COUPLE'S NAME:

First Name

Last Name

COUPLE'S NAME:

First Name

Last Name

COUPLE'S EMAIL / PHONE:

WEDDING DATE:

YYYY

DAY OF CONTACT:

Who should we call other than yourselves in the event of questions day of? (ie. Maid of Honor)

WHAT IS YOUR FINAL HEADCOUNT?

REHEARSAL DAY / TIME:

Our Event Coordinator will attend an on-site Rehearsal to note any cues and help organize processional. The Officiant will lead actual Rehearsal. In the event of no Rehearsal, we will go over details during the "Hand-off Meeting" right before check-in.

PRE-CEREMONY

SPECIAL PRE-CEREMONY DETAILS?

Would you like anything special set-up as guests arrive (ie. one bar open serving a signature cocktail for guests to take into ceremony? A water or lemonade station set-up for guests to help themselves upon arrival?)

ARE YOU DOING A FIRST LOOK?

If so, what time and where?

CEREMONY

OUR EVENT COORDINATOR WILL CHECK IN WITH BRIDAL PARTY 30 MINUTES PRIOR TO CEREMONY START TIME

CEREMONY LOCATION / START TIME / LENGTH:

CEREMONY MUSIC (VENDOR)

Please list vendor's name, arrival time, and your music set-up preference (near arbor, back of pew, off to left side, etc) Please note: We do have a cordless amp/mic but there is NOT power in the Woodlands Cathedral.

MUSIC CUES: (BRIDAL PARTY)

MUSIC CUES: (BRIDE)

MUSIC CUES: (OTHER)

Please explain any other cues or details here.

CEREMONY DETAILS:

Check box "yes" for all that apply for our Day of Coordination team to set-up and style

Place "RESERVED" sign on front rows (Prop Closet offering)

Place Programs on small table for guests to pick-up (paper goods provided by couple)

Set-up dried toss flowers for guests to pick-up (provided by couple)

Place Signage (provided by couple)

Decorate Arbor (using Prop Closet/other provided by couple)

Decorate Pews (using Prop Closet/other provided by couple)

Set-up cordless amp/mic

Other

CEREMONY RAIN PLAN:

In the event of inclement weather, we will need to begin setting up an alternate location 2 hours in advance of ceremony. You may decide to set-up in the Fieldstone Barn or the large Gambrel Barn. Please describe your preferences below.

SPECIAL NOTES FOR CEREMONY:

Please elaborate on all "yes" check boxes with specific details for our team to execute

COCKTAIL HOUR

ALL DELIVERIES SHOULD BE MADE NO LATER THAN 11AM ON SATURDAY. WE REQUIRE ALL COCKTAIL HOUR SET-UP/VENDOR DROP-OFFS TO BE COMPLETE NO LATER THAN 1.5 HOURS BEFORE CEREMONY START TIME.

COCKTAIL HOUR LOCATION / START / END TIME?

Cocktail hour may be set-up in the Wild Garden, Fieldstone Barn, Lawn, Gambrel Barn, or an otherwise agreed upon location

ICE:

It is our recommendation to have your ice delivered no later than 11AM on the day of your event. We can also handle pick-up for no extra fee at a local store. Please provide payment to purchase ice during the Hand-off Meeting for us to facilitate this for you!

Yep, we need the Homestead to pick up ice!

We have ice covered and it will be here before 11AM (on day of event)

BAR / BARTENDERS DETAILS:

It is our recommendation that you have at least 2-3 bartenders and two bars open for gatherings of 150 or more for the duration of your event. Please specify what alcohol your licensed Bartenders/Caterers will be serving and if there are special set-up instructions (ie. Champagne only to be stocked at one bar for a toast or hold a special bottle behind each bar for bridal party, etc.)

BAR GLASSWARE DETAILS:

PRO TIP: It is our recommendation to have at least 5 glasses rented per person, otherwise your bartenders will likely run out during your event. This will put a strain on your catering/bartending teams. We recommend all bar glassware be delivered on Friday at any time or by 11AM on Saturday at the latest. What company are you renting glassware from and when will it arrive?

WHAT OTHER DECOR WOULD YOU LIKE SET-UP FOR COCKTAIL HOUR?

We will determine all placement locations for these items during our Hand-off Meeting before check-in

Guest Book

Gift Table

Signage

Bar Menu

Seating Chart

Favors (otherwise can be placed out after dinner)

Family Photos

Other (please elaborate below)

OTHER COCKTAIL HOUR DECOR DETAILS:

WEDDING PARTY PHOTOS DURING COCKTAIL HOUR:

If you are taking photos during cocktail hour, would you like us to have a station set up with drinks for the bridal party and/or the couple? If so, what would you like?

PRO TIPS:

> If it is a hot day you're guests will need lots of non-alcoholic options to stay hydrated (cranberry juice, lemonade, seltzer or iced tea are nice options for summer). They are also more likely to opt for chilled white wines and beer on a warm day - so you might want to stock your bar heavier in those options. > If the evening is chilly, your guests may drink more red wine and cocktails (if you are doing hard alcohol). We highly recommend serving hot coffee, hot cider, hot tea or cocoa to ensure everyone stays cozy (you're guests will likely expect this on a cooler evening). Please coordinate this service through your catering teams. The Kester Homestead has two professional coffee makers available for you to use on site. Please list any additional notes or questions below:

RECEPTION

ALL RECEPTIONS MUST CONCLUDE BY 11PM

SPECIAL BRIDAL PARTY / COUPLE ENTRANCE?

If so, at what time and to what song?

DINNER LOCATION + START TIME:

TABLE LAYOUT:

Please fill out Table Layout form provided through Couple's Portal and list selection below

DINNER SERVING STYLE:

Buffet, Plated, Family Style

DINNER SET UP DETAILS

PRO TIPS: - Place all Dinner Set-up Decor in one labeled box/bin for hand off - Put all paper goods in baggies so they don't get wet - Purchase slow burn 12-15 inch candle tapers for brass candle sticks

I have a seating chart

I have assigned seats with place/name cards

Homestead Team to place flowers on all tables

Homestead Team to set-up centerpieces on all tables

Homestead Team to place brass candlestick (with candles provided by couple)

Homestead Team to place menus at each table or setting

Other Special Details: (ie. you'd like each napkin tied with twine or a little spring placed in each - explain below)

PINTEREST LINK

To share table setting visions (if applicable)

http://

OTHER SPECIAL DETAILS:

Please elaborate on any special details/needs below

SPEECHES:

Please provide names for each person, their table number, and time you'd like them cued to speak.

FIRST DANCE:

When is first dance? Before or after dinner? What song is to be played?

PARENT DANCES:

Are you doing parent dances? When would you like this to happen? What songs will be played?

WILL YOU HAVE A CAKE CUTTING?

Please let us know when you would like this to happen and if you would like an announcement. Would you like your caterer to cut and plate for your guests?

WILL YOU DO ANY OTHER SPECIAL TRADITIONS?

(ie. Flower Toss, etc.)

WILL YOU HAVE COFFEE/TEA SERVICE?

If so, this is coordinated through your caterer, but we will handle set-up of tea cups, etc. in advance at the bar

WOULD YOU LIKE BONFIRES LIT AT DUSK?

This must be handled by our staff. Bonfires are to remain in designated locations only.

CARDS & GIFTS:

Our team can collect your cards/gifts and bring them wherever you like - inside the house if renting, the bridal suite, etc.

OTHER RECEPTION DETAILS:

WHEN WILL YOUR EVENT END?

All events must conclude by 11pm (last song at 10:50pm) and all guests that are not staying overnight at the house must leave by 11:15pm

WILL YOU HAVE SHUTTLES?

If so, please let us know times so announcements can be made (if you'd like)

CLEAN UP:

ALL DECOR, FOOD AND TRASH MUST BE REMOVED BY 10AM THE DAY AFTER YOUR GATHERING

WHAT WOULD YOU LIKE TO DO WITH ANY FOOD LEFTOVERS?

We can have caterers pack up and place in the house refrigerator otherwise we can coordinate a donation to a local food kitchen

WHAT WOULD YOU LIKE TO DO WITH THE FLOWERS AFTER THE EVENT?

We can save and send as much as possible home with you, we can make little bouquets to hand out to guests when they leave, or we can donate to a local senior center

DECOR CLEAN-UP NOTES:

We will pack up all of your decor and stage it in your bridal suite for pick-up by noon on Sunday. Please let us know of ALL special clean-up notes

TRASH / RECYCLING:

All trash/recycling must be packed out by your caterer and a limited amount can be left in our bins. Any bags that do not fit in our bins will be charged a $50 per bag fee. Please let us know your plan below (ie. take home or pay the bag fees)

HOMESTEAD PLANNING FORM