The following "Planning Checklist" is designed to prepare you for meeting with your wedding coordinator.

Please remember that it is of the utmost importance to Elegant Occasions that your reception is what you want.

What time is the Ceremony?
Where is the Ceremony to be held?
What time is Elegant Occasions to expect guests to arrive?
What time is Elegant Occasions to expect guests to depart?

Often, thought is given to the expected arrival time of the Bride and Groom, but not to the first guests who have been through the receiving line and are headed off to the reception. If the Wedding Invitations have directed that your reception is "Immediately Following" the ceremony, you should consider the arrival time of the first guest as the start time of your reception with Elegant Occasions. It will be helpful, of course, to have an idea of how long the ceremony itself will last, an idea of the time involved in a receiving line or in dismissing from the pews, and the amount of time needed to drive from the ceremony site to Elegant Occasions. Our policy is that the front door is unlocked 20 minutes prior to guest's expected arrival time.

It is not necessary to know in advance that you will want to rent additional time. You have contracted for 5 hours and are able to rent additional hours if you like, but this is a choice you can make just prior to expected departure time. You may decide at the last minute that you are just not ready to go!

Will you serve hors d'oeuvres?
Will you offer punch?
Will you have snacks available before or after the meal?

Hors d'oeuvres should definitely be considered if there is a significant amount of time between the arrival of the first guests and the meal serving time. When planning which hors d'oeuvres to offer it is best to have plenty of one or two items rather than offering only a few pieces of too many choices. Your guests will want to try some of each offering. If you intend to serve a Sit Down Dinner or the Elegant Hot Buffet you probably want to keep the hors d'oeuvres selections light…such as fruits, vegetables or cheeses. You shouldn't spoil their dinner!

Although the Elegant Occasions' fruit punch is a "Grown-Up" punch with Lemonade and Strawberries, it should be considered only when it is a tradition in your family. Most guests would prefer soft drinks. Spiked Punch and or Champagne Punch should be considered only when there are no minor-aged children invited to your wedding reception. Traditionally these punches are served in the dining area either in a crystal punch bowl or flowing in a fountain. They are identified with signage as being spiked or champagne punch but there is still risk of minor consumption.

Many times only Snack Items, such as Potato Chips, Pretzels or Snack Mix are offered before or after the meal.

What time will we serve the meal?
Will we wait for the Bride and Groom to arrive?
What is the estimated number of adult guests and children between the ages of 3 & 10?

(Serving time should be determined partly by the type of meal planned and partly by the expected arrival time of the Bride & Groom. If you intend to serve a Sit Down Dinner or the Elegant Hot Buffet it is wise to wait until everyone has arrived, as both of these choices are rather formal. If you have chosen Elegant Light Cocktail Buffet or Elegant Traditional Buffet it can be arranged that your guests be invited to help themselves to the buffet upon their arrival. It is true that many traditions have fallen by the wayside, but, usually the Bride and Groom are served first, followed by the rest of the bridal party and immediate families

You are required to notify Elegant Occasions of the exact number of attendees by 12:00 noon ten days prior to your reception. At that time, the number becomes your guarantee and cannot be reduced. This is the number you will be charged for unless additional guests are served. The guarantee can be increased up to 48 hours prior to your reception. You are encouraged to notify us of only the number of guests who have positively responded to your invitation. Since you have an additional window of time to increase your guarantee, you may choose to contact those who failed to respond and secure their response. There is no need to "pad" your number. We feel that the unexpected guests "wash out" the expected guests who are unable to attend at the last minute. Elegant Occasions will do whatever is necessary, within our power, to accommodate any additional attendance.

Our standard procedure for a buffet type of service is to leave the buffet stocked for two hours. Your guests may make as many trips through the buffet as they wish. When it is time for the buffet to be removed, one of our staff members will ask your permission to remove it. Last minute guests or guests who are still hungry have an opportunity to finish. When the buffet is removed, any leftovers will be disposed of at Elegant Occasions discretion. It is Elegant Occasions policy that we will not risk being responsible for unsafe food handling by allowing food to be removed from the premises. We will not pack leftovers for you to take home.

The information collected at the planning meeting will allow Elegant Occasions to forward an estimated bill. Knowing the breakdown of adults versus children will allow us to prepare a more accurate estimate.

What color of icing do you want on your wedding cake?
Do you want a fountain underneath the main cake?
Do you want stairs to connect the main cake to the side cakes?
Will you provide a cake topper?
Do you want figurines painted to match the Bridal Party?
What flavor do you want for the top cake that is saved for your first anniversary?
What flavor(s) do you want to serve your guests?

Traditionally, the color of the icing on your wedding cake is the same as the color of the bridal gown.

The main cake can be raised by 14" pillars to accommodate a fountain. The fountain is filled with clear water and is strictly for display.

The main cake can be connected to side cakes by clear or white stairs that can accommodate flowers, ribbon, greens or figurines.

If you desire a keepsake, then you must provide a cake topper. If you do not wish to provide one, floral arrangements could be used instead. The top layer is usually 7” in diameter; something to keep in mind when choosing your topper.

There is a charge of $2.50 per figurine to paint them to match your bridal party.

It is recommended that you offer no more than three flavors to your guests. There are only two staff members at the cake table cutting your cake. It is difficult to be cutting more than two cakes at a time. If the wedding cake is to be hand served, it is imperative that you offer only one flavor to prevent chaos.

What time will the bar open?

The bar should be open at the time that has been determined for guest's arrival.

·If beer is available, will it be on a cash or hosted basis. If you host beer, will you offer kegs or bottles? How much do you need?

You can make beer available to your guests on a cash basis where they purchase their own or on a hosted basis where you purchase it. The most economical way to host beer is to purchase kegs. Elegant Occasions recommends one keg per 100 guests. Our distributors recommend one keg per 50 guests. Neither of us knows your guests. The worst thing that can happen is that you decide to purchase what you feel is the right number of kegs and
a) you run out and someone from our staff will offer you the choice of purchasing an additional keg…we always have back-up,
b) you run out and you decide its too late to purchase another keg, so you buy bottles for your guests,
c) you run out and decide you don't want to pay for any more and your guests can buy their own bottles if they choose, or
d) you run out and you decide your guests don't need any more beer, or
e) you planned for too many kegs and you don't have to pay for what we don't open!

If wine is available, will it be on a cash or hosted basis. If you host wine, will you offer casks, bottles or by the glass? How much do you need? Will wine also be hand-served with dinner?

You can make wine available to your guests on a cash basis where they purchase their own or on a hosted basis where you purchase it. The most economical way to host wine is to purchase the house or select wines. If you have a huge group, 250 or more, or have a group that really likes wine, or have a smaller group but want to make the wine available both in the bar and hand served with dinner, the least expensive way to go is an 18-liter cask. A cask contains 120 glasses of wine. The house and select wines are also available in 1-liter carafes, which would be a better option for smaller groups. The premium wines are available in bottles only.

If liquor is available, will it be on a cash or hosted basis. If you host liquor, will you offer specific liquors or by the drink?

You can make liquor available to your guests on a cash basis where they purchase their own or on a hosted basis where you purchase it. The least expensive way to host liquor is by the bottle. You choose which specific liquors will be served. The reception begins with full bottles and we measure the bottles at the conclusion of the reception. You are charged only for what is consumed, the bottles are measured to the closest tenth of the bottle. If you want to offer all the liquors that we have in stock, you are charged "by the drink", based on consumption.

·Will the best man or someone offer a toast to the bride & groom? Will wine or champagne be offered to each guest or to only the Bridal Party or only Bridal Party and immediate families?

Usually, wine or champagne is served for the toast only to the bridal party or only to the bridal party and their immediate families. Rarely do we serve wine or champagne to all guests. Whatever you decide, the appropriate glass is placed at the appropriate guest's seats. Elegant Occasions' staff will ask if your guest would like a glass for the toast and then pour a glass. This eliminates the waste of pouring a glass to someone who will not drink it. We cannot leave a bottle or carafe at the table. According to Indiana Law, Elegant Occasions, as a licensee, is responsible for the sale and service of all alcoholic beverages. Due to the fact that most wedding receptions have minor-aged guests in attendance, this also eliminates another risk of minor consumption. A bottle of champagne will pour 10 glasses. You are charged only for the bottles that are opened.

Do you want to use our centerpieces?

Our centerpieces are provided at no additional charge. Occasionally, a different centerpiece is desired. It is recommended that each table have candlelight.

Are you going to utilize assigned seating? Will you use escort &/or place cards?

A lot of organizational skill is required in using assigned seating. You have to determine which guests will sit together. The tables will be numbered; Elegant Occasions has table numbers that go into stands that are about 14" tall. You prepare the escort cards and deliver them to Elegant Occasions in alphabetical order. They are then placed on a table near the gift table. Escort cards tell your guest at which table you have him or her seated. (ie: Mr. and Mrs. John Smith Table #14) You can then have a place card at each seat at the table if you also want your guest in a specific seat. If Elegant Occasions is to lay the place cards, this would require a detailed "map" of each table.

Will you have a Head or Sweetheart Table? Will you use place cards at this table?

A head table typically consists of the entire bridal party, including ushers that are not groomsmen. Usually the flower girl and ring bearer are included only if they are of an age that will not require a lot of attention. The only "rule" as to the order of how you are seated is that the bride is supposed to sit on the groom's left so she can be closest to his heart! Usually all the guys are on one side and all the girls on the other. Using place cards at this table would only eliminate possible confusion when the bridal party arrives.

A sweetheart table consists of only the bride & groom. This is a rather new trend; just an intimate table for two! The rest of the bridal party is then seated near the sweetheart table and with their significant others. Again, using place cards at those tables would eliminate possible confusion when the bridal party arrives.

Do you want to reserve tables for your immediate families? Will you use place cards at these tables?

If you are not using assigned seating, reserving tables for your immediate families is a way to assure them of seats near the bride and groom. Naturally they too will be arriving later than most of the guests. Using place cards at these tables eliminates confusion when your guests are arriving. Elegant Occasions' staff knows that these tables are reserved but not exactly who they are reserved for.

Will you allow smoking?

It is up to those who have contracted Elegant Occasions to decide whether or not your guests will be allowed to smoke in your function room.

Will you provide your own toasting glasses?
Did you get matches printed?
Will you provide ribbon to be placed beneath each centerpiece?
Will you provide sprinkles or confetti for the tables?
Will you provide favors, cameras or programs?
Will you want any pictures displayed?
Will you want a video played?
Do you need to rent the mailbox, gift table guardian or birdcage from Elegant Occasions to collect cards in?
Will you bring ribbon to "cuff" the skirted tables?
Which DJ or Band did you hire? What does he/she/they need from Elegant Occasions?

These questions are asked primarily so that Elegant Occasions' set up staff knows what to prepare for. When possible, we prefer that the items needed to complete the set up of your reception be delivered to Elegant Occasions no later than the Wednesday before your reception.

Will any floral arrangements come to Elegant Occasions from the ceremony location?
Will the guest book come here from the ceremony location?

We recommend that the ceremony floral arrangements be "recycled" at Elegant Occasions. We will find a home for even the pew bows!

Some of your guests may not have been able to attend the ceremony or didn't have a chance to sign the guest book.

Can you give Elegant Occasions an itinerary of how you want the evening to flow?

We don't need to know exactly what time each event will happen; only in what order you expect each event to happen. We want you to relax and enjoy your reception. We will "nudge" you to remind you of what we discussed.

Following is the most commonly used schedule:

1. Introduction -- the parents, the bridal party and then the Bride & Groom, usually by the DJ or band as soon as the bridal party arrives.

2. Prayer - usually by the same person who performed the ceremony or close family member only when a habit of your family normally.

3. Meal - usually the bride and groom are the first to be served or are the first in a buffet line.

4. Toast - best if done immediately following the meal as most guests are still in their seats and you still have a "captive" audience.

5. Cake - should be considered dessert.

6. Dance - of course no one is to dance before the bride and groom have their first dance together as man and wife!

Well, you did it! Congratulations! You are now prepared for your planning meeting with Elegant Occasions. When we meet we will be able to glide through the questionnaire, you can choose your wedding cake, we can discuss how the room will be set up and then you will have your wedding reception completely under control.

Sincerely,

Lisa Bredice
General Manager