothes
pinned to the ribbon
Chair Signs
Location: Sweetheart table
chairs
Lace, Ribbon, Leftover Table Runners, Extra Lanterns!
Location: EVERYWHERE!
- Where you see needed, add extra lace ribbon, leftover table runners & extra lanterns!
4. Seating chart
I created the seating chart in Word. The purple tables had different centerpieces. This was a lifesaver! I printed it out without names, then my Mom helped me figure out where everyone would sit (seating charts take FOREVER!) Then I typed the names in and she wrote out all of the seating cards. The seating chart that I created was a true lifesaver. The venue had given me a sketch which was short two tables. This was able to be corrected before the day of the wedding - thanks to my seating chart!
The Binder had a list of everyone's number. I wanted to make sure if the flower were late (which they weren't) someone besides me would know and be able to contact the florist. It included EVERYONE'S number! Just kidding... but it had, Bride, Groom, MOB, FOB, MOG, FOG, MOH, BM, Denise, Venue, Florist, Baker of the cake, decor rental place, and DJ.
I really enjoyed reading the details of the wedding. I’m quite impressed with how well planned the event is, and it also gave me some great ideas for my daughter’s wedding. There’s a few months until the wedding, but we are already planning out things. It’s a busy season these days so our priority is to quickly make a booking at one of the popular rental spaces for parties.
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