Timeline Questions

Timeline Worksheet Form

Please fill out the form to prepare for the timeline meeting. Please note: We suggest completing this on your computer rather than your phone. Also, please do not print and fill this form out on paper, but rather simply fill this out on-line. You are not able to stop and save your work so please complete this in 1 sitting. This should be completed ideally 2 days before the Timeline meeting so that we can prepare, thank you!
Please do not use CAPS when filing this form out - as this information will be cut and pasted into the Timeline file.

Please provide a first name for people you are referring to. Rather than "bride's aunt" say "aunt Nancy"

We would like first names for everyone on the timeline not just their postiion or their relationship.
The Details
Engaged Party Name 1*
Party 1's Mother's name
Party 1's Father's name
Please detail step parents here:
Party 1's cell phone number
For Party 1, what drink would you like most the night of the reception?
We try and bring drinks when we can as it's a challange for you to make it to the bar on your own
For Party 1, any dietary restrictions or allergies?
Depending on the time of time, we may provide you with snacks and do want to make sure there is no issues with the food.
Engaged Party Name 2*
Party 2's Mother's name
Party 2's Father's name
Please detail step parents here:
Party 2's cell phone number
For Party 2, what drink would you like most the night of the reception?
We try and bring drinks when we can as it's a challange for you to make it to the bar on your own
For Party 2, any dietary restrictions or allergies?
Depending on the time of time, we may provide you with snacks and do want to make sure there is no issues with the food.
Wedding hashtag (#)
Please list the host hotel(s) for guests:
Please list the name of the hotel the couple will be staying in the night of the wedding:
Where is your ceremony being held?*
What time is your ceremony?*
Do not leave this blank - best guess please
What time will your cocktail hour and reception start?*
If other...
Number of Guests Invited:*
Date invites are going out (2 months before typically):

MonthDayYear
RSVP Due Date (We suggest a month and a week before the reception):

MonthDayYear
What is your wedding website link?*
If you do not have one, list this or if you will have one soon make note of that too
Can guests RSVP on the website?
Note: We suggest getting RSVP's back 4 or 5 weeks before the wedding date. This will allow you to contact guests that have not responded yet. Final checks for flowers, decor, rentals, etc. are typically due in their office 2 weeks before the wedding. Because of this you'll need to mail the payments about 5 days before to reach their offices. So final adjustments to should be submited to those vendors 3 weeks before the wedding to give them time to adjust final quotes with the correct final payment amount.
Before Wedding
Please plan on bringing your marriage license to the wedding rehearsal. Need help on the steps to get your license? Click here: LINK
Thursday: Please check all the items you plan to do on Thursday:

Wedding Party LunchMani and Pedi'sGolfCheck-in hotelDecor item drop offOther
If other...
Friday: Please check all the items you plan to do on Friday:

Wedding Party LunchMani and Pedi'sGolfCheck-in hotelDecor item drop offOther
If other...
Final walk-through: We will have a final walk-through early the week of your wedding what time that day can you meet? If you're traveling and wont be in town yet, what day/time do you arrive in town?
PS The venue will ultimately dictate the time for this as the walkthrough is at the venue. It's no recommended to have the final meeting any later than Wednesday the week of the wedding as does not give us any time to make corrections.
Rehearsal Time:
This time will need discussed but please list your ideal time here
Rehearsal Dinner Location:*
Rehearsal Dinner Time:

:HourMinutesAM/PM Option
Rehearsal Dinner End Time:

:HourMinutesAM/PM Option
How many are invited to the rehearsal dinner?
Best guess is fine
How will will the wedding party and guests get to and from the rehearsal dinner?*

We have arranged transportation for themThey will drive on their ownWe would like transporation for them but have not yet arranged it
If transportation has been arranged then who will be providing it?
Personal Items
At the final walkthrough for the venue, you'll drop off your personal items (if the venue allows this). Please check any items you plan on bringing to the ceremony site and/or reception venue.

Please provide a detailed list. Your coordinating team from Out of Box Weddings will setup most common personal items (i.e. guestbook, small signs, menu cards, place cards, cake knife, etc.). These items should fit in 3 or 4 medium sized boxes (ideally plasic with handles to move easily).

Items beyond this such as large heavy signs, hanging items, back drops, tables, chairs, large decor pieces, centerpieces, charger plates, etc. will either need to be setup and taken down by family or friends or Out of Box can bring in special labor for this and send you a quote for these services. Please email us your decor plans and inventory for a quote.
Items you are providing:*

GuestbookGuestbook pensCard Box or Card HolderMemorial PhotosCouple and/or family photosCocktail NapkinsMenu CardsCeremony ProgramsCamera and film for guests to take candid photosEscort Cards and/or place cards (Please alphabetize the escort cards and organize place cards by table number)SignsKooziesWine and/or special drink itemsCake KnifeCake ServerToasting GlassesBathroom BasketsDecor Items (list below)Other Items (list below)
Please list other Items here (full detailed list please):
Please list any Decor Items (full detailed list of item please):
For larger decor pieces and your own centerpieces, etc.- what is your plan for setup and also for take down (the venue may have rules about this too)
Wedding Day
Where will breakfast be for the wedding party?*
Some sort of breakfast will need to be provided, if you have yet to determine this, type TBD
Who will be in charge of picking up breakfast (and mimosas if you wish to have them) and where will it be ordered from?*
Please provide a first name for people you are referring to. Rather than "bride's aunt" say "aunt Nancy"
Who is providing hair services?*
Where is hair being done?*
Salon? Hotel? Please don't just say 'hotel' but rather provide a specific location
What time is hair start?*

:HourMinutesAM/PM Option
What time does hair end?*

:HourMinutesAM/PM Option
Who is providing makeup services?*
Where is makeup being done?*
Salon? Hotel? Please don't just say 'hotel' but rather provide a specific location
What time is makeup start?*

:HourMinutesAM/PM Option
What time does makeup end?*

:HourMinutesAM/PM Option
Please list the hair and make up schedule from the salon or designer here:
Cut and past from the salon's information
How will people transport to the hair and makeup appointments?
If hotel or rented shuttle, please list what company is providing this service:
Please note: Due to Covid most hotels do not allow shuttle use
What time will all hair and makeup be completed?*

:HourMinutesAM/PM Option
Where are the ladies getting dressed?*
Where are the guys getting dressed?*
What time are the guys getting together?

:HourMinutesAM/PM Option
What is the plan for the guys?
Best guess is fine.
Will the men in the wedding party being wearing a jacket? **Please note if the guys are having a boutonnière flower on their lapel they must being wearing a jacket or we would advise removing the boutonnières from the floral order as they will not be needed.

Yes, they are all wearing a jacketNo, they are not wearing a jacket - only a shirt and/or shirt and vestThere are no men in the wedding partyOther
Where will lunch be ordered from or who is providing lunch?*
Some sort of lunch will need to be provided
Who's placing the lunch order?
Please provide a first name for people you are referring to. Rather than "bride's aunt" say "aunt Nancy"
Who will be in charge of picking up lunch or will it be delivered?
Their name please
Who is your photographer?*
Name and company name
What is the start time for your photographer?

:HourMinutesAM/PM Option
How many hours is your photographer contracted for?
Will you have a 2nd shooter?
This is a photographer and a 2nd person to help
Will you be having a videographer?
Video Company name:
Name of contact and company name
Videographer Start Time:

:HourMinutesAM/PM Option
If having a videographer, what is their company name?
If having video, how many hours were they hired for?
Did photo or video (either or both) send you a draft timeline, flow of the day for their photo/video needs? If so, please email Anthony a copy*

Yes they did - I'll email it overNo they did not, no timing was discussed yetNothing formal but something yes, I'll send it overOther
Will be seeing each other before the ceremony for a first look?*
If you're not seeing each other before the ceremony then we will not have a first look and schedule most photos after the ceremony - this will add an hour or two onto the post ceremony photos and is not recommended.
Location of first look:
Best guess is fine
Please list the formal family shots you'd like included (see example below): Here’s an example (please include peoples first names):Bride w/ Bride’s Mother (Tara, Jane)Bride w/ Bride’s Father (Tara, John)
Who is your florist?*
If having one... What color ribbon would you like on the bride's bouquet*
If having one... What color ribbon would you like on the other ladies bouquets*
How is the floral items being removed after your reception?*
Note: Many venue's require these to be removed at the end of the night. The floral company should be hired to return and pick them up as that is the easiest option. They may charge a late night trip charge, this is normal and expected.
How are your personal items (guestbook, signs, personal decor items, etc.) being removed after your reception?*
The Out of Box team typically leaves about 9pm (depending on our start time) we are happy to place gifts, cards, and small personal items in to a designated vehicle. If you wish for a team to return at last call for removal please contact us for a labor quote.
Venue Details
Who is your main contact at the venue?*
What time do doors open at the venue?*
List TBD if you need to ask the venue
When does the venue require last call?*
List TBD if you need to ask the venue
What time do doors lock a the venue?*
List TBD if you need to ask the venue
Who is your caterer?*
Decor Details
Who is providing linens?*
What color linen did you pick?*

WhiteBlackCreamGrayOther
Will you have a photobooth?*

NoYesMaybeOther
Decor Notes: What items are you providing? Any other details?
Ceremony Details
Ceremony Officiant Name:*
Bride's personal attendant Name(s):
How many ushers will you have?
We suggest between 2 to 4
Who will provide music for your ceremony?
Typically, either the DJ or Band (this is ideal) or venue
Ceremony Sound: Who will provide your ceremony mic?
Typically, either the DJ or Band (this is ideal) or venue
Ceremony Sound: What type of mic will be used for the ceremony?
Who is your DJ or Band?
If having both, please list both
Will you have a ceremony programs?
Will you have a room flip after the ceremony?
What type of menu did you choose?*
If providing a sit down dinner or buffet how do you plan to assign seating?
If other...
Number of expected guests for dinner?
Who is your cake or sweets maker company(s)?*
How would you like the cake presented?

Cut then given to guests as a formal course after their entree (adds about 30 min to the end of dinner service)Cut then placed on the cake table for guests to pickup as they wishWe are not having cake for the guests but rather individual desserts for them (i.e. cupcake, sweets, etc.)Other
What should we do with your top tier of cake?*
Who will cut the cake for guest to enjoy?
Who is providing plates, napkins, and forks for the cake, cupcakes, or sweets?
Please note: Many venues and caterers do not provide this and.expect you to bring this in
Please tell me about your order from the baker? What does it include.
If having cupcakes or small desserts who will provide the display items for those - the tiered cupcake/sweets holders
Cupcakes/Sweets should be delivered and setup by the baker - If not already on the order then this is something that you'll need to add to the invoice. Please choose from this list:*
Please check all of the following you will be planning on including at your reception, some may not be applicable:*

Grand EntrancePrayerCake CuttingToastsFirst DanceFather/DaughterMother/SonAnniversary DanceWedding Party DanceBouquet TossGarter TossOther
There are many (many) songs to select; we'll go over each one of them at our meeting. Do you know your first dance song? If so, you may place it here:
Who's car will gifts/cards be loaded into?*
What time is last call?
This will need approved from your venue. Most last calls can not be later than 1030 - 11pm or so. Please check with your venue.
Will transportation from the reception back to the hotel be provided?
Please list who is providing transportation:
Have you arranged for security officers?
Have you purchased your event insurance?*
What would you like to do with your bouquet and flowers at the end of the night. Please note we can not donate them anywhere, you may keep them and give them out as you see fit*
Please note you must remove the flowers at the end of the night
If other....
Left over food: What would you like to do with left over food?
Please note: Many caterers do not allow any left over food, you need to confirm this
If other...
If the venue does not provide a bar then... Who will be the contact person in charge of buying more wine, beer, or ice if needed: (due to Iowa law it must be a family or friend to avoid liability from paid staff). If the venue provides the bar then who do we chat with during the reception about any bar related questions?

First NameLast Name
Please list the contact above's Phone Number:

Area CodePhone Number
Day After Wedding
Will you have a brunch?
If having brunch, where will it be located?
What time will brunch start?

:HourMinutesAM/PM Option
What date are you leaving for your honeymoon?
Best guess is fine
For celebrations outside of Des Moines - have your arranged hotels for each of your coordinators (typically 2 to 3 coordinators) - check with Out of Box for the correct number.
Note: Each coordinator would need their own room for both the rehearsal night and day of
Notes
Please list any other notes here:
If you have not done so please email scanned copies of all contracts to Anthony or bring them to the Timeline meeting so he can scan them at that time.
Should be Empty:

Timeline Worksheet Form

Personal Items

Venue Details

Decor Details

Ceremony Details