Event Details Worksheet

1

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

First Name

Last Name

2

Email* This field is required.

example@example.com

3

Reception / Event Date

Date

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

5

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

Hour

Minutes

6

If wedding, Ceremony Location If not a wedding please skip

7

Cocktail Hour Start Time

8

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

YESNO

9

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

10

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

YESNO

11

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

12

What type of reception will you be hosting?

Buffet

Sit down plated dinner

Food Stations - Cocktail Style Setup

Other...

13

If other...

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

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.

16

Who or what company is making centerpieces?* This field is required.Please 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.

17

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

18

Who will take down your centerpieces at the end of the night?* This field is required.Please 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.

19

If wedding, where is the Ceremony Location:

20

Officiant

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

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

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

24

Caterer

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

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

26

Videographer

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

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

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

29

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

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

31

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

32

Photographer

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

33

Planner / Day of Coordinator* This field is required.If 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

34

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

Area Code

Phone Number

35

Host Hotels

36

Hair

37

Makeup

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

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

40

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

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.)

42

Have you filled out are bar worksheet?

YESNO

43

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

44

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

45

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

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 required.Note: The Conservatory does not have cooler space to hold left over food

47

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

48

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