Organizer Run Sheet

Vendor Bump-In

All vendors arrive after 12pm, no later than 3pm

Vendors expected:

• Florist – Posies (Nessa)
• Guitarist – Gabriel (4:00–4:30 PM guest seating + 5:00–7:00 PM, pausing during bridal party entrance)
• Photo Booth – Little Pixel Box (Chandelier Room)
• Photographer & Videographer – Golden Frame Pictures
• Social Media Capturer – Annabelle Kingsley
• Note: Gin Bar is Truffle Duck internal vendor – no bump-in required. DJ replaced by playlist.

All vendors have Carla's contact number for coordination.

Venue Ready

All setup complete, vendors in position

• 36 white chairs set up for ceremony
• Reserved seat for Holly's grandparents (passed away)
• Signing table in rotunda/pavilion
• Reception room prepared

Doors Open - Guest Arrival

Groom greeting guests outside

Bridal party in bridal room

Music: Gabriel (guitarist) playing 4:00–4:30 PM then 5:00–7:00 PM (pausing during bridal party entrance at ~6:35 PM) – positioned opposite/outside the pavilion

Venue Note: Direct guests to ceremony space. Staff + MCs will help with seating at 4:25pm.

Guests Seated

All guests must be seated by 4:25pm

Venue Note: MCs, bridal party, and staff usher guests. Ensure reserved seat for Holly's grandparents at front. Signing table set up in the pavilion.

Ceremony Concludes

Transition to cocktail hour

Venue Note: Direct guests to garden for cocktails & canapés. Hayden (celebrant) will inform guests about photo schedule.

Cocktail Hour & Canapés

Location: Garden

Guitarist: Gabriel (5:00–7:00 PM, pausing during bridal party entrance ~6:35 PM)

Gin Bar: Operating

Venue Note: Free-flowing drinks throughout. Photos happening simultaneously.

Break — Holly & Russell Rest

Short break before reception begins. Guests make their way to the reception room.

Guests Move to Reception Room

All guests take their seats in the reception room

Venue Note: Transition from garden to reception room.

MCs Introduce Each Other

Venue Note: MCs warm up the room.

Bride & Groom + Bridal Party Entrance

Music: "Right Here, Right Now" by Fatboy Slim (Gabriel playing)

Entrance order:

1. Davina – introduced by Abigail, enters alone (then joins to co-MC)
2. Rafael & Esme (pair)
3. Reuben & Maya (pair)
4. Kieran & Otis – the brothers (pair)

Venue Note: MCs signal Gabriel to start music, then turn down after all entrances.

Welcome Speech & Entrée Service Begins (25 min)

MCs deliver welcome speech covering:

• Welcome to Country
• Bathroom locations
• Free-flowing drinks
• Photo booth opens 7pm (Chandelier Room)
• Contact MCs/bridal party for questions

Venue Note: Entrée service begins. Ensure all tables served. Roaming mics required – confirm with Truffle Duck.

Photo Booth Opens

Location: Chandelier Room

Runs until end of night (11pm) — hard open at 7:00 PM regardless of other timings

Speeches

Groom's Party – ~6 minutes

Bridal Party – ~6 minutes

Greta & Landon (Russell's parents) – ~8 minutes

Venue Note: Entrée cleared. Prepare main course. Roaming mics required for all speeches.

Main Course Service

Dinner service begins

Venue Note: Full dinner service. MCs take a break.

Holly & Russell Return + Pass the Parcel Begins

Holly & Russell return from sunset photos

Pass the parcel commences – MCs to run

Venue Note: Clear mains. Prepare for final speeches after pass the parcel wraps up.

Speeches - Final

Ivan & Penelope (Holly's parents) – ~8 minutes

Holly & Russell – ~6 minutes (introduced by Ivan & Penelope)

Venue Note: Roaming mic required.

Cake Cutting on Dance Floor

MCs announce leaving etiquette: "If you need to leave early, feel free to wave or go. Don't crowd the bride & groom – say goodbye at tomorrow's brunch instead."

Father-Daughter & Mother-Son Dance

Penelope singing

MCs cue: Guests do NOT join yet

Dancing Opens to All Guests

Dance floor open for everyone

Venue Note: Playlist continues. Dance floor open until 10:50pm.

Bride & Groom Exit

Song: "Ordinary"

MCs cue: Form a line on both sides for Holly & Russell to walk through

Sparklers possible (TBC)

Venue Note: This is the couple's send-off moment.

Final Announcement

MCs announce:

• Thank everyone for coming
• Recovery brunch tomorrow: Sunday 8th March, 10:30 AM – 12:30 PM, 20 Sample Lane, Sampleton
• Questions? Speak to MCs or bridal party
• Goodnight!

Venue Close / Wrap Up

Music curfew: 11pm (amplified music MUST end)

Venue Note: MCs help usher remaining guests out. Venue closing.

🚗 Bride & Groom Transport: Greta Westbrook (Russell's mum) is collecting Holly & Russell at the end of the night to take them home.

Processional – Holly Walks Down the Aisle

"Luminary" (slowed version) – Joel Sunny

Gabriel performs live. Timing TBC by Holly.

Signing of the Marriage Certificate

Gabriel performs live.

1. "Lose Control" – Vitamin String Quartet
2. "Fields of Gold" (arr. String Quartet) – Music Lab Collective

Recessional – Walking Back as Husband & Wife

Gabriel performs live.

1. "Birds of a Feather" – Gemini Strings
2. "Never Be the Same" – Strings From Paris
3. "DJ Got Us Fallin' in Love" – Strings From Paris

Bridal Party Entrance (6:45 PM)

"Right Here Right Now" – Fatboy Slim (Gabriel playing live)

First Dance (8:55 PM)

"Ma Meilleure Ennemie" – Stromae & Pomme

Family Dance (following first dance)

"Where's My Husband" – RAYE

Holly & Russell start, then parents and family progressively join halfway through.

Dance Floor (9:05 PM onwards)

DJ playlist managed by Kieran Westbrook on playback.

Final Song Sequence – Send-Off

1. Kieran Westbrook turns down the dance music
2. MCs announce: last chance to get on the floor, then everyone move outside
3. "I Got a Feeling" – Black Eyed Peas (last dance floor song)
4. Everyone moves outside along the path – sparklers handed out
5. "Ordinary" – Alex Warren (plays as Holly & Russell exit through sparkler corridor)

Sorted alphabetically by first name (89 guests)

Known Dietary Requirements

4 Vendor Meals @ $80 Each = $320

• Photographer (Golden Frame Pictures – Percy) – no dietary requirements
• Videographer (Golden Frame Pictures – Georgia) – no dietary requirements
• Photo Booth Attendant (Little Pixel Box – Christian) – no dietary requirements
• Annabelle Kingsley (Social Media Capturer) – Vegetarian

NO meal for:

• Guitarist Gabriel – not staying for dinner

Setup by Carla

• Place cards and table menus (to be dropped off labelled)
• Guest book table (guest book, pens, Instax camera)
• Seating chart display
• Cards/gifts table (in main room)

Florist: Posies (Nessa)

Important:

• NO hanging installations from beams/ceilings
• Confetti/petals may attract cleanup fee - confirm policy

Discuss linen with Nessa. Confirm what florals are included with venue.

Third-Party Cake

Provided by Laila (Holly's friend – wedding gift)

• ✅ Third-party disclaimer information provided to Carla
• Cake being delivered on the day – confirm delivery time with Laila
• Venue can cut some of cake
• Confirm if venue can store remainder

Backup Plan

Best indoor location for group/family photos?

Action: Confirm wet weather photo location with Carla.

Bride & Groom

• Holly (Bride): 0411 234 567
• Russell (Groom): 0422 345 678
• Wedding Email: hollyandrussellswedding@gmail.com

Wedding Party & Family

• Celebrant: Hayden Halloran – 0433 456 789
• MC: Abigail Leighton – [Phone TBC]
• MC: Davina Sterling – 0444 567 890
• Holly's Parents: Ivan & Penelope Atwell – Penelope: 0455 678 901
• Russell's Parents: Greta & Landon Westbrook – Landon: 0466 789 012

Vendor Contact List

• Florist: Posies – Nessa – [Phone TBC]
• Photographer: Percy (Golden Frame Pictures) – 0477 890 123
• Videographer: Georgia (Golden Frame Pictures) – 0477 890 123
• Guitarist (Pre-ceremony & Cocktail Hour): Gabriel – 4:00–4:30 PM & 5:00–6:00 PM – 0488 901 234
• Photo Booth: Little Pixel Box – Christian – 0499 012 345
• Gin Bar: Truffle Duck (internal) – Via Carla
• Social Media Capturer: Annabelle Kingsley – [Phone TBC]
• Cake: Laila (Holly's friend)

Next Day Event

Date: Sunday 8th March 2026

Time: 10:30 AM – 12:30 PM

Location: 20 Sample Lane, Sampleton VIC 3001

Guests to be reminded during final announcement at 10:55pm.

Drop-Off A — 3:00–5:00 PM

• Guest book + pens
• Seating plan (printed – placed near paved area after ceremony)
• Welcome sign + metal holder (near garden/gate – also serves as linen sign)
• Candle decorations
• Table decorations
• Table menu cards & name tags (left at venue – no pickup)
• Personal décor items

Drop-Off B — Rehearsal Day

• Table numbers
• Canapés signage
• Bar sign

Drop-Off C — Day Before Wedding

• Win 4 & all associated equipment / Computer
• Speakers
• Letters (left at venue – no pickup required)

Day Of — Brought on the Day

• Dress steamer (Penelope's) – collected Sunday
• Flowers / floral arrangements – collected Sunday by Ivan & Penelope
• Wishing well – provided by Truffle Duck, collected on the night by Ivan & Penelope (priority)
• Wedding gifts – collected Saturday if space allows, otherwise Sunday
• Wedding cake – delivered by Laila (no pickup needed)

Pick-Up — Ivan & Penelope

• Guest book + pens
• Seating plan
• Welcome sign + metal holder
• Table numbers
• Canapés signage & bar sign
• Candle & table decorations
• Dress steamer (Penelope's)
• Wedding gifts (if not taken Saturday)
• Remaining wedding cake
• Personal décor items & any leftover artifacts

Pick-Up — Landon & Kieran

• Win 4 & all associated equipment / Computer
• Speakers

⚠️ Note: Kieran may take the computer home on the night of the wedding rather than Sunday.

⚠️ Please check all rooms before leaving the venue.