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WEDDING CHECKLIST 9 TO 12 MONTHS PRIOR: Arrange a gathering for you and your parents. Determine budget and how expenses will be shared. Discuss the size, style, location, and scope of the wedding you want. Choose a target wedding date and time. Create a binder to store and organize ideas, worksheets, receipts, brochures, etc. Visit and reserve wedding and reception sites. Meet with your officiant. Start compiling your guest list to estimate head count. Consider budget when thinking about “must-invites” versus “nice- to-invites.” Begin shopping for the wedding gown. 6 TO 9 MONTHS PRIOR: Choose the members of your wedding party. Enroll in wedding/shower gift registries. Hire a photographer and a videographer. Book an engagement photo session, especially if you plan to include a professional engagement picture with Save-the-Date cards. Hire a caterer Hire a florist. Make arrangements for music to be played at the ceremony and reception. Reserve a block of hotel rooms for out-of- town guests. (Ask about group rates.) Send out Save-the-Date cards. (Include lodging info and maps, as possible.) Shop for wedding rings. Select and order wedding gown, leaving ample time for delivery and alterations. Shop for bridesmaids’ dresses. Schedule wedding cake design appointments and tastings. Start planning your honeymoon. 4 TO 6 MONTHS PRIOR: Finalize the guest list. Order invitations (25 extra) and other wedding stationery (i.e., place cards and thank you notes) . Plan wedding-day beauty preparations; ask your stylist how far in advance they book wedding parties, and whether they are willing to work on the wedding site. Finalize all honeymoon plans. If traveling outside the country, arrange for visas, passports and inoculations. Hire your wedding day transportation (carriage, limousine service, etc.). Plan the rehearsal dinner. 2 TO 4 MONTHS PRIOR: Obtain a marriage license. Bring all necessary documents. Order tuxedos for the groom and groomsmen. Meet with the caterer to go over menus, wine selections, etc. Order the wedding cake. Order your wedding rings. (Continued on reverse)

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Page 1: WEDDING CHECKLIST - dthvd5fu2buwu.cloudfront.net · Have final fitting for bridal gown and ... Appoint someone to act as an “organizer” ... WEDDING CHECKLIST

W E D D I N G C H EC K L I S T

9 TO 12 MONTHS PRIOR: � Arrange a gathering for you and your

parents. � Determine budget and how expenses will

be shared. � Discuss the size, style, location, and scope

of the wedding you want. � Choose a target wedding date and time. � Create a binder to store and organize ideas,

worksheets, receipts, brochures, etc. � Visit and reserve wedding and reception

sites. � Meet with your officiant. � Start compiling your guest list to estimate

head count. Consider budget when thinking about “must-invites” versus “nice-to-invites.”

� Begin shopping for the wedding gown.

6 TO 9 MONTHS PRIOR: � Choose the members of your wedding

party. � Enroll in wedding/shower gift registries. � Hire a photographer and a videographer. � Book an engagement photo session,

especially if you plan to include a professional engagement picture with

� Save-the-Date cards. � Hire a caterer � Hire a florist. � Make arrangements for music to be played

at the ceremony and reception. � Reserve a block of hotel rooms for out-of-

town guests. (Ask about group rates.)

� Send out Save-the-Date cards. (Include lodging info and maps, as possible.)

� Shop for wedding rings. � Select and order wedding gown, leaving

ample time for delivery and alterations. � Shop for bridesmaids’ dresses. � Schedule wedding cake design

appointments and tastings. � Start planning your honeymoon.

4 TO 6 MONTHS PRIOR: � Finalize the guest list. � Order invitations (25 extra) and other

wedding stationery (i.e., place cards and thank you notes) .

� Plan wedding-day beauty preparations; ask your stylist how far in advance they book wedding parties, and whether they are willing to work on the wedding site.

� Finalize all honeymoon plans. If traveling outside the country, arrange for visas, passports and inoculations.

� Hire your wedding day transportation (carriage, limousine service, etc.).

� Plan the rehearsal dinner.

2 TO 4 MONTHS PRIOR: � Obtain a marriage license. Bring all

necessary documents. � Order tuxedos for the groom and

groomsmen. � Meet with the caterer to go over menus,

wine selections, etc. � Order the wedding cake. � Order your wedding rings.

(Continued on reverse)

Page 2: WEDDING CHECKLIST - dthvd5fu2buwu.cloudfront.net · Have final fitting for bridal gown and ... Appoint someone to act as an “organizer” ... WEDDING CHECKLIST

� Confirm wedding ceremony and reception music.

� Book a hotel room for the wedding night. � If you plan on writing your own vows, start

writing them now.

4 TO 8 WEEKS PRIOR: � Mail the wedding invitations 8 weeks

before your wedding date. � Do a hair and makeup run-through

(including wedding veil, if applicable). � Confirm all transportation plans.

2 TO 4 WEEKS PRIOR: � Work on seating arrangements for the

reception. � Finalize arrangements for out of town

attendants and guests. � Confirm details with the photographer,

florist, and other vendors. � Have final fitting for bridal gown and

bridesmaids’ dresses. � Write your rehearsal dinner toast. � Purchase gifts for the wedding attendants.

1 WEEK PRIOR: � Enclose any fees due on the wedding day in

envelopes for easy distribution. � Give the caterer a final head count. � Appoint a trustworthy person to bring

important items (cake knife, toasting glasses, etc.) to the reception.

� Appoint someone to act as an “organizer” to handle any last-minute problems.

� Review final details for those in the wedding party.

� Get final beauty treatments (manicure, facial, massage, waxing, brow shaping, etc.)

THE DAY BEFORE THE WEDDING: � Gather together the following: � Something old - Symbolizing continuity

with family and heritage � Something new - Symbolizing optimism

and hope for the new life ahead � Something borrowed - An item from a

happily married friend or family member � Something blue - Symbolizing love and

fidelity � Confirm honeymoon arrangements. � Pack for the honeymoon. � Enjoy a relaxing day with family and

friends. � Attend the rehearsal and rehearsal dinner;

give gifts to attendants. � Give the rings, and officiant’s fee, to the

best man. � Try to get some rest

WEDDING DAY: � Post wedding announcements in the mail. � Relax and remain calm. � Remember to eat something. � Allow at least two hours for getting

dressed. � ENJOY THIS ONCE-IN-A-LIFETIME

EVENT!

W E D D I N G C H EC K L I S T ( C O N T I N U E D)

Page 3: WEDDING CHECKLIST - dthvd5fu2buwu.cloudfront.net · Have final fitting for bridal gown and ... Appoint someone to act as an “organizer” ... WEDDING CHECKLIST

FOOD AND BEVERAGE POLICIESDue to licensing requirements and quality control issues, all food and beverage to be served on the Hotel property must be supplied and prepared by the Hotel. Outside catering, food & beverages not prepared by the Hotel are strictly prohibited. Please refrain from bringing unauthorized food into Hotel. All food and beverage prices are subject to a 20% service charge and a 10.0% state tax (subject to change without notice). Please note that the service charge is taxable. Prices are subject to change without notice.

BILLING ARRANGEMENTSPayment will be guaranteed by credit card. A Credit Card Authorization Form must be completed and returned to the catering manager with the signed Catering Sales Agreement to guarantee your function date. A 50% non-refundable deposit is due with signed agreement. The remaining balance is due three (3) working days prior to the event. All deposits are non-refundable and non-transferable. Remaining balance may be paid by cashier’s check, money order, credit card or cash.

GUARANTEESA guaranteed attendance figure is required for all meal functions seventy-two hours prior to the function date. Hotel will be prepared to serve 5% over the guaranteed number. Please note that guaranteed attendance required (72) hours prior to your event does not reduce the food and beverage minimum required and indicated in the catering agreement.

SERVICE CHARGES & SALES TAXAll items are subject to the customary service charges and state sales tax. State sales tax and service charge will be added on rentals, including room rental, and other applicable items.

FUNCTION ROOM ASSIGNMENTSRoom assignments are made according to the guaranteed minimum number of people anticipated. Because these attendance figures may vary from expected attendance, we reserve the right to change room assignment to best accommodate either increasing or decreasing attendance figures.

AUDIO-VISUAL EQUIPMENTHotel is pleased to arrange for any audio-visual requirements for your function. For extensive set-ups, arrangements can be made through Hotels’ catering office to contact local professional audio-visual services.

P O L I C I E S

(Continued on reverse)

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DECORATIONSHotel is happy to assist with any referrals for fresh flowers and centerpieces, ice carvings, and entertainment. The hotel will not permit the affixing of anything to walls, floors, or ceilings with nails, staples, tape or any other substance. Small or metal confetti use for decoration is not permitted. Hotel is not responsible for any items being brought into the hotel and left overnight, such as floral decorations, candles, arches, cake tops, knives, glass, etc. Special arrangement with the Catering Manager will need to be made in advance, before dropping items at hotel. Catering Sales Manager must approve these arrangements. Due to the sensitivity of Hotels’ fire alarm system, any equipment not approved by Hotel, i.e. fog or smoke machines will not be permitted in any meeting space. Event will be responsible for any charges incurred resulting from the use of such equipment.

CANCELLATION POLICYIf Hotel cancels the Agreement or is unable to provide the requested meeting space, Hotel will work with Event to arrange alternative accommodations and space at the prices set forth herein. Hotel will arrange for comparable space in the same Vicinity of the Hotel and shall provide, without charge, necessary transportation between the alternative site and the Hotel. Hotel’s liability is limited to these remedies and Hotel shall not be liable for any consequential, punitive or special damages. If Event decides to cancel the Agreement, reduce the size of its meeting and/or attendance, or reduce the amount of agreed food and beverage service, the Hotel will suffer damages. Such damages will be a result of Hotel’s inability to offer unused space or services to another client and/or the cost to Hotel of trying to re-sell this space/service. The exact amount of the damages clause is a reasonable effort by the parties to agree in advance on the amount of damages. It is agreed that these amounts will be due regardless of the Hotel’s ultimate ability to re-sell some or all of the space or services.

P O L I C I E S ( C O N T I N U E D)

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CAPACITY CHART

ROOM DIMENSIONSSQUARE

FT. THEATER CLASSROOM ROUNDS U-SHAPE CONFERENCEEvergreen Ballroom 78’ x 36’ 2808 300 170 220 - -Evergreen Ballroom (1 Section) 26’ x 36’ 936 100 40 50 28 28

Evergreen Ballroom (2 Sections) 52’ x 36’ 1872 200 100 150 40 30

Spruce Room 31’ x 41’ 1271 120 70 90 40 30Cedar Room 53’ x 19’ 1007 88 50 70 36 30Fir Room 23’ x 21.5’ 483 30 20 32 12 15

M E E T I N G S PAC E S

(Continued on reverse)

Pool

SEATTLEROOM

Whirlpool

TACOMAROOM

Gregory’sLounge

Gregory’sRestaurant

Men Women

LaundryRoom

Guest Rooms

RAINIERROOM

OLYMPICROOM

PACIFIC ROOM

ExecutiveOffices

Elevator

Elevator

FrontDesk Lobby

Entrance

Valet Service

Tully’s Coffee Bar

BusinessCenter

Pool

SEATTLEROOM

Whirlpool

TACOMAROOM

Gregory’sLounge

Gregory’sRestaurant

Men Women

LaundryRoom

Guest Rooms

RAINIERROOM

OLYMPICROOM

PACIFIC ROOM

ExecutiveOffices

Elevator

Elevator

FrontDesk Lobby

Entrance

Valet Service

Tully’s Coffee Bar

BusinessCenter

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EVERGREEN BALLROOM - $1500 RENTAL FEEWaived with $5000 in food and beverage per day Reduced to $750 with $2500 in food and beverage per day Reduced to $500 with $3000 in food and beverage per day

TWO SECTIONS OF THE EVERGREEN BALLROOM - $1000 RENTAL FEEWaived with $3000 in food and beverage per day Reduced to $500 with $1500 in food and beverage per day Reduced to $300 with $2000 in food and beverage per day

ONE SECTION OF THE EVERGREEN BALLROOM - $500 RENTAL FEEWaived with $1500 in food and beverage per day Reduced to $300 with $750 in food and beverage per day Reduced to $200 with $1000 in food and beverage per day

SPRUCE ROOM - $700 RENTAL FEEWaived with $2,000 in food and beverage per day Reduced to $350 with $950 in food and beverage per day Reduced to $200 with $1000 in food and beverage per day

CEDAR ROOM - $600 RENTAL FEEWaived with $1,500 in food and beverage per day Reduced to $300 with $750 in food and beverage per day Reduced to $200 with $950 in food and beverage per day

FIR ROOM - $400 RENTAL FEEWaived with $1,000 in food and beverage per day Reduced to $200 with $500 in food and beverage per day Reduced to $100 with $800 in food and beverage per day

24-hour hold fee is applicable to all meetings unwilling or unable to vacate for evening functions. 24-hour hold fee constitutes an amount up to, but not exceeding, and additional day’s room rental and is negotiated with sales manager.

$100.00 set up fee or food and beverage minimum will apply to outside settings (alcove, pool, 6th floor, etc.) Any waivers or adjustments to the above policies must be obtained through Sales Department of Red Lion Hotel & Conference Center.

M E E T I N G S PAC E S ( C O N T I N U E D)

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V E N D O R S

EQUIPMENT/SPECIALTY LINEN RENTALGrand Event Rentals [email protected] | 425-462-736

WEDDING CAKESCreme De La Creme [email protected] | 425 -282-0329Remo Borracchini’s [email protected] | 206-325-1550

LIMOUSINE EXTRAORDINAIREBlessed Limo & Towncar [email protected] | 206-579-5911

PHOTOGRAPHERSKariba Jack Photography [email protected] | 253-228-9811

DJThe Wedding DJ’s [email protected] | 425-255-7010

ICE SCULPTURESCreative Ice Steve @creativeice.com

Page 8: WEDDING CHECKLIST - dthvd5fu2buwu.cloudfront.net · Have final fitting for bridal gown and ... Appoint someone to act as an “organizer” ... WEDDING CHECKLIST

D I N N E R B U F F E T

GREAT AMERICAN BUFFET | $49.95 PER PERSONChoice of Starter | choose THREE

• Cheese & cracker display• Bow tie pasta & Assorted Roasted Vegetables• Antipasto Platter• Fresh vegetable crudites with dip• Fresh sliced fruit display

Entrées | choose TWO• Wild Salmon• Slow Roasted Prime Rib• Pork Loin• Breast of Chicken• Signature Pot Roast• World Famous Rotisserie Turkey

Choice of Sides | choose THREE• Garlic Mashed Potatoes• Red Potatoes• Buttered Orzo with Parmesan• Steamed Vegetable Medley• Grilled Asparagus• Parmesan Green Beans• Rice Pilaf• Pasta Salad

All buffets served with a house salad, warm rolls and butter, chefs selection of dessert, coffee and Tazo Tea.

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P L AT E D D I N N E R S

PAN SEARED CHICKEN BREAST I $30.95 PER PERSONPan seared chicken breast, enhanced with your choice of the following sauces:

• Dijonnaise• Marsala • Piccata

Served with red potatoes & seasonal vegetables.

WILD SALMON I $32.95 PER PERSONWild salmon fillet, in a lemon beurre blanc. Served with wild rice and seasonal vegetables.

FLAT IRON STEAK I $33.95 PER PERSONA choice tender blade steak, seasoned with a blend of kosher salt, cracked pepper, garlic and onion. Topped with caramelized onions. Served with garlic mashed potatoes and roasted seasonal vegetables.

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A F T E R H O U R S

BRUSCHETTA | $24.95 PER DOZENFresh mozzarella basil & roma tomatoes a top toasted Italian bread drizzled with olive oil.

COCONUT PRAWNS I $38.95 PER DOZENServed with honey mustard sauce.

CHICKEN OR BEEF SATAY / $27.95 PER DOZENChoice of chicken or beef with peanut, teriyaki, or coconut curry sauce.

SPRING ROLLS I $27.95 PER DOZENServed with sweet Thai chili sauce.

VEGETABLE CRUDITES | $95 I $185 I $285Small serves 30 I Medium serves 60 I Large serves 100Fresh cut vegetable display served with creamy ranch dip.

FRESH SLICED FRUIT DISPLAY | $145 I $265 I $395Small serves 30 I Medium serves 60 I Large serves 100Fresh sliced fruit garnished with seasonal berries.

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B A R O F F E R I N G S

HOSTED BEER & WINE | BASED ON CONSUMPTION• House Cabernet

• Chardonnay

• White Zinfandel

• Domestic, Imported and Microbrew Beers

• Assorted Sodas

• Bottled Water

• Fruit Juices

HOSTED FULL BAR | BASED ON CONSUMPTION• Call & Premium Liquors

• House Cabernet

• Chardonnay

• White Zinfandel

• Domestic, Imported and Microbrew Beers

• Assorted Sodas

• Bottled Water

• Fruit Juice

A $95.00 bartender fee will be assessed to all cash and hosted bars. One bartender is provided for every 100 guests.