Russian wedding report


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Russian wedding report

  1. 1. Russia in Canada Sarah and Natalya’s Wedding Nicole Walter & Romulo Diaz Jim Stone BEMP 501 December 11th, 2013
  2. 2. Table of Contents Sarah and Natalya’s Wedding i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv. Executive Summary ........................................................ 1 Event Objectives ............................................................. 1 Event Theme ................................................................... 2 Event Equipment and Décor .......................................... 3 Venue ............................................................................... 4 Floor Plan ........................................................................ 7 Event Specs/Setup.......................................................... 8 Food and Beverage......................................................... 9 Event Evaluation ............................................................. 9 Environmental Sustainability......................................... 10 Additional Information and Documentation ................. 11 Event Production Roll Out ............................................. 19 Event Budget .................................................................. 22 Appendix ........................................................................ 23
  3. 3. Executive Summary At WD Weddings, we want to provide our clients with the ability to make their dream wedding become a reality. As wedding planners, we – Nicole Walter and Romulo Diaz – will lead you through the process of creating your dream day. Our goal is to make our clients’ visions come alive through our creative and innovative wedding designs and our commitment to perfection. We are excited that our next couple – Sarah and Natalya – has decided to plan their Russian inspired wedding through us, WD Weddings. Sarah and Natalya’s wedding will be held in The Fermenting Cellar at the Distillery District in Toronto, Ontario. The couple is choosing to celebrate their big day with 102 close friends and family with a budget of $100,000. Event Objectives Sarah and Natalya will be celebrating their wedding day with a Russian inspired theme surrounded by close family and friends. The main objective for the wedding is to “bring Russia to Canada”. Sarah and Natalya want their guests to immerse themselves in an authentic experience as though they are attending a wedding celebration in Russia. In order to achieve this, we will incorporate traditional Russian food, drinks, traditions and entertainment to bring this theme alive. As a secondary objective, the brides want the wedding to have two components. Firstly, our clients want to have an intimate ceremony to celebrate their legal union despite hurdles against same-sex marriages in Russia. Secondly, the couple wants their wedding to be a large “party celebration” with plenty of food and drinks. WD Weddings will hire local Trepak Dancers who will perform traditional Russian style dances twice throughout the wedding reception. With a small marriage ceremony in the early afternoon, followed by a large reception with drinks and traditional food, this wedding will be an unforgettable Russian experience for Sarah, Natalya and all of their family and friends. Nicole Walter & Romulo Diaz 1
  4. 4. Event Theme Sarah and Natalya will be celebrating their big day with a Russian inspired theme. Traditional Russian food, drinks and traditions will be incorporated to bring this theme alive. The couple wants their guests to feel as though they are attending a wedding celebration in Russia with a small marriage ceremony will take place early afternoon, followed by a large celebration with all family and friends. As two individuals interested in Russian culture, we selected our theme based both on interest and current global events. As Canadian born citizens, we are proud of our country’s beliefs and values and wanted to represent this through our couple’s wedding. Neither same-sex marriage nor the union of samesex couples is allowed in Russia and with recent news of Russia’s anti-gay laws becoming stricter, we decided to touch upon these issues. Contrary to Russia’s regulations, in Canada same-sex marriage is legal and widely celebrated; therefore we wanted to support this idea through our wedding. As a result, WD Weddings will be planning a Russian themed wedding ceremony and reception with the social beliefs that are widely accepted in Canada. This idea will be carried out and supported throughout Sarah and Natalya’s wedding. Russian Wedding Rituals and Traditions Natalya and Sarah's wedding ceremony will unfold with similar elements to a traditional Orthodox Catholic Russian wedding, with some changes in the way certain rituals are conducted. The ceremony will take place in the same venue as the reception, rather than a church. A portion of the venue will be sectioned off from the reception area and will have chairs, candles, flowers and an elegant white drapery backdrop with backlighting. The following section lists some key traditions in Russian culture that will be conducted throughout the marriage ceremony surrounded by close family and friends. The Candles The ceremony will commence with Sarah’s father walking both women down the aisle, as Natalya’s father will not be present at the wedding. In Russian culture, the bride and groom are handed a candle at the beginning of the ceremony to symbolize their acceptance of Christ into their lives. This ritual will be kept alive, although will be altered to better suit our couple. The ceremony will begin with the wedding party - rather than the couple - walking down the aisle holding the candles. This will symbolize their acceptance of Sarah and Natalya’s love into their lives, regardless of their sexual orientation. The candles will remain lit throughout the duration of the ceremony. Nicole Walter & Romulo Diaz 2
  5. 5. The Crowning Russian weddings are widely known for the “Crowning” of the couple. The Crowing is the most important part of the wedding ceremony as it is the symbol of marriage in the Orthodox Church. After the exchange of vows the Minister ushers the couple closer to the guests to stand on a rose-coloured carpet to await their Crowning. Crowns are usually held over the couple’s heads by members of the wedding party followed by brief prayers and sharing of a “common cup” of wine by the brides. Following the Crowning, the rings are blessed and exchanged by the brides to complete the ceremony. The Karavay The Karavay is a tradition borrowed from the ancient Romans and it is still a fun engaging activity that takes place at Russian weddings. When entering the reception, the newlyweds will add a level of fun and excitement to the ceremony by biting the loaf of bread without using their hands. As tradition states, whoever takes the largest bite is considered to be the head of family. This tradition will be coupled with a vodka toast and the subsequent breaking of glasses to symbolize good luck and the beginning of the couple’s celebration of love. Event equipment and decor The venue will be large enough to host 102 people. It will be arranged with 12 round tables to encourage conversation among the guests sitting together. A rectangular table with 6 seats for the wedding party will be stationed at the front of the room. The tables will have white linen with a wide table runner with burgundy, black and gold patterns, a Russian-inspired print. Surrounding the tables will be black chairs and two throne chairs will be rented for the brides to sit on at the head table. In addition to renting table and chairs, the wedding will also require glassware consisting of wine, water and shot glasses for vodka toasts, plates and silverware for 3 courses. Food will not be catered by the venue, but by a catering company familiar with Russian cuisine. The table centerpieces will consist of vintage lamps and flowers to form part of the warm traditional décor in the venue. There will be 3 glass chimney Nicole Walter & Romulo Diaz 3
  6. 6. lamps on each round table surrounded by arrangements of Chamomile and burgundy Dahlia flowers. Chamomile flowers were selected because they are the national flower of Russia. They have white petals and a bright yellow disk, which will contrast the deep tones of burgundy Dahlia flowers. In addition, every guest will have a Matryoshka doll sitting behind their dinner setting. These dolls are extremely popular all over Russia and will be a fun edition to the table décor. The dolls will be locally hand-crafted and will serve a dual purpose of being both a decoration and a wedding memorabilia; each doll will contain a “Thank You” message from the couple. A wall-sized poster of Saint Basil’s Cathedral in Moscow Russia will be set up on a focus wall in the reception room. This will create a strong visual effect, and help guests feel as though they are attending a wedding in Russia. There will be chandeliers inside the venue with similar glass chimneys to tie in with the centerpieces and will also create a warm dim-lighted setting throughout the reception room. The cake will be another key décor element as it will be a traditional tier Russian style wedding cake. It will be placed on a table with a white table linen, and a dim focus light will shine down to draw attention to the elaborate cake. Venue The Fermenting Cellar is one of three beautiful venues operated by Distillery Events in the Distillery District located in Toronto, Ontario. The Fermenting Cellar was constructed in 1861 and the venue is still supported by heavy timber beams and trusses and original limestone walls. The Distillery District is a national historic site and offers a glimpse of Victorian Industrial Architecture throughout its 40 buildings. The Fermenting Cellar is located in Toronto’s downtown core and the unique venue is 7,500 square feet and has 35ft ceilings. The Fermenting Cellar is very versatile and can be transformed into any vision. We had the opportunity to arrange a visit to the venue on a day when a similar wedding was taking place. This helped us further envision our client’s wedding at this location Nicole Walter & Romulo Diaz 4
  7. 7. The Fermenting Cellar offers unique architecture that complements elements of Sarah and Natalya’s wedding. The venue has high-ceilings, rustic beams and mellow grey cement brick walls. By simply adding red, black and white we can make the venue look completely different to suit our Russian theme. The space is the perfect size to accommodate a small ceremony, a sit down dinner of 100 people and a dance space as our clients requested. With a smaller space the entertainment will be more interactive; the venue is small enough that guests will feel part of the performance, but not large enough to feel as though they are spectators at a show. Located near the downtown core, the venue meets our clients’ expectations for convenience. The venue is close to their home and has a selection of hotels nearby, making it a convenient location for friends and family travelling. Although the National Restaurant offered a great selection of Russian food, our vision was strongly focused on décor and environment. We are able to hire an outside caterer to provide authentic Russian cuisine, but still hire staff provided by the Fermenting Cellar. Nicole Walter & Romulo Diaz 5
  8. 8. Advantages for this venue selection are: The size of the Fermenting Cellar is ideal for our client’s 100 person wedding. The venue is large enough that guests won’t feel cluttered and small enough to provide an intimate celebration. The Fermenting Cellar can easily transform into a wedding reception and a wedding ceremony in separate areas of the venue but still in one whole space. Distillery Events has worked with numerous well-respected clients such as Air Canada, the Toronto Maple Leafs, Telus, Coca Cola and many others. Their extensive experience and knowledge in the event industry have landed them prestigious clients, therefore as potential clients we know Distillery Districts is a respectable organization. Located minutes from the Financial District, the Fermenting Cellar is close to Toronto’s downtown core, thus more convenient for our clients. The Distillery District has beautiful cobblestone walkways connecting all the buildings adding a historical sense to the location. The Fermenting Cellar allows outside caterers for weddings, therefore we can hire an authentic Russian chef. Disadvantages for this venue selection are: The Fermenting Cellar does not offer authentic Russian cuisine. We must hire an outside company or chef to cater the wedding, potential for increase cost to the budget. The Old Victorian architecture found throughout the Distillery District and within the Fermenting Cellar may clash with our client’s Russian inspired theme because of conflicting designs. Budget will most likely increase due to outsourcing caterer and entertainment. Slight increase in overall costs at this higher-end venue. The Distillery District is known for indoor and outdoor special events throughout the year, therefore there may be tourists in the vicinity or other weddings scheduled in other venues within the Distillery District. Nicole Walter & Romulo Diaz 6
  9. 9. Floor Plan During a site visit at the Fermenting Cellar, we obtained a floor plan with similar layout to Sarah and Natalya’s wedding which provides a clear representation of how the set-up will look like. The ceremony area for Sarah and Natalya’s wedding will be smaller than on the attached floor plan, providing more room for Trepak Russian dancers to perform and for the after party dance at the end of the reception. The Fermenting Cellar’s floor plan Left- Ceremony space Right – Reception space Above- Floor plan Nicole Walter & Romulo Diaz 7
  10. 10. Event Specs/Set-up Rentals Dining Room  10 large round tables  8’ table 102 black chairs 10 large round white linen tablecloth 8’ table white linen tablecloth White linen napkins Soup spoons Salad forks Dinner forks Dessert forks Butter knifes Steak knifes Salad knifes Large wine glass Small water Coffee cups and saucers   35 chairs Back-drop lighting               Ceremony Purchase  11 Custom-made table runners: 10 large round tables, 1 8’ table  13 Centerpiece chimney candle lamps (3 at head table)  13 Centerpiece flower arrangements (3 at head table)  102 Matryoshka dolls take-away wedding gifts from couple           Décor  6’ Rectangular table      Audio Visual   6’ Rectangular table Stage 8’x8’ Nicole Walter & Romulo Diaz 6 Long white candles 2 Red velvet pillow 2 Wedding crowns Custom-made white drapery backdrop Flower arrangements 8’x12’ Rose-coloured carpet Small neo-classical side table (less than 2’ diameter) Small doily Karavay wedding bread loaf 2 Large chimney candle lamp chandeliers 1 Wall size poster of St. Basil’s Cathedral in Moscow, Russia (10ft x 15ft) 1 White linen tablecloth Wedding cake Flower arrangements N/A 8
  11. 11. Guest Profile Sarah and Natalya have a well-established group of friends in the City of Toronto where the wedding will take place. A large portion of the wedding reception’s guests will be friends of the couple. These guests will be within the same age demographic as Sarah and Natalya – 30-35 years old – and thus the majority of expected guests will share similar interests and lifestyles as the couple. There will only be 3 children on the guest list for the wedding. The rest of the guests are family members from both brides, but a majority of them will be Sarah’s relatives from Canada. A small group of Natalya’s relatives from Russia will attend the wedding; therefore additional translated invitations, menus and accommodations will be facilitated for them. Most of Sarah and Natalya’s guests will be in their 30s, therefore we are expecting that the couple’s desire to have a “Russian party” will be met. Food and Beverage In order to successfully transport Sarah and Natalya’s guest to Russia, WD Weddings will be hiring an authentic Russian chef to cater the wedding. The menu items have been specifically selected and sampled by our clients who have chosen their favorite dishes. Every item on Sarah and Natalya’s wedding menu is very popular in Russia and ultimately, the couple hopes their guests will experience a “little taste of Russia” in Canada (See Appendix A). A very common alcoholic beverage within Russian culture is vodka. Rather than offering guests champagne for toasts and after speeches, the service staff will offer guests vodka shots instead to tie in this aspect of Russian culture through the use of the taste sense. Event Evaluation We have identified 3 main areas for evaluating the success of Sarah and Natalya’s wedding, plus an overall assessment: 1. Theme and decor:  Guests will be observed upon entering the venue to read their first impression of the venue and decor. Guests’ reactions will be an indication of how successful the implementation of elements of Russian culture are at the wedding.  Guests will be observed during the execution of wedding traditions such as the Crowing, the candle walk and the breaking of the wedding loaf to see if guests are engaged.  Natalya and her family members will be asked for feedback on theme elements and their overall enjoyment. Nicole Walter & Romulo Diaz 9
  12. 12. 2. Food:  The dinner menu was carefully selected to fit the client’s desires and represent Russian culture. We will observe the amount of food left on plates after each meal, which will indicate if the guests enjoyed the food. 3. Entertainment:  The level of engagement from guests during the Trepak Russian dance will be assessed to evaluate if the choice of entertainment was successful.  The post-dinner music and dance environment will evaluated by assessing the number of people on the dance floor and the energy from the group overall. 4. Overall  The brides and wedding party will be asked if their expectations for the wedding were met and any general feedback from guests will also help us understand areas of success and recommendations for improvement Environmental Sustainability There are certain environmental considerations that have been included for Sarah and Natalya’s wedding. These include: Dinner service equipment including tables, chairs, plates and silverware will be provided by the venue therefore no unnecessary deliveries will be required (transportation truck and boxes). All the fabric that will be purchased for the custom made table runners and other decorations will be donated to the theater department at a local arts and culture community center. The venue was selected for its location, among other reasons, so that travelling for guests could be done through carpooling, public transit or the rented bus that will travel from the Distillery District to Union Station in downtown Toronto. The venue is a repurposed building. The Matryoshka doll wedding gifts will be hand-made by a local craftsperson; guests can use them as decorations at home after the wedding. The venue will dispose all food, garbage and recycling appropriately for the entire production of the wedding. The selection of beer and wines at the bar will be locally sourced. Nicole Walter & Romulo Diaz 10
  13. 13. Additional Information/Documentation Table 1: Fermenting Cellar Minimum Spends: 2013 JAN APR MAYSEPT OCT DEC STATUTORY HOLIDAYS & CHRISTMAS MARKET ROOM RENTAL ONLY Monday Wednesday $8,000 $10,000 $8,000 $11,000 $4,000 Thursday $15,000 $18,000 $18,000 $20,000 $5,000 Friday $17,000 $20,000 $18,000 $22,000 $5,000 Saturday $20,000 $25,000 $22,000 $25,000 $8,000 Sunday $10,000 $20,000 $15,000 $17,500 $4,000 Inspection Checklist 1. Room Capacity  With a plated dinner and a dance floor, the Fermenting Cellar’s room capacity is 200 people 2. Lighting  Lighting within the Fermenting Cellar can be changed or dimmed (both LED and spotlights are available) 3. Can we hang our own chandeliers?  Yes, bringing outside décor is allowed  A large part of our décor will be hanging chandeliers with chimney candle lamps matching our center pieces 4. Are audio and visual packages available?  “Tech Packages” include audio and video equipment and personnel starting at $1,700.00  Our event requires speakers, a microphone and DJ area 5. Parking  Parking is available less than 10 feet from the Fermenting Cellar  Parking lots are also available located adjacent from the venue  No valet parking is available 6. Fire Restrictions Nicole Walter & Romulo Diaz 11
  14. 14.  There are to be no open flames allowed inside the Fermenting Cellar, only enclosed flames allowed  Our client’s centerpieces are enclosed chimney lamps, therefore they are allowed 7. Catering  The Fermenting Cellar allows outside caterers as long as minimum venue costs are covered in other departments 8. Staffing  Staff are provided upon request; the number of staff members depends on size and type of event  Servers, bartenders, set-up and teardown workers will be determined by the venue manager 9. Renting equipment and décor  Chattel Package: includes chairs, tables, linens, glasses and bar table  Includes 30, 60” round tables 10. Layout and Dance Floor  A dance floor is available  Extra cost may apply depending on if minimum venue charges have been met  Staff will set up dance floor if requested Nicole Walter & Romulo Diaz 12
  15. 15. Sarah and Natalya’s Wedding Critical Path- Final Version DATE ACTION 9-Nov Budget, theme and guest list meeting 9-Nov 15-Nov 20-Nov Contract agreement and signage Save-the-date cards design Venue options 25-Nov 30-Nov 6-Dec 7-Dec 12-Dec 13-Dec 14-Dec 20-Dec 22-Dec 4-Jan Guest list and venue overview meeting Venue Visits Venue selection meeting Book venue Finalize save-the-date cards and print Print save-the-date cards Client's first payment due Send save-the-date cards Venue deposit due Venue walkthrough 16-Jan 23-Jan 24-Jan 25-Jan Catering and Entertainment meeting #1 Research DJ and audiovisual options Research Russian cuisine caterer Research professional Russian dancers RESPONSIBILITY Rom & Nicole, Assistant, Clients Rom & Nicole, Assistant, Clients Rom & Nicole, Clients Rom & Nicole Rom & Nicole, Assistant, Clients Rom & Nicole, Clients Rom & Nicole, Clients Nicole Assistant Assistant Rom & Nicole from Clients Assistant Nicole Rom & Nicole, Clients Rom & Nicole, Assistant, Clients Rom & Nicole Rom & Nicole Rom & Nicole COMMENTS Confirm budget with clients; discuss theme and vision Research venues and ask for availability Discuss expected number of guests and venue findings $14,000 $10,000 Discuss ideas with clients: food; DJ; dancers; music
  16. 16. DATE 27-Jan 27-Jan 27-Jan 27-Jan 29-Jan ACTION Receive caterer options and quotes Receive DJ options and quotes Receive audiovisual quote Receive dancer entertainment quote Preliminary budget breakdown RESPONSIBILITY Assistant Assistant Assistant Assistant Rom & Nicole 4-Feb 5-Feb Food sampling caterer option #1 Food sampling caterer option #2 8-Feb 10-Feb 10-Feb 10-Feb 10-Feb 15-Feb 25-Feb 3-Mar 5-Mar Catering and Entertainment meeting #2 Book Caterer Book audiovisual rentals Book dancers Book DJ Wedding party and floor layout meeting Caterer deposit due Dancer deposit due Budget update 15-Mar 21-Mar 21-Mar Floor plan, décor and rentals meeting #1 Floor plan draft Create décor draft checklist Table and setting rental company research Wall-size poster printing quote Table and setting rental quotes Rom & Nicole, Clients Rom & Nicole, Clients Rom & Nicole, Assistant, Clients Assistant Assistant Assistant Assistant Rom & Nicole, Clients Rom Nicole Rom & Nicole Rom & Nicole, Assistant, Clients Rom & Nicole Rom & Nicole 21-Mar 21-Mar 22-Mar Nicole Walter & Romulo Diaz Nicole Rom Nicole COMMENTS Decide on entertainment and catering $1,200 $700 Inform clients of any updates or changes Image to be sent in by Natalya 14
  17. 17. DATE 23-Mar 30-Mar 30-Mar 1-Apr 5-Apr 12-Apr 20-Apr 28-Apr 2-Mar 4-May 7-May 7-May 8-May 8-May 8-May 10-May 10-May 15-May 17-May 19-May 21-May 25-May 1-Jun ACTION Confirmation from all wedding party members Research rental companies for décor Budget update Receive rental quotes for décor Research ceremony officiant Meet ceremony efficient Research florists Florist Visits Centre piece draft Floor plan, décor and rentals meeting #2 Finalize floor plan Finalize centre pieces Book table rental supplier Table rental and setting supplier deposit due Send contract to ceremony officiant Florist contract Décor rental contract Décor rental full payment due Florist deposit Ceremony officiant payment due Budget update Client's second installment due Wedding party outfit tryout #1 Nicole Walter & Romulo Diaz RESPONSIBILITY Clients Rom & Nicole Rom & Nicole Assistant Assistant Rom & Nicole, Clients Rom Rom & Nicole, Clients Rom & Nicole Rom & Nicole, Assistant, Clients Rom & Nicole Rom & Nicole Nicole Nicole Assistant Rom Rom & Nicole Rom & Nicole Rom Rom & Nicole Rom & Nicole Rom & Nicole from Clients Nicole, Clients & WParty COMMENTS 163 Roncesvalles Ave. & 364A King St. E. Confirm flower, centre pieces and décor rental items $400 $350 $3,000 15
  18. 18. DATE ACTION 8-Jun 10-Jun 15-Jun 17-Jun 17-Jun 20-Jun 25-Jun 3-Jul 5-Jul Wedding party outfit tryout #2 Wedding Grown selection Wedding party outfit confirmation Order wedding party outfits Research cake shops and quotes Wedding party outfits deposit Cake sampling Cake decorator contract Cake deposit 6-Jul Invitations and party gift meeting #1 Research transportation and accommodations Invitation design draft options Research Matryoshka doll party gift craftsman Receive invitation price quotes Invitations and party gift meeting #2 Confirm invitation quote and send to print Meet with Matryoshka doll craftsman Assemble invitations and personalize Send out invitations Budget update Receive "must play" songs for DJ Budget Update 10-Jul 12-Jul 12-Jul 12-Jul 13-Jul 14-Jul 17-Jul 19-Jul 20-Jul 30-Jul 30-Jul 5-Aug Nicole Walter & Romulo Diaz RESPONSIBILITY Nicole, Clients and Wedding Party Clients Clients Nicole Rom Rom & Nicole Rom, Clients Rom Rom Rom & Nicole, Assistant, Clients COMMENTS Assistant Rom & Nicole for 12 invited guests from overseas Assistant Assistant Rom & Nicole, Clients Rom Rom & Nicole, Clients Assistant, Clients Assistant Rom & Nicole Clients Rom & Nicole $1,500 $300 Receive pricing estimate and design 16
  19. 19. DATE 8-Aug 15-Aug 25-Aug 29-Aug 30-Aug 31-Aug 31-Aug 31-Aug 1-Sep 2-Sep 5-Sep 6-Sep 10-Sep 11-Sep 11-Sep 12-Sep 13-Sep 13-Sep 13-Sep 15-Sep 20-Sep 25-Sep 30-Sep ACTION Ceremony traditions meeting #1 Russian ceremony traditions research Ceremony traditions meeting #2 Research Russian bakeries Russian bakery quotes Arrange transportation for ceremony officiant Budget update Client's third installment due Ceremony efficient limo payment due Reseach hotel locations and quotes Research shuttle buses Receive shuttle bus quotes RSVPs due date Contract with Matryoshka doll craftsperson Matryoshka doll deposit Revise reception floor plan Revise table setting rental contract Make hotel reservations for guests Research ceremony tradition materials Purchase ceremony tradition materials Dancer final payment due Research traditional Russian ceremony specialist Book shuttle bus service Nicole Walter & Romulo Diaz RESPONSIBILITY Rom & Nicole, Clients Rom & Nicole Rom & Nicole Assistant Assistant COMMENTS Assistant Rom & Nicole Clients Rom & Nicole Rom Assistant Assistant Clients Limo, as per contract Nicole Nicole Rom & Nicole, Clients Rom Assistant Assistant Nicole Rom Rom & Nicole Nicole Wedding bread loaf quote and ordering info $3,000 $100 for 15 out of town guests From Distillery District to Union Station in Toronto 11 confirmed Crown, podium, ceremony candles available for 2 day training 17
  20. 20. DATE 30-Sep 30-Sep ACTION Shuttle bus full payment Budget update 2-Oct 15-Oct 16-Oct 18-Oct 18-Oct 19-Oct 20-Oct Wedding traditions rehearsal #1 Confirm contracts with all suppliers Wedding party outfits final payment Research rehearsal dinner venue Confirm attendance with caterer Caterer final payment due Wedding party outfit delivery 21-Oct Wedding traditions rehearsal #2 Rehearsal dinner reservation and arrangements Table and setting rental payment due Receive wall-size poster image for printing Send image for wall poster printing Wall poster payment Budget update Florist final payment due Rehearsal dinner Order wedding loaf Rent van Van rental pick up Pick up wedding loaf Tables and settings rental delivery 25-Oct 27-Oct 28-Oct 28-Oct 28-Oct 30-Oct 2-Nov 5-Nov 10-Nov 10-Nov 13-Nov 14-Nov 14-Nov Nicole Walter & Romulo Diaz RESPONSIBILITY Nicole Rom & Nicole Rom & Nicole, Clients,Specialist Rom & Nicole Nicole Nicole Rom Rom Supplier Rom & Nicole, Clients,Specialist Assistant Nicole Natalya Rom Rom Rom & Nicole Rom Wedding party Rom Nicole Nicole Rom Supplier COMMENTS all day Nov 14, transport for materials at 1:00p.m. 18
  21. 21. DATE 14-Nov 14-Nov 14-Nov 15-Nov 15-Nov 15-Nov 15-Nov 15-Nov 15-Nov ACTION Wall poster pick up Venue Manager meeting Décor rental drop off and set up Caterer arrival Flower delivery and set-up Audiovisual and DJ set up Dancers arrival Ceremony officiant arrival Wedding Day Nicole Walter & Romulo Diaz RESPONSIBILITY Rom & Nicole Rom & Nicole, Manager Supplier Caterer Florist Supplier and DJ Dance Team Officiant All COMMENTS Set-up starts at 2:00p.m. Meeting at 6:00p.m. After 6:00p.m. at 10:00a.m. at 11:00a.m. at 12:00p.m. at 3:00p.m. at 4:30p.m. 19
  22. 22. Event Production Roll Out Sarah and Natalya’s Wedding Roll Out – Final Version TIME DURATION TASK 10:00 10:00 10:00 14:30 14:45 14:45 14:45 14:45 15:00 15:00 15:00 15:30 16:00 16:05 16:15 16:45 17:15 0:04:00 0:00:25 0:04:30 0:00:15 0:00:01 0:00:01 0:00:01 0:00:01 0:00:30 0:00:30 0:00:30 0:00:01 0:00:02 0:00:55 0:00:01 0:00:30 0:00:45 17:15 18:00 18:00 0:00:02 0:00:30 0:01:00 Set up ceremony area Set up guest seating chart Set up dining room Meeting with service staff DJ arrival Dancers' arrival Cake delivery arrival Arrival of photographer DJ sound check Audio/Visual checks Trepak dancers' rehearsal Arrival of wedding officiant Bridesmadies arrival Transport guests via rented bus Brides arrival Conduct wedding ceremony Wedding photos after ceremony Transition lights from ceremony to reception rooms Receiving line Cocktail hour RESPONSIBILITY Service Staff Nicole & Rom Service Staff Nicole, Rom and Service Staff DJ Dancers Bakery Photographer DJ, Audio/Visual Team Audio/Visual Team Dancers Wedding officiant Bridesmaids Bus Driver, Guests, Assistant Brides, Nicole, Rom Wedding Officiant, Rom, Nicole Photographer, Wedding Party, Assistant Audio/Visual Team Wedding Party, Nicole, Rom Bar Service Staff, Service Staff, Guests COMMENTS Contact assistant upon arrival Contact assistant upon arrival Contact assistant upon arrival Contact assistant upon arrival
  23. 23. TIME DURATION TASK 19:00 19:05 19:10 19:15 19:30 19:40 19:50 19:50 0:00:05 0:00:05 0:00:01 0:00:15 0:00:10 0:00:10 0:00:15 0:00:15 MC introduction Wedding party entrace Vodka Toast #1 Wine service Appitizer Service Birdes' first dance Trepak dancers performance #1 Appitizer plate clearing 20:05 20:05 20:35 20:50 20:50 21:05 21:40 21:55 22:00 22:10 22:35 23:15 0:00:20 0:00:30 0:00:15 0:00:01 0:00:15 0:00:35 0:00:15 0:00:05 0:00:10 0:00:25 0:03:30 0:00:02 23:15 2:00 0:03:00 0:02:00 Maid of honors' speeches Dinner service Brides' speeches to guests Vodka Toast #2 Dinner plate clearing Dessert and Coffee/Tes Service Dessert plate clearing Bride and Father dances Cake cutting Trepak dancers performance #2 Reception dance floor open Bouquet tosses Transportation to Union Station or Hotel via rented bus Tear down Nicole Walter & Romulo Diaz RESPONSIBILITY MC, Assistant Wedding Party, DJ, MC, Rom, Nicole MC, Service Staff Service Staff Service Staff, Kitchen Staff Brides, DJ Dancers, Audio/Visual, MC Service Staff, Kitchen Staff Maid of Honors, MC, Audio/Visual Team Service Staff, Kitchen Staff Brides, MC, DJ Service Staff Service Staff Service Staff Service Staff Brides, Father, DJ, Audio Team Brides, Service Staff, MC Dancers, Audio/Visual, MC DJ, MC Brides, Guests, MC COMMENTS Only 19+ guest Bus Driver, Assistant, Guests Service Staff, Nicole, Rom, Assistant 21
  24. 24. Event Budget The wedding budget bellow outlines the main categories for expenditures in order to produce Sarah and Natalya’s wedding. It is based on accurate quotes from the Fermenting Cellar, the caterer, the entertainment and other contracts which have been drafted to incorporate all elements necessary achieve Sarah and Natalya’s wedding objectives. Budget Sarah and Natalya's Wedding - Nov 15, 2014 Category Budget Venue Chattle package Catering Food Beverage Décor Wedding Officient DJ Audiovisual Dancers Catering Staffing Fee Photographer Invitations Accommodations Transportation Contingency Total Revenue $100,000.00 Expenses $25,000.00 $ $ 6,120.00 $ 6,435.00 $19,000.00 $ 700.00 $100,000.00 $ 400.00 $ 1,400.00 $ 2,500.00 $ 2,100.00 $ 4,000.00 $ 800.00 $16,000.00 $ 1,100.00 $12,000.00 $97,555.00 Notes Included in venue cost @ $60 per guest -102 @ $65 per guest - 99 with accommodations Includes SOCAN & rentals
  25. 25. Appendix A Sarah and Natalya are pleased to offer you – their honoured guests- an authentic Russian dining experience Appetizer Kharcho Soup Lamb short ribs, rice, onions and chopped walnuts in a cherry plum puree. Garnished with fresh cilantro and chef’s spices. or Tomato Salad Fresh Roma tomatoes, sweet yellow onions, green onions, cucumber and sunflower oil. Garnished with fresh basil. Entrée Otbivnaya Steak Tenderized beef fillets over a sizzling skillet of green onions, champignons, thyme and pressed garlic. Served with choice of roasted herbed potatoes or traditional moldovian potato salad. or Cabbage Lasagna Savoy cabbage, ground vegetarian meat, tomatoes, onions, garlic and herbed spices. Served with fresh roll and fresh greens salad. Dessert Syrniki Fried quart pancakes, garnished with fresh sour cream and sweet strawberry jam. Served with warm with vanilla bean ice cream. Tea and Coffee service to accompany dessert Nicole Walter & Romulo Diaz 23