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Event Design Workbook
Steadman/Brown Wedding October 6, 2012
Event Information Katie Steadman / Andrew Brown Wedding
Contact Information:
Katie Steadman [email protected] 512-947-2959
Andrew Brown [email protected] 817-726-0408
Sid Steadman [email protected] 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
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Vendor Contacts A Style Collective Kirbi Knop, Tina Sanford 1113 Vine St. Suite 220 Houston, Texas 77002 Mobile 979.324.9035 [email protected] 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 [email protected] www.marqueeeventgroup.com
ILD Lighting Design Brittany Graham, Brian Dawson 877-266-6935 ext. 8 [email protected] www.ildlighting.com
Exquisite Petals Beth Richards 512-775-2328 [email protected]
Catering Jay & Janelle Reynolds 512-350-6365 [email protected]
Ceremony Music Allandale Quartet Ronda, [email protected] 512-587-5293
Cake Cakes By Kathy 512-670-2105
Kelly McCullough Photo 940-390- 6972 [email protected]
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Make-up & Hair: Gold & Glitter Folk Melissa Campos 832-498-3870 [email protected]
Limo TBD
Liquor Supplies Specs: Delivery Between 3-4 Jim Cubberley [email protected]
Lodging Travaasa Inn Wedding Night Loding for Bride & Groom
Wedding Party Contacts Wedding Party
Bride: Katie Steadman Groom: Andrew Brown
Bridesmaids: Amie Ortiz 512-203-2054 [email protected]
Melissa Kant 713-851-6484 [email protected]
Bonnie Howard 512-913-7993 [email protected]
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
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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.
Date completed: May 2012
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Storyboard
Katie Steadman / Andrew Brown Wedding
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Floor Plan
Ceremony Decor Flowers
- Overall Look: Whites, Ivory, Greenery, Natural.
- Specific Flowers: Roses, Hydrangea, Baby’s Breath, Greenery. - Stock, queen annes, ivy, stephanotis, green hydrangea? - Vases: Milk glass, assorted vintage jars, ball jars of ASC??
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Ceremony Decor Flowers Continued
Wedding Party Floral
Bridal Bouquet: - White Roses, White Stock, Seeded Euc at base, Hydrangeas. - White Satin Ribbon. - White Pins
Bridesmaid Bouquets: - Hydrangeas & Roses & Greens. - Silvery Gray* Ribbon. - White Pins.*
Groom:* - White Roses, Seeded euc.
Flower Girl(s): - Baby’s Breaths wreaths on head (5) - Nosegays, White Roses (Color TBD)
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Ceremony Decor
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Altar Décor
- Décor: 2 Wine Barrels at Altar spaced 6 feet apart. Large floral arrangements on each wine barrel. Flower specifics: Hydrangeas, Roses, Seeded Eucalyptus Rustic vases for arrangements. Light Post – Cleaned up. *
Ceremony Decor
Ceremony Perimeters: Chalkboard sign- Opposite of Ivy Post
- Size:* - Rustic brown frame - 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
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Garland on chairs? Hanging bouquets in trees?
Aisles/Seating Decor - 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
- 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, white/ivory lining the aisle.
Entry Decor
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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
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Entry Table
Entry Table: - 6 ft. banquet table - 108” Gray Polyester Linen – Gray linen, maybe overlay** - Floral: Greenery Garland** Maybe white roses - Votive candles on table - Silver candelabra – Katie’s Grandma’s
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
Ceremony Decor
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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
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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
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Cake & Dessert Table
Bride’s Cake Table - 6 ft. banquet table with 108” polyester gray linen* - 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 to side on same table - Silverware in 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 - Florist to bring vases***
Grooms Desserts - 100 Banana Pudding Jars, Open Dishes - Brought out after dinner
- 1 Apple Cobbler dish - Self served - 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
Reception Decor
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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
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 – No flowers -6 Tall 39”Candelabras - 6 Short 12” Candelabras
Food Display Per Table: - 4 pitchers for ice water to be kept in kitchen - Catering staff providing trays - 6 platters per table, 1 bread basket - Salt & Pepper on each table - Galvanized bread tins (Need 12) - Gingham Napkin – Gray & White Check for Bread
Table Numbers/Signs - Coordinate with escort card photos - Total signs: 12 - Frames** Need to finalize this
Linens : - No linens on dining table. - Possibly runner depending on budget?
Lighting Design
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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)
Paper Decor
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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 - Andrew send Kirbi Font and Logos and Text - Paper: Off White, Organic feel paper - Design like invite proof
Task List To Do:
- Landscaping Still in Process: Bridge, etc. - Finalize Floral – take off all centerpieces, add 2 garlands seeded eucalyptus, vases for bouquets, add on Andrew’s boutonnière.
- Finalize Linen Colors w/Marquee, All table linens and napkins - Add on two wine barrels to Marquee - Add on to Marquee: 100 Pint Glasses, Cake server, 80 spoons for dessert, 6 small candelabras and 6 large candelabras, 36 serving spoons, 36 serving tongs, 12 gingham napkins, 12 bread tins, trash cans (2), 4 water pitchers.
- Finalize Catering Serving ware needs - Find out details on coffee maker & tea/water - Finalize alcohol, bar supplies, ice, and drink station with Specs - Design & Proof Menus/Thank Yous before printing - Add on 3 or 5 Edison Lights over Bar - Finalize table signs, frames - Work on Day-Of Timeline for Katie - Finish floor plan diagram - Finish Day-Of Décor Set Timeline -Finalize exit, basket at exit gate
To Make: - Chalkboard Sign for Ceremony & bar - Menus
To Buy: - Glass bottles - Taper candles - Cocktail napkins – Navy & Gray (1 pack of each) - Plastic 16 oz. cups (100)
Katie to buy: - Frames for engagements & family photos, All photos, Guest book supplies, Dessert label paper cards , escort cards materials, possibly clear glass jars, 100 taper candles, FLUTERFETTI.
ASC to collect from Katie & Andrew: - Glass bottles - Polaroid camera gear, guest book, etc. - Escort Cards/Place cards Spreadsheet - Photos for escort card and table signs - Engagement photos and frames - Family photos, frames - Favor jars and labels/tags?
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Important Dates
August 2012: -
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
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
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