Wedding Checklist

Key statistics:

  •   We had about 50 people at the rehearsal dinner.
    • We served mostly pre-made margaritas at the rehearsal dinner so it didn’t draw down the bar stock (much).
  • We had about 200 people at the wedding.
    • We only bought champagne for the head table and the wedding guests just toasted with whatever they were drinking.
    • The wedding went from about 5:30 pm to about 10:30 pm
    • The rule of thumb is that you serve two drinks per person (pop, beer, water, etc.) the first hour and one drink per person for every hour thereafter.
      • 5:30 pm – 6:30 pm – In this case, nobody would  have been drinking because that was the wedding ceremony.
      • 6:30 pm- 7:30 pm – We served dinner to 200 people so we probably went through 400 drinks in that hour.
      • 7:30 pm – 8:30 pm – Probably 25% of the people leave after dinner so there were only 150 people there and we would have served about 150 drinks.
      • 8:30 pm – 9:30 pm – Assume another 50 people left so we only had 100 and only served 100 drinks.
      • 9:30 pm – 10:30pm –  At this point, there were probably only 50 people left and we would have only served 50 drinks.
    • If this theory is correct, we could estimate we needed 700 drinks in total (not counting some that were served during the rehearsal and during the wedding setup).
  • We served about 271 beers or just over 1/3 of the expected number of drinks.
  • You get about 5 glasses of wine per liter so we served about 45 glasses of wine.
  • You get about 20 hard drinks per liter of hard liquor (1.5oz pours) so we served about 335 hard liquor drinks.
  • We also served about 202 cans of pop or bottles of water.
  • All in, this would have been 271+45+335+202 = 853 drinks so we used 20% more than our estimate.

The following table shows the actual drinks used during the wedding.

CategoryItemQty UsedNotes
BeerBudweiser (cans)18
BeerCoors Light (cans)88
BeerBud Light (cans)67
BeerCorona32
BeerFat Tire New Belgium24
BeerBoulevard24
BeerMichelob Ultra18
WineRedvolution (liters)3
WinePinot Grigio (liters)3
WineMoscato (liters)3
ChampaignChampaign (bottles)2
Hard LiquorVodka (liters)4.55
Hard LiquorRum (liters)4.55
Hard LiquorWhiskey (liters)6.67
Hard LiquorTequila (liters)1
MixersSweet and Sour Mix (liters)2We ran out of this
MixersRoses’s Lime Juice (ounces)13
MixersGrenadine (ounces)25
MixersCranberry Juice (gallons)1.25
MixersPineapple Juice (gallons)1.67
MixersOrange Juice (gallons)1.5
MixersZing Zang (64 oz)0.75
MixersTriplesec liters0.55
Sodas (Mix)Club Soda (liters)1
Sodas (Mix)Sprite (cans)8
Sodas (Mix)Tonic (liters)2
Sodas (Drink)Coke (cans)29
Sodas (Drink)Diet Coke (cans)13
Sodas (Drink)7UP (cans)12
Sodas (Drink)Bottles of Water104
Sodas (Drink)Doctor Pepper (cans)10
Sodas (Drink)Mountain Dew (cans)9
Sodas (Drink)Diet Pepsi (cans)2
Sodas (Drink)A&W Rootbeer (cans)6
Sodas (Drink)Pepsi (cans)6
FruitLimes (Sam”s Club bags)0.5
FruitOranges (Sam’s club bags)0.25
FruitMarschino Cherries (jars)1
FruitOlives (ounces)16

Contacts:

Venue –
  • <<Contact name and phone number goes here>>
DJs
  • <<Contact name and phone number goes here>>
Florist
  • <<Contact name and phone number goes here>>
Photographer
  • <<Contact name and phone number goes here>>
Cooks
  • <<Contact name and phone number goes here>>
  • <<Contact name and phone number goes here>>
Servers
  • <<Contact name and phone number goes here>>
  • <<Contact name and phone number goes here>>
Make-Up
  • <<Contact name and phone number goes here>>
Hair
  • <<Contact name and phone number goes here>>

Wedding Timeline:

DateTimeItem
“Monday, April 9, 2018”Rehearsal Invitations are OUT!
“Wednesday, April 26, 2018”Dave and Shelley Pick up Buns at Sam’s Club
“Thursday, April 26, 2018”8:00 AMPrep pans of potatoes
“Thursday, April 26, 2018”11:00 AMFinal Tux Fittings (for whoever is in town)
“Thursday, April 26, 2018”2:00 PMMani/Pedi
“Friday, April 27th, 2018”10:00 AMMake Sure someone has the wedding rings and marriage license
“Friday, April 27th, 2018”10:00 AMMake sure someone has final payments and tips
“Friday, April 27th, 2018”1:00 PMDecorating
“Friday, April 27th, 2018”1:00 PMDrop off cermony and reception items at respective locations
“Friday, April 27th, 2018”3:00 PMCheck in at Country Cottage
“Friday, April 27th, 2018”4:00 PMAdam Check in at Hotel for Groomsmen
“Friday, April 27th, 2018”4:00 PMPre-Heat Sous Vide
“Friday, April 27th, 2018”5:00 PMPre-Heat Oven
“Friday, April 27th, 2018”5:00 PM“Heat Beans, Rice, and Queso in Sous Vide”
“Friday, April 27th, 2018”6:00 PMStart Enchiladas in Oven
“Friday, April 27th, 2018”6:30 PMRehearsal start time
“Friday, April 27th, 2018”7:00 PMStart Pies in Oven and start Coffee; remove enchiladas from oven
“Friday, April 27th, 2018”7:15 PMRehearsal Dinner start time
“Friday, April 27th, 2018”7:30 PMRemove Pies from Oven
“Friday, April 27th, 2018”10:00 PMRehearsal Ends
“Friday, April 27th, 2018”11:00 PMGo to sleep!
“Saturday, April 28th, 2018”8:00 AMTime to wake up – you’re getting married today!
“Saturday, April 28th, 2018”8:30 AMEat breakfast (Biscuits and Gravy) Who bringing/preparing?
“Saturday, April 28th, 2018”8:30 AMBridesmaids arrive on-site If not staying at the Country Cottage with Danielle
“Saturday, April 28th, 2018”8:30 AMWedding planner arrives on-site
“Saturday, April 28th, 2018”8:45 AMMakeup team arrives on-site
“Saturday, April 28th, 2018”8:45 AMHair team arrives on-site
“Saturday, April 28th, 2018”9:00 AMDave and Shelly Pick up Ice
“Saturday, April 28th, 2018”9:00 AMHair Bridesmaid Bailee
“Saturday, April 28th, 2018”9:00 AMMake-up Bridesmaid Kate and Cece
“Saturday, April 28th, 2018”9:45 AMMakeup Bridesmaid Kaitlyn and Bailee
“Saturday, April 28th, 2018”9:45 AMHair Bridesmaid Cece
“Saturday, April 28th, 2018”10:00 AMParents Arrive to Prepare for Wedding
“Saturday, April 28th, 2018”10:00 AMFlorist delivers flowers for wedding party
“Saturday, April 28th, 2018”10:30 AMMake up Moms (Shelly and Dianne)
“Saturday, April 28th, 2018”11:00 AMPhotographer arrives on-site
“Saturday, April 28th, 2018”10:30 AMHair Bridesmaid Kaitlyn
“Saturday, April 28th, 2018”11:00 AMAdam sign paper work for tonight’s rooms
“Saturday, April 28th, 2018”11:00 AMCake arrives on-site (Aunt mel)
“Saturday, April 28th, 2018”11:00 AMFlower girl arrive on-site
“Saturday, April 28th, 2018”11:15 AMHair Bridesmaid Kate
“Saturday, April 28th, 2018”11:15 AMBride – Make Up
“Saturday, April 28th, 2018”12:00 PMGirls Eat lunch – Subway – Don’t Forget! who picking up?
“Saturday, April 28th, 2018”12:00 PMGuys eat lunch at Casino
“Saturday, April 28th, 2018”12:30 PMHair – Bride
“Saturday, April 28th, 2018”12:45 PMGroom and Groomsmen get ready/dressed
“Saturday, April 28th, 2018”1:00 PM“Ice Beer, Soda and white wine; pre-heat sous vide”
“Saturday, April 28th, 2018”1:15 PMHair – Mom (Shelly)
“Saturday, April 28th, 2018”1:30 PMRing bearer arrive on-site
“Saturday, April 28th, 2018”2:00 PMAll bridesmaids dressed by this time
“Saturday, April 28th, 2018”2:00 PMGroomsmen arrive on-site
“Saturday, April 28th, 2018”2:00 PMStart Pork in Sous Vide
“Saturday, April 28th, 2018”2:15 PMBride puts on wedding dress
“Saturday, April 28th, 2018”2:30 PMFirst look with couple
“Saturday, April 28th, 2018”3:00 PMPre-cermony photos take place
“Saturday, April 28th, 2018”3:00 PMReception space is set and ready
“Saturday, April 28th, 2018”3:00 PMBand or DJ arrives on-site for setup and sound check
“Saturday, April 28th, 2018”4:15pmLit candles in candelabras.
“Saturday, April 28th, 2018”4:30 PMBridal Party Relaxing
“Saturday, April 28th, 2018”4:30 PMCeremony is set and ready
“Saturday, April 28th, 2018”4:45 PMPre-Heat Oven
“Saturday, April 28th, 2018”5:00 PMOfficiant arrives on-site
“Saturday, April 28th, 2018”5:00 PMBride is hidden at this time before ceremony
“Saturday, April 28th, 2018”5:00 PMProgram helpers and gift attendants arrive on-site and get in place
“Saturday, April 28th, 2018”5:10 PMCeremony musicians in place ready to play
“Saturday, April 28th, 2018”5:15 PMStart Cheesy Potatoes in Oven
“Saturday, April 28th, 2018”5:15 PMGroomsmen and Bridesmaids hidden at this time before ceremony
“Saturday, April 28th, 2018”5:30 PMStart seating Parents and wedding party entrance
“Saturday, April 28th, 2018”5:30 PMCeremony start time
“Saturday, April 28th, 2018”6:00 PMPost-cermony photos take place
“Saturday, April 28th, 2018”6:15 PMFlorist moves ceremony decor to reception area (May need help)
“Saturday, April 28th, 2018”6:15 PMRemove potatoes from oven
“Saturday, April 28th, 2018”6:30 PMReception start time
“Saturday, April 28th, 2018”6:30 PMWedding party announcement at reception
“Saturday, April 28th, 2018”6:30 PMNewlywed announcement at reception
“Saturday, April 28th, 2018”6:30 PMStart Coffee
“Saturday, April 28th, 2018”6:35 PMBlessing (grandpa Steffey) Mandy make sure he has the blessing.
“Saturday, April 28th, 2018”6:35 PMmeals are served
“Saturday, April 28th, 2018”7:35 PMWelcome toast
“Saturday, April 28th, 2018”7:40 PMCake cutting
“Saturday, April 28th, 2018”8:00 PMFirst dance
“Saturday, April 28th, 2018”8:05 PMFather-daughter dance
“Saturday, April 28th, 2018”8:10 PMMother-son dance
“Saturday, April 28th, 2018”8:15 PMMoney Dance
“Saturday, April 28th, 2018”8:30 PMFormalities are over-time to really get the party started!
“Saturday, April 28th, 2018”9:30 PMShoe Game
“Saturday, April 28th, 2018”9:35 PMBouquet toss
“Saturday, April 28th, 2018”10:45 PMDistribute items to guests for newlywed exit
“Saturday, April 28th, 2018”10:45 PMLast call
“Saturday, April 28th, 2018”10:50 PMLast dance
“Saturday, April 28th, 2018Saturday, April 28th, 2018”10:55 PMNewlywed exit
“Saturday, April 28th, 2018”11:00 PMLoad out begins for all vendors
“Sunday, April 29th, 2018”10:00 AM“Brunch begins, Prairie Band Casino”
“Sunday, April 29th, 2018”12:00 PMOpen Presents at the Perkins House

Rehearsal Dinner Food

ItemCoverd ByLoaded
EnchiladasDianne & Randy
5 batches, 30 cups BeansDianne & Randy
Queso (4 batches)Dianne & Randy
Chips (4 28oz bags)Dianne & RandyY
Spainish RiceDianne & Randy
SalsaDianne & Randy
Taco SauceDianne & RandyY
PieDianne & Randy
Ice CreamDrew & Becca
CoffeeDianne & RandyY
Drinks – MargaritasDianne & Randy
Drinks – TeaDianne & Randy
Drinks – WaterDianne & Randy
Sour CreamDianne & Randy

Drinks and Supplies for Rehearsal Dinner and Wedding that Dianne and Randy will bring

CategoryItemQty. RequiredQty. On HandNeedLoaded
BeerBudweiser (cans)604812Y
BeerCoors Light (cans)24021624Y
BeerBud Light (cans)24021624Y
BeerOther Beer (cans)1200120Y
BeerBusch Light030-30Y
BeerCorona048-48Y
BeerSierra Nevada Pale Ale024-24Y
BeerFat Tire New Belgium024-24Y
BeerBoulevard 024-24Y
BeerMiller Light024-24Y
BeerMichelob Ultra024-24Y
WineRedvolution (liters)1212Y
WinePinot Grigio (liters)33Y
WineMoscato (liters)963Y
WineChardonnay (liters)06Y
ChampaignChampaign (bottles)23Y
Hard LiquorVodka (liters)67Y
Hard LiquorRum (liters)67Y
Hard LiquorWhiskey (liters)67Y
Hard LiquorTequila1.75 lY
MixersSweet and Sour Mix (liters)22Y
MixersRoses’s Lime Juice (ounces)2450Y
MixersGrenadine (ounces)685018Y
MixersCranberry Juice (gallons)22Y
MixersPineapple Juice (gallons)22Y
MixersOrange Juice (gallons)22
MixersZing Zang (64 oz)2Y
MixersTriplesec liters2Y
Sodas (Mix)Club Soda (liters)44Y
Sodas (Mix)Coke (cans)2424Y
Sodas (Mix)Diet Coke (cans)2424Y
Sodas (Mix)Sprite (cans)2424Y
Sodas (Mix)Tonic (liters)66Y
Sodas (Drink)Coke (cans)4848Y
Sodas (Drink)Diet Coke (cans)6060Y
Sodas (Drink)7UP2424Y
Sodas (Drink)Bottled Water9696Y
Sodas (Drink)Doctor Pepper1212Y
Sodas (Drink)Mountain Dew1212Y
Sodas (Drink)Squirt1212Y
Sodas (Drink)Diet Pepsi1212Y
Sodas (Drink)A&W Rootbeer1212Y
Sodas (Drink)Pepsi2424Y
FruitLimes (bags)11
FruitOranges (bags)11
FruitMarschino Cherries (jars)35Y

MISC Supplies that Randy and Dianne will Bring

ItemQty. RequiredQty. On HandLoaded
Coffee88Y
Coffee Filters88Y
Coffee Stir Sticks150Y
Pepper Packets800Y
Salt Packets1200Y
Sweet & Low Packets100Y
Regular Creamer Packet24Y
Vanilla Creamer Packet24Y
Carmel Creamer Packet24Y
Stick in the Ground Beer Holders12
Cornhole Games3Y
Jenga Games32Y
Marshmallow Roasting Sticks12Y
Cornhole Bag Sets3Y
Centerpiece Bottles27Y
Centerpiece Lights27
Centerpiece Cans27

Wedding Day Supplies

ItemsCovered ByLoaded
Ice and stock tanks or coolers?Dave
Can we run extension cords to an Ice Cooler and to the Catering Trailer (South Side)YES
Does Venue Provide Firewood???????
Siphon HoseRandy
2 5-gallon bucketsDave
Stock Tanks for Water and PopDave
Clothes SteamerDave & Shelly
White Serving Set for SmoresDianne
6ft fold-up Table for SmoresRandyY
Vac SealerRandyY
Juice for Pork ButtsRandy
Can OpenerDianne & RandyY
Cheesy PotatoesDave & Shelly
CoffeeDianne & RandyY
Coffee FiltersDianne & RandyY
Coffee MakerDianne & RandyY
CupsDave & Shelly
Drinks – Beer & LiquorDianne & RandyY
Drinks – TeaDave & Shelly
Drinks – SodaDianne & RandyY
Drinks – WaterDianne & RandyY
ForksDave & Shelly
Hot PadsDianne & Randy
Kitchen KnivesDianne & Randy
KnivesDave & Shelly
Large PlatesDave & Shelly
NapkinsDave & Shelly
PlatesDave & Shelly
Pulled PorkDave & Shelly
Saran WrapDianne & Randy
Serving DishesDave & Shelly
Serving UtensilsDave & Shelly
SharpieDianne & Randy
SilverwareDave & Shelly
Small PlatesDave & Shelly
SpoonsDave & Shelly
Tablecloths (8ft Tables)Dave & Shelly
TinfoilDianne & Randy
Wine Bottle OpenerDianne & Randy
Ziplock bagsDianne & Randy
3-tier Galvanized Serving SetDianne & Randy

Randy’s Catering List – He will Bring

ItemLoaded
Large coolerY
5 gallon Canning Pot
Apron
Burner
Bus bin
Cutting board
Dish soapY
Dish Towels
Extension cordY
Food saverY
Food saver bags
Fry pan
Gallon pitcher
Gas for burner
Gott cooler x4
IR Thermometer
Knives
Large SV tub
Lexan SV containers
Paper towelsY
Pepper
Poultry scissors
Power strip
Rubber / Silicone gloves
Salt
Scotch Brite pad
Silicone trivets
Stock pot
Stock pot lid
SV racks
SV sticks
SV weights
Trash Bag StandY
Trash BagsY
Foil Half Steamer Tray Lids
Fire ExtinguisherY
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