Date-by-date countdown
Paid in full: KNZ · Blooming Beauty · Royal Dukes · City View · Spec’s (Oct 2) · cake · limo · photo booth · boba · tuxes. Security paid (Vinod). Still owed: Ivory Grove’s last autopay ~Oct 15.
Decisions still needed
Saturday Oct 10 — run sheet
| Follows Katy’s timeline: exit 9:00 pm, everyone out of Milano by 10:00 pm. | |
| 6:45a | Hair & makeup begins at the Courtyard (check Sophie’s timeline) |
| Morning | Eric + Andrew get ready at Mom and Dad’s, 1314 Hillside Forest Dr (no groomsmen brunch; the guys eat lunch on their own) |
| 9:15a | Paul picks up Susan |
| 11:00a | Jesus + Mercado brother load cars at the Courtyard: boxes 4–12 + seating chart |
| 11:30a | Nicole starts: details flat-lay first (box 3 open in the room) |
| 11:45a | Hair & makeup done · 11:55 robe/pajama photos |
| 12:00p | VENUE ACCESS — KNZ team at Milano · bridesmaids dress |
| 12:20p | Katy at the hotel: Jesus + brother load her van → Milano; Katy takes her tip pouch and the rings from box 3 · Meg dresses · Andrew drives Eric + Angela to St. Laurence in Eric’s car · 12:30 band load-in · Elite Limo at the Courtyard (12:30–4:30; dispatch 281-955-5450) |
| 12:40p | Groomsmen at St. Laurence, dressed minus jacket and tie · 12:45 getting-ready photos (second shooter) · Katy to church with the rings · limo trip 1 (12:30 at the Courtyard): Meg, Mabelle, Camille, MM, Maddy, Pits, Bell, Inday — that’s 8, the limit · Noli brings Letty and Nelia |
| 1:00p | Katy pins boutonnieres and gives Andrew the rings · 1:30 limo trip 2: remaining aunts · 1:15–1:40 groomsmen hand out programs and seat guests |
| 1:30p | City View arrives at Milano with the Spec’s order |
| 2:00p | CEREMONY — Wedding Mass, St. Laurence (church envelopes already went to Jennifer at the rehearsal) |
| 3:00p | Family photos until 3:30 — 6 groups, biggest first (see the photo list) |
| 3:30p | Cocktail hour at Milano — bar and boba in Alba, jazz trio in the front lobby corner · limo trip 3: Eric & Meg + 4 bridesmaids (2 open seats); Mabelle tips the driver at the Milano drop · ~3:55 trip 4: remaining aunts + moms · groomsmen drive; Andrew drives Eric’s car (getaway car) with Angela |
| 3:50p | Bridal party photos (grab bridesmaids-only + groomsmen-only here) · 4:00 band eats · 4:10 couple photos |
| 4:40p | Katy lines everyone up. To On My Soul: the bridal party walks in first, a short pause, then Eric & Meg |
| 4:50p | Entrance → 4:55 first dance (Die With a Smile) → 5:00 father/daughter → 5:05 mother/son → 5:10 photo dash (Don’t Stop Me Now) |
| 5:15p | Eric’s welcome → Noli Nadela (welcome) → the MC brings the mic to Deacon Dennis at Table 5 (blessing) · plated dinner · band’s dinner set |
| 5:50p | Band break · cake cutting (Sugar, recording) |
| 6:00p | Toasts — Andrew, then Mabelle · photo booth in the front lobby (booked 6–9) |
| 6:15p | Anniversary dance (Wonderful Tonight, band live) |
| 6:30p | Boba opens with the bar · sunset 6:56 if you sneak out for portraits |
| 7:30p | Band break · 7:45 last set — groomsmen hand out the light sticks |
| 8:30p | Boba closes (Katy tips Kung Fu Tea) |
| 8:45p | Andrew brings the car to the front with City View’s to-go bag · last group dance (Don’t Stop Believin’) |
| 8:50p | Guests line up for the exit (groomsmen help Katy with bubbles) · 8:55 private last dance, just the two of you (Holding You, Holding Me, band live) |
| 9:00p | Bubble exit — no music (Andrew on bubble gun #1) → Courtyard. Katy hands out the evening envelopes · Paul & Susan: card box (first), top tier, memorial table, Meg & Eric photos, some flowers, a few beer cases · local guests take the remaining flowers · City View takes the rest of the alcohol |
| 10:00p | Band loaded out · Mercados take everything else to the Courtyard · everyone out of Milano |
Tips & stipends — $2,680 cash, 20 envelopes, no checks
| Pouch / when | Envelopes |
|---|---|
| Mabelle · hotel, ~12:15 | Blooming Beauty $220 (Sophie $80, two artists $70 each; no gratuity is built in) · Elite Limo driver $80 at the Milano drop (~3:45) |
| Jennifer · rehearsal, Fri 5:00 | All 8 church envelopes ($1,425): Jennifer, Mary Thompson, Siobhan Hansel, Dr. Kevin Klotz, Janet Fenske $175 each · Father Wayne $200 · Deacon Dennis $200 · Andrew Koudelka (livestream) $150 |
| Katy · evening | Amanda (second photographer) $100 by 4:45 · cake driver $20 · Kung Fu Tea $105 · Royal Dukes $350 (7 × $50) · photo booth $50 · Nicole $130 · Katy’s assistant $50. No City View tip in cash — they asked for none; optional check after. |
| You two | Katy $150 in person (or mailed with a card) · security: Vinod is paid, no tip needed |
Bank: you have 10 × $100; get 3 × $100, 18 × $50, 25 × $20, 4 × $10, 8 × $5 ($1,780, includes 5 spare $20s). Exact bills per envelope are in the Oct 6 email “UPDATED wedding cash plan.” Each envelope: name, role, amount, when + a signed card. Photograph them and seal. Friday: church envelopes to Jennifer and Katy’s pouch to Katy at rehearsal; Mabelle’s pouch at the hotel. Leftovers go to Paul & Susan.
Archive
Old reference: packing plan, bar, printing (replaced by the logistics sheet) — click to open
Packing, load-in & take-home
Plan: venue bins sit in one car in the Courtyard lot Friday night; Jesus has the keys; valuables (tip pouches, rings, details box, cameras, guest book) go up to the room. 11:30 Sat Katy + Jesus move everything to Katy’s van for the 12:00 access — confirm who drives the van while Katy is at the hotel for details.
Main entrance lobby: welcome mirror (stickers applied) + stand · framed seating chart (Fay sets out an easel) · card box · large photo of Eric & Meg · guest book table (guest book, Polaroid + Instax, ALL film + batteries, framed Instax sign, Sharpies + double-sided tape, 3 photos) · memory table (9–10 frames + the 11 folded name cards).
Alba: 1 photo for the bar on the far wall (Rachel brings the bar sign) · boba cart at the front by the windows sets itself up.
Front entrance lobby: photo booth and jazz trio (in the corner) set themselves up.
Monza: Bin 1 — 15 table bags + summary page in the lid + spares · 2 setup sheets (Katy + City View) · cake topper → Tara/City View (City View brings the gold cake-cutting set) · toasting flutes if you want them.
Bridal suite: foam light sticks (boxed) · bubble guns ×2 + batteries + solution · bubble wands · Meg’s reception dress · Ollie’s suit.
NOT to Milano: table numbers, napkins, florals (Katy) · alcohol (City View) · programs, license, rings (church).
Alba: 1 photo for the bar on the far wall (Rachel brings the bar sign) · boba cart at the front by the windows sets itself up.
Front entrance lobby: photo booth and jazz trio (in the corner) set themselves up.
Monza: Bin 1 — 15 table bags + summary page in the lid + spares · 2 setup sheets (Katy + City View) · cake topper → Tara/City View (City View brings the gold cake-cutting set) · toasting flutes if you want them.
Bridal suite: foam light sticks (boxed) · bubble guns ×2 + batteries + solution · bubble wands · Meg’s reception dress · Ollie’s suit.
NOT to Milano: table numbers, napkins, florals (Katy) · alcohol (City View) · programs, license, rings (church).
Church box (Friday rehearsal): programs (125) · marriage license · reserved-pew signs · reader copies (Merielle, Andrew) · tissues. Ask Jennifer whether it can stay at church overnight.
Details box (to the hotel with Meg Friday): both bands + engagement ring + ring box · invitation suite + wax seal · wedding shoes · jewelry · perfume · dusty-blue ribbon.
Take home (Katy runs this at 9:00): card box + gifts → Paul & Susan (first!) · top cake tier → Paul & Susan’s freezer · City View’s newlywed to-go bag (2 dinners + a slice of each cake flavor, free) → getaway car · leftover alcohol → City View takes it (pick up the week of Oct 12 for Spec’s returns) · décor + guest book + cameras → car → Eric’s parents’ house (Jesus + Maddy) · leftover coasters/menus → Sunday party (Natalia & Stella’s coasters never go to the venue) · dress #1, veil, details box → hotel (Mabelle) · centerpieces → ask Katy · Ollie → handler.
Bar — on the final contract
Beer: Heineken · St. Arnold Oktoberfest · Stella Artois · Wine: Meiomi · Justin Cabernet · Kim Crawford Sauvignon Blanc · Kendall-Jackson Vintner’s · La Marca Prosecco (+ rosé?) · HERS: Aperol apple spritz · HIS: Old Fashioned · Rachel’s bar sign.
Soft drinks (add to the Spec’s order, ~$70–100): 12-oz cans — Coke 24 · Diet Coke 24 · Sprite 24 · ginger ale 12 · Topo Chico 24.
Coffee: decaf is on the contract; regular requested in the reply to Rachel.
Leftovers: City View takes them; ask Rachel to set aside unopened, unchilled wine and sealed cases of beer and soda for a Spec’s return, and pick them up the week of Oct 12. Spec’s accepts unopened returns within 30 days of purchase with the receipt (10% restocking fee; no chilled wine; beer/soda only in sealed cases).
Soft drinks (add to the Spec’s order, ~$70–100): 12-oz cans — Coke 24 · Diet Coke 24 · Sprite 24 · ginger ale 12 · Topo Chico 24.
Coffee: decaf is on the contract; regular requested in the reply to Rachel.
Leftovers: City View takes them; ask Rachel to set aside unopened, unchilled wine and sealed cases of beer and soda for a Spec’s return, and pick them up the week of Oct 12. Spec’s accepts unopened returns within 30 days of purchase with the receipt (10% restocking fee; no chilled wine; beer/soda only in sealed cases).
Printing
Seating chart (Dad): 24 × 36 matte poster from Office Depot’s online upload (Seating chart - 24x36 poster (Office Depot upload).jpg), trimmed at home to 20 × 27 for the frame; Fay sets out the easel. Backup: Minuteman prints the exact 20 × 27 PDF and trims it.
Programs (Dad, 125): Office Depot’s sample stair-stepped and they won’t trim. Call Minuteman Press Mon (281-242-7737) to print, staple and trim 1/8"; backup: Office Depot with the cover on cardstock and the inside on 80 lb text paper. File: Program - FINAL booklet to print.pdf.
Memorial name cards + Instax sign (Dad): 3 cardstock pages, cut and folded into 11 tents · 8 × 10 sign for the frame. Email drafted with the instructions.
Setup sheets: updated Oct 4 (new table numbers, head table in seat order) — print 2 for Katy + City View; Dad’s bags use the same pages.
Menus: done, with Dad and the coasters.
Programs (Dad, 125): Office Depot’s sample stair-stepped and they won’t trim. Call Minuteman Press Mon (281-242-7737) to print, staple and trim 1/8"; backup: Office Depot with the cover on cardstock and the inside on 80 lb text paper. File: Program - FINAL booklet to print.pdf.
Memorial name cards + Instax sign (Dad): 3 cardstock pages, cut and folded into 11 tents · 8 × 10 sign for the frame. Email drafted with the instructions.
Setup sheets: updated Oct 4 (new table numbers, head table in seat order) — print 2 for Katy + City View; Dad’s bags use the same pages.
Menus: done, with Dad and the coasters.