Event Design Workbook

Steadman/Brown Wedding October 6, 2012

Event Information Katie Steadman / Andrew Brown Wedding

Contact Information:

Katie Steadman steadman.katie@gmail.com 512-947-2959

Andrew Brown email 817-726-0408

Mr. Steadman email Number

Wedding Date: October 6, 2012

Location: Steadman Residence, 14521 Pocahontas Trail Leander, TX 78641

Ceremony: 5:00 P.M., Backyard at lake-facing field/light post altar

Cocktail Hour: ~5:30 P.M. Backyard, near-house grass courtyard

Reception: ~6:30 P.M. Immediately following cocktail hour, All of backyard

Guest Count: ___________ Invited ____________ Estimated Guests

Rehearsal Date: October 5, 2012

Rehearsal Time: Time TBD

Rehearsal Location: 14521 Pocahontas Trail Leander, TX 78641

Rehearsal Dinner: TBD

Event Set-Up: Friday, October 5, 2012 – Afternoon/Early Evening (Time TBD) Saturday, October 6, 2012 - All Day, Completion by 4:30 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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Contacts

A Style Collective Kirbi Knop, Tina Sanford 1113 Vine St. Suite 220 Houston, Texas 77002 Mobile 979.324.9035 kirbi@astylecollective.com 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 laura@marqueeevent.com www.marqueeeventgroup.com

ILD Lighting Design Brittany Graham, Brian Dawson 877-266-6935 ext. 8 brittany@ildlighting.com www.ildlighting.com

Exquisite Petals Beth Richards 512-775-2328 beth@exquisitepetals.com

Catering

Cake

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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:

-  Bridesmaid Bouquets:

-  Corsages:

-  Grooms Boutonniere:

-  Groomsman Boutonnières:

-  House Party:

-  Flower Girl(s):

-  Ring Bearer:

-  Officiant:

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Ceremony Decor  

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Altar Décor

- Unity Candle? Podium? - Décor: 2 Wine Barrels at Altar spaced 6 feet apart. Large floral arrangements on each wine barrel. Flower specifics: Rustic vases for arrangements. Anything on ground in front of barrels?

Ceremony Decor  

Ceremony Perimeters: - Chalkboard sign at Ceremony on easel - Make sure blinds/curtain on back door? - Miscellaneous Areas: Trees? Lights? Jars? - Programs Table or Basket? Programs in chairs?

String Quartet: - Set up in back grassy area beside bar?

Notes: Ceremony chairs to be moved to dining tables during cocktail hour. Move 92 chairs, 4 high chairs and set for dining. Wine barrels moved to bar ? ** Need to discuss this. Bar? Cocktail waiters first?

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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) - Quantity/Type of chairs: 90 Fruitwood Folding, (92 chairs, 4 highchairs at dining tables)

- Number of rows/seats: 18 rows of 5 = 90 seats, 9 rows of 5 on each side - Length between rows: 2 ft. - Measurement of total seating length if needed: * Need to measure - Reserved for Family Signs or Aisle Markers? - Aisle Décor: - Rose petals, white/ivory lining the aisle.

Entry Decor  

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Entry Gate

Front Gate/Entry Walkway: - Décor TBD? - Lighting needs? Jars w candles on tree branch? - Bouquets of baby’s breath tied with twine from tree branch?

Exit Gate Plan: -Confetti?

Entry Decor  

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Entry Table

Entry Table: - 6 ft. banquet table - 108” Gray Polyester Linen – Gray? Burlap? Linen? - Jars hung with votive candles? - Festoon lights lead into yard? - Flowers? Candles? Garland?

Guest Sign In - Polaroid guest book - Instruction Sign, Pens, Book, Film - How to display?

Favor Table - Jars of preserves? At Entry table? Dessert Table? How many? Etc.

Gift Table - Table or bench near entry? Sign?

Photo Display(s) - Engagement photos? - Steps at front walk?? - Cover steps w flowers & Photos

Ceremony Decor  

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Entry Gate/ Entry Table Continued

Escort Cards: - White Shutters - Escort Cards: Black & White Photos, Scripted Names - Hung with twine on shutters - Leaning near table/tree?

Time Capsule - Notes of Advice to Open in 5 years - Instruction Sign, Pens, Box? Jar? - How to display?

Family Tree Idea - Photos hung from tree?

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*

Cocktail Table Centerpieces - Floral? Candles? Votives? Tapers? - Milk glass vases?

Bar: - Vineyard Wine Barrel Bar - To be moved from altar to bar during cocktail hour - 6 ft. Galvanized tub with ice and bottled beer - Wine, beer, only at bar - Stemless wine glasses, champagne glasses - Napkins? Bar sign? Wooden sign in tree? - Need to confirm bar back supplies, ice*

Water, Tea, Coffee Station: - 6 ft. banquet table, 108” gray 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** - 50 11 oz. high ball water glasses, napkins - Trash Cans – TBD??

Surroundings

Dance Floor: - 16X20 Carpet + Floor - To cover stone patio in center of backyard - Festoon lights to swag horizontally over

Family Tree Idea - Photos hung on center tree? See photo.

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? - Cake server? - Dessert plates and forks to be stacked to side on same table? - Cut and pass - Napkins? - Floral? Candles? Candelabras? Hanging jars? - Backdrop?

Grooms Desserts - TBD

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

Place settings - Qty. 95 Basic white china 10” dinner plate, 7.5” salad plate, 11 oz. highball, fork, spoon, knife.

- Basic polyester napkins – Color TBD. Folded with Menu Card inserted.

Centerpiece selections -Floral designs: Baby’s breath “wreaths” around some bottles? - Assorted glass jars, bottles, with melting wax white taper candles down center of table

How many ? It might be good to do a variation of inexpensive shorter bottles, some saved clear wine bottles (or bought wholesale, clear 750 mL bottles), and some specialty swing top or decorative ones all together. We just need to check the mouth of each bottle for specific measurements so a taper candle fits or can be shaved down to fit.http://www.specialtybottle.com/glassbottles-2.aspxhttp://www.specialtybottle.com/squareclearglassbottle34ozwswingtop.aspxhttp://www.freundcontainer.com/bormioli-rocco-collection-swing-top-bale-wire-glass-bottles-clear/p/vBW1106/http://www.ebottles.com/showbottlefamilys.asp?type=2&mat=glass_bottleshttp://www.ebottles.com/showbottles.asp?bottle=1314http://www.sunburstbottle.com/glass-bottles/decorative

-Which tables have what décor? All the same? Alternate? - What section of table for food trays? Catering staff to present? - How many food trays per table?** - Serving spoons on table? Salt & Pepper?

Table Numbers/Signs - Coordinate with escort card photos - Total signs: 12 - Frames? Easels?

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 to be installed permanently for use, as well.

•  Ceremony –  No specific lighting via ILD –  Candles?

•  Reception –  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 mirror over tables

–  Perimeter/Sidewalks/Parking/Entry/Exit •  -Lighting needs

–  Pinspotting •  Edison light bulbs over bar and/or cake table?**

Paper Decor  

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Paper Goods, Signs, Stationery

Escort Cards: Photo Cards with Names Scripted. Hand written? B&W?

Place cards: Name cards on each place setting? Script? Print?

Guest Polaroid Book: Supplies? Book? Materials needed? Instruction Sign?

Time Capsule: - Supplies? Book? Materials needed? Instruction Sign? Cards or Paper? Pens -Box or Capsule

Menus - At each place setting, tucked in folded napkin - Design? Print? Qty. 100?

Catering & Bar Signs -Bar Signs? -Drink Station Signs -Family Style Dish Labels -Cake and Dessert Signs or Labels?

Chalkboards - Ceremony ‘take a seat’ sign.

Photos Printed for any Photo Displays?

Task List  To Do:

- Landscaping Needed: Walkway/Paths for Ceremony, Table area clean up - Permanent Lighting Installation - Finalize Floral - Finalize Linen Colors w/Marquee, All table linens and napkins - Finalize Catering Serving ware needs, Menu, Food labels - Finalize alcohol, bar supplies, ice, and drink station - Finalize pinspotting, Edison lights w ILD - Finalize favors - Finalize all paper goods and signs - Finalize Andrews’ groom’s dessert

To Make: - Chalkboard Sign for Ceremony - Escort Cards * Coordinating Table Signs - All paper goods - Time Capsule - Family Tree

To Buy: - Glass bottles - Taper candles - Cocktail napkins? - Glass jars for dessert and favors?

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 - 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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