Event Details Worksheet

1

Name of person filling out this form* This field is required

First Name

Last Name

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2

Email* This field is required

example@example.com

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3

Reception / Event Date

Date

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4

When are you RSVP's due to be back?We will contact you after this date to make sure we have enough seats planned for all guests.

Date

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5

If wedding, Ceremony Time:If not a wedding please skip

Hour

Minutes

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6

If wedding, Ceremony Location If not a wedding please skip

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7

Cocktail Hour Start Time

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8

Will you be having appetizers during your cocktail hour?This should be provided by the caterer

YESNO

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9

What time is your last call?Please note the latest last call is at 11:30pm unless prior arrangements have been made

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10

Will you be having a 'late night snack'?This should be provided by the caterer

YESNO

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11

Have you paid for your rentals yet?Please note: Some events will have no rentals

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12

What type of reception will you be hosting?

Buffet

Sit down plated dinner

Food Stations - Cocktail Style Setup

Other...

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13

If other...

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14

What time does your caterer plan to unload and setup?

If you haven't yet asked them please do reach out to them to find out the time they will setup and then for now right TBD

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15

Please list your vendors in the next few spots so we know who will be on-site at The Conservatory. If you know the time that they plan to arrive to setup please list that also. Please note, all vendors who access The Conservatory must register for your event. Please contact the event manager for the registration link.

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16

Who or what company is making centerpieces?* This field is requiredPlease remember candles should be in an enclosed container, no loose glitter or sparklers, no confetti.

If providing your own then make note of that here. The Conservatory can provide your centerpieces, please email us for details.

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17

Who will be delivering and setting up your centerpieces and what time do they plan to arrive?* This field is requiredDecor setup is after noon on the day of the reception

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18

Who will take down your centerpieces at the end of the night?* This field is requiredPlease note: Centerpieces should be removed at Last Call. Either the designer or family should plan on removing them at the end of the night. You will not need to remove centerpieces when ordering them from Saley and/or Out of Box, this service is included within the take down service fee.

The Conservatory is closed on Sunday's but case by case (if there is no event) pickup of personal items may be arranged on Monday. Prior permission is needed for this.

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19

If wedding, where is the Ceremony Location:

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20

Officiant

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21

If Wedding, Ceremony Mic and Ceremony Music

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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22

DJ and/or Band

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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23

What time does the DJ and/or band need access to The ConservatoryIf you do not know the time yet, please leave this blank. We need the access times 30 days before the reception.

Hour

Minutes

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24

Caterer

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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25

What time does the caterer need access for setup at The ConservatoryIf you do not know yet, please leave blank and contact the caterer to find out their setup time

Hour

Minutes

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26

Videographer

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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27

Cake and/or Sweets

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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28

What time will the cake and/or sweets be delivered?If you do not know then please contact the vendor for the deliver time. Delivery times are after noon.

Hour

Minutes

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29

Who will be cutting the cake/sweets and setting them out for guests?* This field is requiredPlease don't forget to supply display platers for the sweets

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30

Who will be providing plates, napkins, forks, and/or spoons for the cake or sweets?You may ask the caterer to provide these, bring in your own, or The Conservatory can provide these for $1 per person

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31

Flower VendorThis is the vendor that provides flowers for the wedding party and family

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32

Photographer

Please list the vendor company name and if you know it the time they plan to arrive to setup at The Conservatory

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33

Planner / Day of Coordinator* This field is requiredIf no coordinator, who will be the main contact during the event?

We do need someone listed at the 'point of contact' the day of the reception. Please provide their phone number in the next section

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34

Day of cell Number of planning or point person:* This field is requiredIf questions pop up we will call this number and direct our questions to the point person.

Area Code

Phone Number

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35

Host Hotels

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36

Hair

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37

Makeup

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38

Photobooth Vendor (if you are having one) and what time are the setting up at The Conservatory?Setup is after noon on the day of the reception / take down is at last call

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39

Party Favors:If you are providing favors for you guests, please list the details about what you are giving them below:

Favors that include alcohol do need to be purchased from The Conservatory

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40

Please list any vendors that were not listed in the previous questions

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41

What large items are you planning on bringing?Please give us a description of what large items you plan on bringing so we can prepare (i.e. backdrop, altar arch, etc.)

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42

Have you filled out are bar worksheet?

YESNO

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43

Who will be in charge packing up gifts at the end of the night?* This field is required

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44

Who will be in charge of packing up and picking up cake equipment?* This field is required

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45

Who will be in charge of personal items: Toasting glasses, signs, cake knife & server, etc.* This field is required

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46

If the caterer provides left over food, who will be in charge of taking that at the end of the reception?* This field is requiredNote: The Conservatory does not have cooler space to hold left over food

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47

Who will be removing floral items, centerpiece items, charger plates, table numbers, etc.* This field is required

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48

Comments

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