Venue Instructional

Sheet

Venue To-Do List

Distribute table numbers as per original layout I would suggest just placing them on the tables as you set up,

for the florist to pick into the arrangements once she sets those up

Distribute place cards as per seating chart Distribute gift favours as per seating chart (they are to go together, as a

set, one veil of sugared almonds with personalised name tags, to be standing next to one groom mini bottle)

Place toasting flutes onto cake table Place cake cutting utensils onto cake table and pack away following cake

cutting Place bathroom basket into women’s bathroom Seat guests with provided Guest List in alphabetical order.

Please feel free to contact me at any point of the day if needing any clarification. I have included alternative contacts if I am unreachable:

Bride | 0000 000 000

Groom | 0000 000 000

Maid of Honour | 0000 000 000

Bridesmaid | 0000 000 000

Personal Drop off InclusionsI arranged with my venue to drop off a list of items two days prior to the wedding that they needed to distribute. Below is a list of the things I dropped off and how I kept track of everything.

Item Image Qty Set up Location

☐Votive Long

Stemmed Candle

Holders108

Scattered individually through the bridal table low centrepiece – florist to do

☐ Favours 94

Per family, personalised name labels – as per labelled seating chart – please put out as per seating chart, will have mothers come in and check prior to5 spares with no names

☐ Table Numbers 14

Place in flower arrangement centrepieces – arrange as per table numbers and leave for florist to place in flower arrangements

☐ Menus 165Individual – as per seating chart – insert menu into named place card – spare menus included with spares

☐ Name Card 165 Individual – as per seating chart

Menu

NameCard

☐ Toasting Flutes 2

Bride & Groom Seats, to be placed on cake table for cake cutting and toast and to be brought to bridal seats by bride and groom afterwards

☐ Cake Knife Set 1 Cake Table

☐ Sparklers 200 By door, upon guest exit – in basket

☐ Personalised Matches 50 By door, upon guest exit – in

basket

☐ Alcohol 16 Bar – for Spirits service – no corkage

☐Women’s Bathroom

Accessories Basket

1 Women’s Restroom

☐Hanging

Round Candle Holders

65Hanging from centrepieces – 5 per flower arrangement on each table

Vendor Drop off InclusionsBelow is a list I put together of all the vendors that were also coming to drop things off or set things up prior to the wedding day, followed by a schedule of when they’re due to arrive and a list of contact numbers for each. This ensured that if there was an issue, my venue could coordinate directly with the vendor and vice versa.

Vendor Item Qty

Set up Location

☐ Branch Out Flowers Centrepieces 14

One bouquet arrangement per guest table = 13 totalOne long arrangement on bridal table = 1 total

☐ Cristerella Cakes Cake 1 To be delivered and set up by Tonia

☐DStar Entertainment – Dry Ice

Dry Ice 1 Set up by DJ – surrounding perimeter –evenly spaced

☐ DStar Entertainment Uplighting Numerous lights to be set

up around hall by DJ

☐ DStarEntertainment – Music table DJ 1 Where DJ allocated on

Layout

☐ Black Fedora Jazz – Keyboard Jazz Band 1 Outside on steps – during

pre-drinks hour

☐ Pavilion Draping + Chandelier and

chair coversSourcing through Pavilion – own set up

Vendor Arrival Schedule

Vendor Arrival Time

Activity

Branch Out Flowers Set up centrepieces

Cristarella Cakes Drop off cake Set up Cake

Black Fedora Jazz Set up music equipment for pre drinks

DStar Entertainment Set up music equipment

Vendor Contacts

Vendor Name

Mobile Email

Branch Out Flowers Name

0000 000 000

genericemail@email.com

Cristarella Cakes Name

0000 000 000

genericemail@email.com

Black Fedora Jazz Name

0000 000 000

genericemail@email.com

DStar Entertainment Name

0000 000 000

genericemail@email.com

Mike Hemus Photography Name

0000 000 000

genericemail@email.com

SnapMe Media Videography

Name

0000 000 000

genericemail@email.com

Table Setting

Each seat has a place card and an individual menu inserted into place card pocket.

Please do not do this too early as after a day, the menus droop

Feel free to place the menus on whatever side looks better and doesn’t clutter the table. They are free standing and slide into the pocket, as per image below

Favours to be distributed as per seating chart. Majority are per couple, so please place the mini bottle and wrapped sugared almonds, as a set, in the middle of the two plate settings

Please place these table numbers on each table according to the seating chart and layout – for florist to pick into floral arrangements once she sets them up

5 hanging candles per floral arrangement.

For Florist to do – long stemmed lighters provided to light.

If these have not been dropped off, I have changed my mind,

Alcohol Service

Do not open one bottle of the same type without finishing another Spirits service is to only commence after entrée service, excluding the

bridal party and parents. Please do not throw away any empty bottles, for our personal records, at

the end of the night.

Type Quantity Returned

☐ Vodka 8

☐ Scotch 5

☐ Tequila 1

☐ Gin 2

Total 16

Bathroom SuppliesPlease put the prepared basket of bathroom accessories in the female toilets as displayed:

Content Quantity Returned

☐ Deodorant 2

☐ Hair Spray 1

☐ Chewing Gum 4

☐ Breath Mints 2

☐ Nurofen 1

☐ Band-Aids 1

☐ Lip Balm 5

☐ Combs 5

☐ Tray 1

☐ Personal Care Items 2

☐ Cue Tips 1

☐ Face Wipes 1

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Personal Collection ChecklistHere, I included a list of all the things I’d like collected at the end of the night. Any spare items I wanted to keep for myself as memorabilia.

*High priority – MUST be collected

Please place all these items in the collection box and store, to be collected either on the night or on Tuesday morning, depending on transport availability.

Item Time Collected

☐ Place Cards Gather as many as you can and save

☐ Menus Gather as many as you can and save

☐ Excess Sparklers On the night

☐ Personalised Matches* After reception commencement

☐ Table Numbers* On the night – take out of flower arrangements and pack away

☐ Flower arrangements* Arrange for someone to do this

☐ Toasting Flutes* On the night – packed away

☐ Cake Knife Set* On the night – packed away

☐ Matches & Sparkler Baskets On the night – packed away

☐ Excess Alcohol* On the night – following bar closure

☐ Empty Alcohol Bottles* Collect throughout the night

☐ Cake Topper* To be packed away after cake has been cut

☐ Cake embellishments* To be packed away after cake has been cut

☐ High stemmed Candle holders*

Pack away for me to collect on Tuesday – in box

☐ Table Candle holders* Pack away for me to collect on Tuesday – in box

☐ Women’s Bathroom Basket* Left overs to be collected at End of Night

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Vendor Collection List

Depending on the vendor, arrangements have been made for items to either be collected on the night, after 1:30am, or on Tuesday morning, the day after the public holiday.

Item Time Collected

☐ Flower Centrepieces, vases, candles, etc.

☐ DJ Equipment, lighting, dry ice equipment

On the night, after 1:30am

☐ Band equipment Following ½ hr of pre drinks

☐ Cake stand

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Running SheetHere, I dropped in a copy of the running sheet and included the section which relates to the reception. You can download a copy of the running sheet to customise yourself from the link below:

www.fromgreatbeginnings.com/wedding-instructionals

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Usher ListInsert a list of your guests in alphabetical order on the left with their allocated table on the right. To insert more names under each, highlight the last row, right click, select ‘insert rows below’.

A1. Name 13

B2. Name 10

C3. Name 11

D4. Name 8

E5. Name 14

F6. Name 7

G7. Name 9

H8. Name 6

I9. Name 3

J10. Name 4

K11. Name 3

L12. Name 7

M13. Name 6

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N14. Name 3

O15. Name 10

P16. Name 4

Q17. Name

R18. Name 5

S19. Name 7

T20. Name 14

U21. Name

V22. Name 1

W23. Name 4

X24. Name

Y25. Name

Z26. Name 8

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Order of SeatingHere is my order of seating. This is what I gave to our venue to make it easier for them to put out place cards as well as gift favours which were all personally labelled. This list also outlined any vegetarian meals which were required, high chairs, allergies, etc. We had a total of 13 tables, so there was a lot of coordination.

Vegetarian/Vegan or Gluten Free High Chair Provision

Under 18 – Full meal Kids Meal

Allergy

Position

BRIDALPlease list Bridesmaids &

Groomsmen in the order they will be seated starting from the bride &

groom

Table Special Instructions / Dietary / Favours

High Chair/Child

Bride Name BridalFavour (Name & Name)

Groom Name BridalGroom Side Name Bridal

Name Bridal Favour (Name)Name Bridal

Favour (Name & Name)Name Bridal

Name BridalFavour (Name & Name)

Name BridalBride Side Name Bridal U18 – Full Meal

Name Bridal U18 – Full MealName Bridal

Favour (Name & Name)Name Bridal

Name BridalFavour (Name & Name)

Name Bridal

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Vegetarian/Vegan or Gluten Free High Chair Provision

Under 18 – Full meal Kids Meal

Allergy

Position

TABLE 13Table Special Instructions /

Dietary / BonbonniereHigh

Chair/ChildName

1 Name 1 Favour (Name)2 Name 1 Favour (Name &

Name)3 Name 14 Name 1

Favour (Name & Name)

5 Name 16 Name 17 Name 1 U18 full meal8 Name 1 U18 full meal9 Name 1

Favour (Name & Name)10 Name 1

11 Name 1

Position

TABLE 13Table Special Instructions /

Dietary / BonbonniereHigh

Chair/ChildName

1 Name 1 Favour (Name) Child2 Name 1 Favour (Name &

Name)3 Name 14 Name 1

Favour (Name & Name)

5 Name 16 Name 17 Name 1 U18 full meal8 Name 1 U18 full meal9 Name 1

Favour (Name & Name)10 Name 1

11 Name 1

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