10 AM Check weather sites on IPhone – possible afternoon shower, call Venue to discuss what we would do if it did rain. Check email and see that DJ still needs check.
11 am Pick up lunch, take to salon where girls are having hair and makeup done. Remind stylists what time girls need to leave. Get check from bride for DJ.
12 PM Pick up cake from bakery, head to venue. Grab lunch en route.
1 pm Venue opens. Arrive and unload car, organize decorations. Check in with venue manager -- make sure tables and chairs are set up according to layout (had to rearrange chairs due to some last-minute cancellations). Start setting up flowers at ceremony area.
2 PM Helpers arrive - get one to go put up signs, and then start on reception decorations.
3 PM Caterer arrives - show them where buffet is, get them started setting up. Show their staff how the tables should be set up (napkins silverware glassware etc). Get EFU staff on centerpieces, table numbers, menu cards etc.
3:30 PM Photographer arrives-go over schedule. Help finish setting up tables. DJ arrives-show him where to set up.
3:45 Bartender arrives - show them where ice machine and beverages are, go over the alcohol policies for the venue, get them started setting up the bar.
4 p Bride and bridesmaids arrive - Make sure they find the flowers in the dressing room and get started dressing. Set up guest welcome table, gift table, and candy bar. Alert photographer girls are here for getting ready photos, remind her that guys are coming at 4:30 so any outside shots need to be done by then.
4:30 Guys are here! Go make sure girls are done with photos and back in dressing room. They are not. Tell groom to wait in lobby, show rest of guys where to put their stuff. Ask them to help staff set up games.
4:40 Find moms and grandmas for corsages. Boutonnieres on men. Make sure best man has rings. Photographer and DJ gear everywhere-ask them to hide ASAP!
4:45 Girls photos finally done. Talk to photographer about adjusting pre-ceremony shots to take just a few photos with groom and his family - rest of the guys will have to wait. Final set up a walk-through with my staff-note a few things that need to be moved or changed. Minister arrives go over ceremony again with him. Make sure he has license. Get call from violinist-he is lost, give him directions.
5:00 First guests arriving! Bride’s guestbook/program attendant has not shown up yet -- get staff out front to greet guest and explain guestbook thing. Go get groomsmen to help seat guests, remind them about no sides, to seat only family in rows 2+3 (they will tell them). A couple of etiquette questions.
5:15 Violinist finally arrives get him in place and ask them to start playing immediately! Continue to greet guests, grab gifts and put them on gift table (bride’s friend never showed??) Dad is nervous about his part –talk him through it again and reassure him.
5:20 Go get parents and grandparents and line them up for processional
5:25 Go get Groom and rest of wedding party. Ask Dad to go stay with Bride.
5:30 We are ready to start, but guests are still straggling in (apparently there was a problem with GPS directions) Ask staff to go out to entrance and make sure sign is visible and help direct guests to drop off and parking. Go tell minister the photographer, and violinist to give us an extra 10 minutes.
5:40 Looks like most of the guests have arrived - give the go signal to everyone. Send mothers and grandmothers down the aisle, then groom and minister, then the groomsmen and bridesmaids. Ceremony starts!
5:45 Run check with caterer to make sure food is ready, check with bartender. Move gift table into cocktail area, make sure games are ready to go.
5:50 Ceremony is over. Direct bride and groom and wedding party to photo location, remind minister to have them sign license. Go over to cocktail area to make sure food is being passed, drinks are being served. Get someone to take appetizers and drinks to the wedding party.
6:15 Check in with photog-let her know that pictures need to be winding up. Check that DJ is ready for announcements - go over announcement pronunciations with him. Notice catering staff is not picking up plates and glasses fast enough-ask their manager for help. Get check to violinist.
6:30 Photos are finally done. Cue DJ to announce wedding party – line them up and send them in. Go make sure Caterer is ready to serve. Get Dad to mic for blessing. Have DJ announce that dinner is served and how tables will be released. Start releasing tables. Two guest have shown up unexpectedly ad don’t have seats-find venue manager to bring chairs, send staff for silverware etc for them.
While dinner is being served go over schedule for the rest of the night with the DJ and photographer, figure out when they can take breaks to eat. Make sure gifts and gift cards are secure. Find venue manager to turn down air conditioning - grandma is cold. Make sure bride and groom are getting something to eat and get them some drinks. Check on parents. Get license from minister to take to register of deeds on Monday (he is from out of town). Give him his check.
7:15 PM Most of the first guests are through eating -check with B/G to see if they are ready to cut the cake. They would like a few more minutes, let DJ and caterer know we need more time (caterer will be cutting cake). Go ahead and get cake and toasting stuff ready.
7:25 They are ready to cut the cake. Let parents know so they can find a good place to watch and be ready for dances. Cue DJ and photographer. Go get the people who are making toast to come up to the mic.
7:40 Toasts ran long but they were funny. Couple is going into first dance, then parent dances - stay with DJ to help him with that.
7:45 Dances are done; the dance floor is open. It’s getting pretty loud in here now. Help caterer with putting out cake as they are still busy clearing plates from dinner. Quick break to eat, then back to make sure everything is running smoothly.
8:45 Pack up gifts and cards and put in bride’s parents’ car. Check with caterer to see that the food is been packed up and get a couple of to go boxes for the bride and groom made. Check with bartender - they are running low on one kind of beer. Check with groom to see if he wants us to run to the store; he decides it's OK-just serve from what is left.
9:15 We are nearing the end of the night. There is still a lot of cake and candy to be eaten - ask DJ to make announcement. Since candy is the favor, pre-make some to go bags for guests to take home. Caterer leaves.
9:30 Time for bouquet and garter toss-help DJ with that then go remind bartender that last call is approaching. Make sure limo has arrived. It has. Check in with driver. Put food, cake, candy, a bottle of champagne, and bride’s makeup bag in limo.
9:45 Gather everything for sendoff and put on exit table. Have DJ make announcement about last dance. Get bartender to secure bar area and pack up leftover alcohol.
9:55 DJ announces send off - help gather guests and get them in line. Bring out couple and get them into car.
10:00 Start packing up! Empty water out of vases, put flowers in bags for recycling, breakdown down tables, and pack up decorations. Shake out linens and put in bags to return to rental company (they will pick up Monday). Put everything in bride’s parents’ car. Ran out of room because of all the gifts and leftover alcohol - put stuff in my car, make arrangements to meet them tomorrow. Hand out checks to DJ, Photographer. Mom and Dad leave.
11:30 Almost done! Check with venue manager to do a final walk-through and see what else we need to do. They say everything looks good, so I do one final sweep for lost and found, get my car, and head home.
12 midnight: Arrive home, pour drink and soak feet. Another successful event is done!