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wedding operations

Pre-Wedding Preparation

Confirm wedding date and time with the couple

Coordinate with vendors for floral arrangements, decorations, and catering

Create a timeline for wedding day activities

Arrange for a rehearsal the day before the wedding

Confirm final headcount with the couple and provide it to vendors

Coordinate with the wedding party for arrival times and any specific duties

Confirm transportation arrangements for the wedding party and guests

Create a seating chart for the ceremony and reception

Conduct a final walkthrough of the venue to ensure everything is set up according to plan

Confirm any special requests or accommodations for guests with dietary restrictions or other needs

Wedding Day Setup

Set up ceremony and reception areas according to the couple's specifications

Ensure all necessary equipment and supplies are in place

Coordinate with staff for assigned roles and responsibilities

Conduct a final walkthrough to ensure everything is in order

Arrange seating arrangements for ceremony and reception

Set up decorations and floral arrangements

Test audio and visual equipment for ceremony and reception

Coordinate with vendors for food and beverage setup

Ensure designated areas for gift table, guest book, and dessert table are prepared

Set up signage for directions and guest information

Prepare bridal suite and groom's room for getting ready

Guest Arrival and Check-In

Greet guests as they arrive and assist with luggage

Check-in guests efficiently and provide information about the wedding events

Distribute welcome bags and itineraries

Escort guests to their rooms and provide assistance as needed

Ensure all guest rooms are prepared and ready for check-in

Have a designated area for guest check-in with signage and staff available to assist

Collect any necessary information from guests, such as dietary restrictions or special accommodations

Provide guests with key cards or room keys and explain any hotel policies or procedures

Offer assistance with parking or valet services for guests with vehicles

Coordinate with transportation services for guests arriving from the airport or other locations

Have a designated area for guests to store their luggage if rooms are not yet ready

Communicate any changes or updates to the itinerary or schedule to guests upon arrival

Ceremony and Reception

Coordinate with the officiant and musicians for the ceremony

Ensure all guests are seated and the ceremony begins on time

Coordinate with the catering staff for the reception

Ensure all guests are served and have a positive experience

Set up the ceremony space with chairs, decorations, and signage

Coordinate with the wedding party for their entrances and exits during the ceremony

Confirm the timeline for the reception events, such as the first dance, cake cutting, and speeches

Coordinate with the DJ or band for music selections and announcements throughout the reception

Manage any unexpected issues or changes during the ceremony and reception

Post-Wedding Cleanup

Coordinate with staff to break down and clean up ceremony and reception areas

Arrange for the return of rental equipment and supplies

Ensure all guest rooms are cleaned and ready for the next guests

Follow up with the couple to ensure their satisfaction with the wedding operations

Dispose of any leftover food and beverages in accordance with health and safety regulations

Gather and pack up any decor items or personal belongings left behind by the couple or guests

Coordinate with vendors to pick up any rented items or equipment from the venue

Conduct a final walk-through of the venue to ensure all areas are clean and free of any debris

Secure any gifts or cards left behind and ensure they are safely transferred to the couple

Update inventory lists and restock any supplies that were used during the event

Document any damages or issues that occurred during the event and report them to the appropriate parties

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