Be Our Guest Party Planning

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Wedding Day

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On the wedding day we are available to assist with almost any wedding related tasks and set up.  Some of the tasks that we often handle include:

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At brides “getting dressed” location:

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• Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion

• Coordinate any food delivery or pick up

• Make sure personal flowers i.e. bouquets and boutonnière arrive on time

• Make sure photographer arrives on time

• Gather bride, bridal party and immediate family for photos

• Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony

• Communicate with best man to make sure groom is getting dressed and on-time

• Make wedding party aware of any last minute details

 

Ceremony

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• Set up programs and other ceremony items i.e. guest book, unity candles, sand ceremony

• Ensure that ushers/groomsmen arrive on time and are ready to pass out programs

• Ensure that personal flowers i.e. flower bouquets and boutonnières have arrived at ceremony location

• Instruct ushers/groomsmen on how  to escort guests to their seats  

• Ensure that ceremony musicians have arrived and direct them as to where to set up

• Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music

• Act as a liaison with the ceremony officiant

• Communicate with bride and groom so that they know how much time remains before the start of the ceremony

• Handle any emergencies that may arise

• Line up the bridal party for their entrances down the aisle

• Cue ceremony musicians when bridal party is ready to begin processional

• Gather family and friends for after ceremony photos

Prior to Reception

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• Greet vendors and instruct them as to where to set up i.e. band, DJ, florist, and caterer

• Arrange escort cards

• Make sure reception flowers/décor is set up according to flower order

• Meet with catering staff to confirm food timeline

• Set up guest book and pen, champagne flutes, cake cutting utensils

• Set up table numbers/names and menu cards

• Set up guest favors

• Set up amenities baskets, hand towels, candles etc. in bathrooms

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Reception

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• Ensure proper flow of cocktail hour

• Look over dining tables and make sure they are set up properly

• Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour

• Help guests locate their escort cards and dining tables

• Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction 

• Cue band when the majority of guests have found their tables and bride and groom are ready to be introduced

• Cue band, photographer, and videographer when important events take place at reception i.e. first dance, cake cutting, toasts and parent dances

• Cue best man and father of the bride when they are about to be announced for toasts

• Be aware of timing of catering service and make sure people are served promptly

• Distribute final payments/gratuities to vendors at the end of the evening 

• Help to prevent or fix any problems that may arise during your event

• Remain accessible through the entire event in case there are any details you would like attended to

• Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready to be taken to a family members car at the end of the night

• Assist with venue clean-up

• Coordinate reception departure