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.
| Category | Item | Qty Used | Notes |
|---|---|---|---|
| Beer | Budweiser (cans) | 18 | |
| Beer | Coors Light (cans) | 88 | |
| Beer | Bud Light (cans) | 67 | |
| Beer | Corona | 32 | |
| Beer | Fat Tire New Belgium | 24 | |
| Beer | Boulevard | 24 | |
| Beer | Michelob Ultra | 18 | |
| Wine | Redvolution (liters) | 3 | |
| Wine | Pinot Grigio (liters) | 3 | |
| Wine | Moscato (liters) | 3 | |
| Champaign | Champaign (bottles) | 2 | |
| Hard Liquor | Vodka (liters) | 4.55 | |
| Hard Liquor | Rum (liters) | 4.55 | |
| Hard Liquor | Whiskey (liters) | 6.67 | |
| Hard Liquor | Tequila (liters) | 1 | |
| Mixers | Sweet and Sour Mix (liters) | 2 | We ran out of this |
| Mixers | Roses’s Lime Juice (ounces) | 13 | |
| Mixers | Grenadine (ounces) | 25 | |
| Mixers | Cranberry Juice (gallons) | 1.25 | |
| Mixers | Pineapple Juice (gallons) | 1.67 | |
| Mixers | Orange Juice (gallons) | 1.5 | |
| Mixers | Zing Zang (64 oz) | 0.75 | |
| Mixers | Triplesec liters | 0.55 | |
| 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 Water | 104 | |
| 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 | |
| Fruit | Limes (Sam”s Club bags) | 0.5 | |
| Fruit | Oranges (Sam’s club bags) | 0.25 | |
| Fruit | Marschino Cherries (jars) | 1 | |
| Fruit | Olives (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:
| Date | Time | Item |
|---|---|---|
| “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 AM | Prep pans of potatoes |
| “Thursday, April 26, 2018” | 11:00 AM | Final Tux Fittings (for whoever is in town) |
| “Thursday, April 26, 2018” | 2:00 PM | Mani/Pedi |
| “Friday, April 27th, 2018” | 10:00 AM | Make Sure someone has the wedding rings and marriage license |
| “Friday, April 27th, 2018” | 10:00 AM | Make sure someone has final payments and tips |
| “Friday, April 27th, 2018” | 1:00 PM | Decorating |
| “Friday, April 27th, 2018” | 1:00 PM | Drop off cermony and reception items at respective locations |
| “Friday, April 27th, 2018” | 3:00 PM | Check in at Country Cottage |
| “Friday, April 27th, 2018” | 4:00 PM | Adam Check in at Hotel for Groomsmen |
| “Friday, April 27th, 2018” | 4:00 PM | Pre-Heat Sous Vide |
| “Friday, April 27th, 2018” | 5:00 PM | Pre-Heat Oven |
| “Friday, April 27th, 2018” | 5:00 PM | “Heat Beans, Rice, and Queso in Sous Vide” |
| “Friday, April 27th, 2018” | 6:00 PM | Start Enchiladas in Oven |
| “Friday, April 27th, 2018” | 6:30 PM | Rehearsal start time |
| “Friday, April 27th, 2018” | 7:00 PM | Start Pies in Oven and start Coffee; remove enchiladas from oven |
| “Friday, April 27th, 2018” | 7:15 PM | Rehearsal Dinner start time |
| “Friday, April 27th, 2018” | 7:30 PM | Remove Pies from Oven |
| “Friday, April 27th, 2018” | 10:00 PM | Rehearsal Ends |
| “Friday, April 27th, 2018” | 11:00 PM | Go to sleep! |
| “Saturday, April 28th, 2018” | 8:00 AM | Time to wake up – you’re getting married today! |
| “Saturday, April 28th, 2018” | 8:30 AM | Eat breakfast (Biscuits and Gravy) Who bringing/preparing? |
| “Saturday, April 28th, 2018” | 8:30 AM | Bridesmaids arrive on-site If not staying at the Country Cottage with Danielle |
| “Saturday, April 28th, 2018” | 8:30 AM | Wedding planner arrives on-site |
| “Saturday, April 28th, 2018” | 8:45 AM | Makeup team arrives on-site |
| “Saturday, April 28th, 2018” | 8:45 AM | Hair team arrives on-site |
| “Saturday, April 28th, 2018” | 9:00 AM | Dave and Shelly Pick up Ice |
| “Saturday, April 28th, 2018” | 9:00 AM | Hair Bridesmaid Bailee |
| “Saturday, April 28th, 2018” | 9:00 AM | Make-up Bridesmaid Kate and Cece |
| “Saturday, April 28th, 2018” | 9:45 AM | Makeup Bridesmaid Kaitlyn and Bailee |
| “Saturday, April 28th, 2018” | 9:45 AM | Hair Bridesmaid Cece |
| “Saturday, April 28th, 2018” | 10:00 AM | Parents Arrive to Prepare for Wedding |
| “Saturday, April 28th, 2018” | 10:00 AM | Florist delivers flowers for wedding party |
| “Saturday, April 28th, 2018” | 10:30 AM | Make up Moms (Shelly and Dianne) |
| “Saturday, April 28th, 2018” | 11:00 AM | Photographer arrives on-site |
| “Saturday, April 28th, 2018” | 10:30 AM | Hair Bridesmaid Kaitlyn |
| “Saturday, April 28th, 2018” | 11:00 AM | Adam sign paper work for tonight’s rooms |
| “Saturday, April 28th, 2018” | 11:00 AM | Cake arrives on-site (Aunt mel) |
| “Saturday, April 28th, 2018” | 11:00 AM | Flower girl arrive on-site |
| “Saturday, April 28th, 2018” | 11:15 AM | Hair Bridesmaid Kate |
| “Saturday, April 28th, 2018” | 11:15 AM | Bride – Make Up |
| “Saturday, April 28th, 2018” | 12:00 PM | Girls Eat lunch – Subway – Don’t Forget! who picking up? |
| “Saturday, April 28th, 2018” | 12:00 PM | Guys eat lunch at Casino |
| “Saturday, April 28th, 2018” | 12:30 PM | Hair – Bride |
| “Saturday, April 28th, 2018” | 12:45 PM | Groom 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 PM | Hair – Mom (Shelly) |
| “Saturday, April 28th, 2018” | 1:30 PM | Ring bearer arrive on-site |
| “Saturday, April 28th, 2018” | 2:00 PM | All bridesmaids dressed by this time |
| “Saturday, April 28th, 2018” | 2:00 PM | Groomsmen arrive on-site |
| “Saturday, April 28th, 2018” | 2:00 PM | Start Pork in Sous Vide |
| “Saturday, April 28th, 2018” | 2:15 PM | Bride puts on wedding dress |
| “Saturday, April 28th, 2018” | 2:30 PM | First look with couple |
| “Saturday, April 28th, 2018” | 3:00 PM | Pre-cermony photos take place |
| “Saturday, April 28th, 2018” | 3:00 PM | Reception space is set and ready |
| “Saturday, April 28th, 2018” | 3:00 PM | Band or DJ arrives on-site for setup and sound check |
| “Saturday, April 28th, 2018” | 4:15pm | Lit candles in candelabras. |
| “Saturday, April 28th, 2018” | 4:30 PM | Bridal Party Relaxing |
| “Saturday, April 28th, 2018” | 4:30 PM | Ceremony is set and ready |
| “Saturday, April 28th, 2018” | 4:45 PM | Pre-Heat Oven |
| “Saturday, April 28th, 2018” | 5:00 PM | Officiant arrives on-site |
| “Saturday, April 28th, 2018” | 5:00 PM | Bride is hidden at this time before ceremony |
| “Saturday, April 28th, 2018” | 5:00 PM | Program helpers and gift attendants arrive on-site and get in place |
| “Saturday, April 28th, 2018” | 5:10 PM | Ceremony musicians in place ready to play |
| “Saturday, April 28th, 2018” | 5:15 PM | Start Cheesy Potatoes in Oven |
| “Saturday, April 28th, 2018” | 5:15 PM | Groomsmen and Bridesmaids hidden at this time before ceremony |
| “Saturday, April 28th, 2018” | 5:30 PM | Start seating Parents and wedding party entrance |
| “Saturday, April 28th, 2018” | 5:30 PM | Ceremony start time |
| “Saturday, April 28th, 2018” | 6:00 PM | Post-cermony photos take place |
| “Saturday, April 28th, 2018” | 6:15 PM | Florist moves ceremony decor to reception area (May need help) |
| “Saturday, April 28th, 2018” | 6:15 PM | Remove potatoes from oven |
| “Saturday, April 28th, 2018” | 6:30 PM | Reception start time |
| “Saturday, April 28th, 2018” | 6:30 PM | Wedding party announcement at reception |
| “Saturday, April 28th, 2018” | 6:30 PM | Newlywed announcement at reception |
| “Saturday, April 28th, 2018” | 6:30 PM | Start Coffee |
| “Saturday, April 28th, 2018” | 6:35 PM | Blessing (grandpa Steffey) Mandy make sure he has the blessing. |
| “Saturday, April 28th, 2018” | 6:35 PM | meals are served |
| “Saturday, April 28th, 2018” | 7:35 PM | Welcome toast |
| “Saturday, April 28th, 2018” | 7:40 PM | Cake cutting |
| “Saturday, April 28th, 2018” | 8:00 PM | First dance |
| “Saturday, April 28th, 2018” | 8:05 PM | Father-daughter dance |
| “Saturday, April 28th, 2018” | 8:10 PM | Mother-son dance |
| “Saturday, April 28th, 2018” | 8:15 PM | Money Dance |
| “Saturday, April 28th, 2018” | 8:30 PM | Formalities are over-time to really get the party started! |
| “Saturday, April 28th, 2018” | 9:30 PM | Shoe Game |
| “Saturday, April 28th, 2018” | 9:35 PM | Bouquet toss |
| “Saturday, April 28th, 2018” | 10:45 PM | Distribute items to guests for newlywed exit |
| “Saturday, April 28th, 2018” | 10:45 PM | Last call |
| “Saturday, April 28th, 2018” | 10:50 PM | Last dance |
| “Saturday, April 28th, 2018Saturday, April 28th, 2018” | 10:55 PM | Newlywed exit |
| “Saturday, April 28th, 2018” | 11:00 PM | Load out begins for all vendors |
| “Sunday, April 29th, 2018” | 10:00 AM | “Brunch begins, Prairie Band Casino” |
| “Sunday, April 29th, 2018” | 12:00 PM | Open Presents at the Perkins House |
Rehearsal Dinner Food
| Item | Coverd By | Loaded |
|---|---|---|
| Enchiladas | Dianne & Randy | |
| 5 batches, 30 cups Beans | Dianne & Randy | |
| Queso (4 batches) | Dianne & Randy | |
| Chips (4 28oz bags) | Dianne & Randy | Y |
| Spainish Rice | Dianne & Randy | |
| Salsa | Dianne & Randy | |
| Taco Sauce | Dianne & Randy | Y |
| Pie | Dianne & Randy | |
| Ice Cream | Drew & Becca | |
| Coffee | Dianne & Randy | Y |
| Drinks – Margaritas | Dianne & Randy | |
| Drinks – Tea | Dianne & Randy | |
| Drinks – Water | Dianne & Randy | |
| Sour Cream | Dianne & Randy |
Drinks and Supplies for Rehearsal Dinner and Wedding that Dianne and Randy will bring
| Category | Item | Qty. Required | Qty. On Hand | Need | Loaded |
|---|---|---|---|---|---|
| Beer | Budweiser (cans) | 60 | 48 | 12 | Y |
| Beer | Coors Light (cans) | 240 | 216 | 24 | Y |
| Beer | Bud Light (cans) | 240 | 216 | 24 | Y |
| Beer | Other Beer (cans) | 120 | 0 | 120 | Y |
| Beer | Busch Light | 0 | 30 | -30 | Y |
| Beer | Corona | 0 | 48 | -48 | Y |
| Beer | Sierra Nevada Pale Ale | 0 | 24 | -24 | Y |
| Beer | Fat Tire New Belgium | 0 | 24 | -24 | Y |
| Beer | Boulevard | 0 | 24 | -24 | Y |
| Beer | Miller Light | 0 | 24 | -24 | Y |
| Beer | Michelob Ultra | 0 | 24 | -24 | Y |
| Wine | Redvolution (liters) | 12 | 12 | Y | |
| Wine | Pinot Grigio (liters) | 3 | 3 | Y | |
| Wine | Moscato (liters) | 9 | 6 | 3 | Y |
| Wine | Chardonnay (liters) | 0 | 6 | Y | |
| Champaign | Champaign (bottles) | 2 | 3 | Y | |
| Hard Liquor | Vodka (liters) | 6 | 7 | Y | |
| Hard Liquor | Rum (liters) | 6 | 7 | Y | |
| Hard Liquor | Whiskey (liters) | 6 | 7 | Y | |
| Hard Liquor | Tequila | 1.75 l | Y | ||
| Mixers | Sweet and Sour Mix (liters) | 2 | 2 | Y | |
| Mixers | Roses’s Lime Juice (ounces) | 24 | 50 | Y | |
| Mixers | Grenadine (ounces) | 68 | 50 | 18 | Y |
| Mixers | Cranberry Juice (gallons) | 2 | 2 | Y | |
| Mixers | Pineapple Juice (gallons) | 2 | 2 | Y | |
| Mixers | Orange Juice (gallons) | 2 | 2 | ||
| Mixers | Zing Zang (64 oz) | 2 | Y | ||
| Mixers | Triplesec liters | 2 | Y | ||
| Sodas (Mix) | Club Soda (liters) | 4 | 4 | Y | |
| Sodas (Mix) | Coke (cans) | 24 | 24 | Y | |
| Sodas (Mix) | Diet Coke (cans) | 24 | 24 | Y | |
| Sodas (Mix) | Sprite (cans) | 24 | 24 | Y | |
| Sodas (Mix) | Tonic (liters) | 6 | 6 | Y | |
| Sodas (Drink) | Coke (cans) | 48 | 48 | Y | |
| Sodas (Drink) | Diet Coke (cans) | 60 | 60 | Y | |
| Sodas (Drink) | 7UP | 24 | 24 | Y | |
| Sodas (Drink) | Bottled Water | 96 | 96 | Y | |
| Sodas (Drink) | Doctor Pepper | 12 | 12 | Y | |
| Sodas (Drink) | Mountain Dew | 12 | 12 | Y | |
| Sodas (Drink) | Squirt | 12 | 12 | Y | |
| Sodas (Drink) | Diet Pepsi | 12 | 12 | Y | |
| Sodas (Drink) | A&W Rootbeer | 12 | 12 | Y | |
| Sodas (Drink) | Pepsi | 24 | 24 | Y | |
| Fruit | Limes (bags) | 1 | 1 | ||
| Fruit | Oranges (bags) | 1 | 1 | ||
| Fruit | Marschino Cherries (jars) | 3 | 5 | Y |
MISC Supplies that Randy and Dianne will Bring
| Item | Qty. Required | Qty. On Hand | Loaded |
|---|---|---|---|
| Coffee | 8 | 8 | Y |
| Coffee Filters | 8 | 8 | Y |
| Coffee Stir Sticks | 150 | Y | |
| Pepper Packets | 800 | Y | |
| Salt Packets | 1200 | Y | |
| Sweet & Low Packets | 100 | Y | |
| Regular Creamer Packet | 24 | Y | |
| Vanilla Creamer Packet | 24 | Y | |
| Caramel Creamer Packet | 24 | Y | |
| Stick in the Ground Beer Holders | 12 | ||
| Cornhole Games | 3 | Y | |
| Jenga Games | 3 | 2 | Y |
| Marshmallow Roasting Sticks | 12 | Y | |
| Cornhole Bag Sets | 3 | Y | |
| Centerpiece Bottles | 27 | Y | |
| Centerpiece Lights | 27 | ||
| Centerpiece Cans | 27 |
Wedding Day Supplies
| Items | Covered By | Loaded |
|---|---|---|
| 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 Hose | Randy | |
| 2 5-gallon buckets | Dave | |
| Stock Tanks for Water and Pop | Dave | |
| Clothes Steamer | Dave & Shelly | |
| White Serving Set for S’mores | Dianne | |
| 6ft fold-up Table for S’mores | Randy | Y |
| Vac Sealer | Randy | Y |
| Juice for Pork Butts | Randy | |
| Can Opener | Dianne & Randy | Y |
| Cheesy Potatoes | Dave & Shelly | |
| Coffee | Dianne & Randy | Y |
| Coffee Filters | Dianne & Randy | Y |
| Coffee Maker | Dianne & Randy | Y |
| Cups | Dave & Shelly | |
| Drinks – Beer & Liquor | Dianne & Randy | Y |
| Drinks – Tea | Dave & Shelly | |
| Drinks – Soda | Dianne & Randy | Y |
| Drinks – Water | Dianne & Randy | Y |
| Forks | Dave & Shelly | |
| Hot Pads | Dianne & Randy | |
| Kitchen Knives | Dianne & Randy | |
| Knives | Dave & Shelly | |
| Large Plates | Dave & Shelly | |
| Napkins | Dave & Shelly | |
| Plates | Dave & Shelly | |
| Pulled Pork | Dave & Shelly | |
| Saran Wrap | Dianne & Randy | |
| Serving Dishes | Dave & Shelly | |
| Serving Utensils | Dave & Shelly | |
| Sharpie | Dianne & Randy | |
| Silverware | Dave & Shelly | |
| Small Plates | Dave & Shelly | |
| Spoons | Dave & Shelly | |
| Tablecloths (8ft Tables) | Dave & Shelly | |
| Tinfoil | Dianne & Randy | |
| Wine Bottle Opener | Dianne & Randy | |
| Ziplock bags | Dianne & Randy | |
| 3-tier Galvanized Serving Set | Dianne & Randy |
Randy’s Catering List – He will Bring
| Item | Loaded |
|---|---|
| Large cooler | Y |
| 5 gallon Canning Pot | |
| Apron | |
| Burner | |
| Bus bin | |
| Cutting board | |
| Dish soap | Y |
| Dish Towels | |
| Extension cord | Y |
| Food saver | Y |
| Food saver bags | |
| Fry pan | |
| Gallon pitcher | |
| Gas for burner | |
| Gott cooler x4 | |
| IR Thermometer | |
| Knives | |
| Large SV tub | |
| Lexan SV containers | |
| Paper towels | Y |
| 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 Stand | Y |
| Trash Bags | Y |
| Foil Half Steamer Tray Lids | |
| Fire Extinguisher | Y |
Leave a Reply