Behind The Scenes Weddings and Events

The following is an outline of some of the tasks BTS will handle leading up to and on the day of your wedding: 1-2 Months Prior to Wedding Day *3 one hour meetings with Bride and Groom to create and/or review a wedding day timeline *1 Venue Walkthrough *Review all details and logistics planned for the wedding day *Review any arrangements the couple have previously made with vendors, and update timeline accordingly *Help create a wedding day emergency kit Rehearsal + Rehearsal Dinner Management *Work with wedding officiator to choreograph wedding ceremony, processional and recessional (unless otherwise done so by Ceremony venue personnel) *Remind wedding party of where they need to be the following day, and at what time *Setup and manage Rehearsal Dinner *Transport any necessary décor items from the Rehearsal Dinner to the Reception location for overnight storing Pre-Ceremony *Facilitate on-time arrival of hair and make-up stylists and instruct them as to where to set up their equipment *Coordinate any pre-wedding meal deliveries and clean up *Ensure all flowers arrive on time and distribute to wedding party *Confirm photographer and videographer arrive on time, and are aware of the day's timeline *Coordinate with transportation vendor so the wedding party departs for the Ceremony as scheduled *Make sure the Groom and Groomsmen are dressed and ready on time *Communicate any last minute details to the wedding party *Communicate with the transportation driver and wedding party so that everyone arrives at the Ceremony on time Ceremony Management *Ensure florist has delivered and set up all Ceremony floral arrangements *Ensure that personal flowers i.e. Groom and Groomsmen Boutonnieres, Flower Girl bouquet and attendant corsages have arrived at Ceremony location *Distribute all flowers to remaining bridal party and family members *Set up programs and other Ceremony items i.e. guest book, unity candles, and send off items *Ensure that Ceremony musicians have arrived and direct them as to where to set up *Ensure that Ushers/Groomsmen arrive on time and are ready to es**rt guests *Ensure designated attendants arrive on time and are ready to pass out programs and assist with the guest book *Alert Ushers/Groomsmen as to when to begin es**rting guests to their seats *Coordinate with the Ceremony officiator to determine signals or cues that will begin the Ceremony *Communicate a 'Countdown to I Do' with the wedding party members as the day progresses *Handle any emergencies that may arise *Line up the bridal party for their entrances down the aisle *Cue Ceremony musicians or DJ when bridal party is ready to begin processional *Gather family and bridal party for photos after the Ceremony *Transport items from the Ceremony location to the Reception venue and store any items not needed at the Reception Prior to Reception *Greet vendors and instruct them as to where to set up (i.e. band/DJ, florist, baker and caterer) *Make sure band, DJ or designated emcee can correctly pronounce the wedding party's names (and in the right order) for the introductions *Make sure Cocktail Hour and Reception décor is set up according to plan *Make sure all flowers are set up according to floral order *Make sure reception décor is set up according to plan *For outdoor tents, make certain that lighting is arranged and working appropriately *Meet with catering staff to confirm food timeline *Arrange es**rt cards *Set up guest book, cake cutting utensils, and champagne flutes *Set up table numbers and menu cards *Set up any amenities baskets in guest restrooms *Set up favor table or place favors at individual seats *Assist catering and/or venue staff with remaining setup needs *Look over guest tables and head table to confirm they are set up properly *Review final set up before guest arrival Reception Management *Ensure proper flow of Cocktail Hour food and drinks *Encourage guests to take their seats at the appropriate time *Help guests locate their es**rt cards and dining tables *Locate Bride, Groom and wedding party and instruct them to stay to the side of main dining room until they receive cue for their introduction *Cue band, DJ or designated emcee when the majority of guests have found their tables and Bride and Groom are ready to be introduced *Cue band/DJ, photographer, videographer and immediate family members of the Bride and Groom when important events take place at reception (i.e. first dance, parent dances, cake cutting, and toasts) *Cue Father of the Bride, Best Man and Maid of Honor when they are about to be announced for toasts *Know the catering service's schedule, and help ensure that guests are served at the appointed time *Distribute final payments/gratuities to vendors at the end of the night *Prevent and fix any problems that may arise during the event *Remain easily accessible through the entire event in case there are any details the Bride & Groom would like attended to *Collect gifts and personal décor items and ensure they reach the designated family member, room and/or vehicle *Coordinate Reception departure transportation and/or send off

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