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The Austin Wedding 9.4.22

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Day of Coordination

General Coordinator Task List

At the park (Ceremony)
Set up decor on picnic tables at the park for the ceremony
Set up the chalkboard sign by the road at the start of the sidewalk path down to the picnic shelter
Tell the groomsmen where & how to put the benches
Add 5 programs to each bench (might need to use rocks from alter table vases on each program to hold it down from flying away in the wind)
Set up front row of benches for parents (add programs with names & one pack each “for your happy tears” tissue packets)
Help the pianist get set-up
Pick best location for her to set-up
Test the audio (pianist bringing speaker & microphone for officiant/sister)
Guide a practice session before guests arrive
Set markers for wedding party
Guide/run procession
Fluff Bride’s dress
Tell people that they can take the bottle openers as favors during refreshment hour
Pack up the guest book, activity & favors for transport over to reception
MOH Ireland will be transporting
Tell people when to start boarding the buses & guide them
Clean up park - put everything in Uhaul
Sister Miaya will take the cards & gifts
At the Blockhouse (Reception)
If needed, remind caterer that they won’t have to flip the space and can set up for dinner right away
Set up the dining tables & sweetheart table
Set up the other misc. decor (ex. Bar signs, seating chart, sign above guest book table)
Check the cake table once it arrives (approx. 5pm)
Set up the guest book, shadow box activity & favors once it all arrives (approx. 6:15pm)
Help DJ keep reception events moving on time (ex. dismiss tables for dinner buffet, make sure he announces events on time, etc.)
Help facilitate liquor box toss
Give winners of the toss their prizes to take home at end of night
Distribute tip money
Clean up venue - put everything in Uhaul
Detailed Coordinator Timeline & Tasks
2
Day
Time
Title
Event
Location
Notes
People
1
Sunday
​1:30 PM
Coordinator arrives @ Park
Vendor
Stevens Pavillion in the Hoyt Arboretum
Decorate tables
Put programs on benches & tissues on front row
Set up podium
Help pianist get set-up
Test microphone
Lead practice spacing
Kristina - Coordinator
2
Sunday
​2:30 PM
Unload benches
Preparation
Stevens Pavillion in the Hoyt Arboretum
Patti - Ensure groomsmen are wearing protective ponchos
Kristina - place programs right away so benches are ready for detail shots at 3:00
Patti
Kent
Tim
Paul
Nick
Drew
Kristina - Coordinator
3
Sunday
​4:00 PM
Vendors arrive at Blockhouse
Vendor
Blockhouse in the Pomarius Nursery
Assistant coordinator (decorate tables, bar sign, etc.), Caterer & DJ?
Kristina - Coordinator
Ashley - Catering
Ty - DJ
4
Sunday
​5:30 PM
Pack up guest book
Preparation
Stevens Pavillion in the Hoyt Arboretum
​
Kristina - Coordinator
5
Sunday
​5:45 PM
Buses Arrive
Event
Stevens Pavillion in the Hoyt Arboretum
Coordinator directs bus drivers where to park& guides guests to board
Ireland transports guest book & activity
Ireland
TBD - Bus Driver(s)
Kristina - Coordinator
6
Sunday
​5:45 PM
Clean up Park
Preparation
Stevens Pavillion in the Hoyt Arboretum
Miaya puts cards in white bag in Marin’s car
Pack decor in Uhaul
Pack trash in Uhaul
Marin
Miaya
Mike
Mark
Kent
Sofi
Kristina - Coordinator
7
Sunday
​6:15 PM
Guest book & activity
Preparation
Blockhouse in the Pomarius Nursery
Ireland hand off upon arrival at Blockhouse
Assistant coordinator sets up
Kristina - Coordinator
Ireland
8
Sunday
​8:30 PM
Speeches
Event
Blockhouse in the Pomarius Nursery
Drew
Ireland
Hunter & Hailey Thank You’s
Hailey
Hunter
Ireland
Drew
Eugene - Videographer
Lauren - Photographer
Kristina - Coordinator
Ty - DJ
9
Sunday
​9:00 PM
Cake Cutting
Event
Blockhouse in the Pomarius Nursery
​
Hailey
Hunter
Eugene - Videographer
Lauren - Photographer
Kristina - Coordinator
Ty - DJ
10
Sunday
​9:05 PM
First Dances
Event
Blockhouse in the Pomarius Nursery
​
Hailey
Hunter
Mike
Mary
Ashley - Catering
Eugene - Videographer
Lauren - Photographer
Ty - DJ
Kristina - Coordinator
11
Sunday
​9:45 PM
Bouquet Toss
Event
Blockhouse in the Pomarius Nursery
Tossing empty liquor boxes instead of bouquet (for guys & girls)
Hailey
Eugene - Videographer
Lauren - Photographer
Kristina - Coordinator
Ty - DJ
12
Sunday
​12:00 AM
Clean up
Preparation
Blockhouse in the Pomarius Nursery
8 benches into Uhaul
Chairs into Uhaul
Table decor & bar sign into Uhaul
Guest book & activity into Marin’s car
Cards & White bag in Uber with Miaya back to hotel
Mike
Patti
Miaya
Marin
Mark
Renee
Ireland
Sarah
Tim
Paul
Nick
Drew
Paige
Anastasia
Ashley - Catering
Kristina - Coordinator
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