Wedding Coordination

Nadia and James

Saturday, September 19, 2026

Days Until

Days

Elegantly set wedding reception venue with warm ambient lighting and floral arrangements

Dear Nadia and James,

With one week to go, I want to make sure you both feel completely prepared and at ease heading into your wedding day. This document contains everything you need — your full timeline, vendor arrival schedule, emergency contacts, and a final checklist to review before Saturday.

Please read through carefully and do not hesitate to reach out with any questions. My role is to ensure your day unfolds seamlessly so you can be fully present for every moment.

Full Schedule

Hour-by-Hour Timeline

8:00 AM

Bridal Party Hair and Makeup Begins

Location: Bridal Suite, The Harlow Estate. Lead stylist Camille and team arrive at 7:45 AM to set up.

9:30 AM

Nadia Hair and Makeup Begins

Nadia takes the chair. Estimated completion by 11:30 AM. Light refreshments will be available in the suite.

11:00 AM

Florist Arrives — Floral Setup Begins

Bloom & Co. will begin ceremony arch installation, centerpiece placement, and bouquet delivery.

12:00 PM

Groom Party Gets Dressed

James and groomsmen convene in the Garden Room. Boutonniere delivery scheduled for 12:15 PM.

12:30 PM

First Look (Optional)

Private first look moment in the courtyard, coordinated by coordinator and photographer.

1:00 PM

Wedding Party Portraits

Full wedding party portraits on the estate grounds. Estimated duration: 45 minutes.

2:00 PM

Caterer Arrives — Kitchen Setup

Harvest Table Catering begins kitchen setup and cocktail hour prep. Coordinator will greet and brief team.

2:45 PM

Guests Begin Arriving

Ushers in position. Ceremony programs distributed. Soft instrumental music begins.

3:00 PM

Photographer Arrives — Venue Detail Shots

Marcus Reid Photography begins capturing venue, decor, and detail shots before the ceremony.

3:30 PM

Ceremony Begins

Guests are seated. Processional music cued. Estimated ceremony duration: 30 minutes.

4:00 PM

Ceremony Concludes — Cocktail Hour Begins

Guests move to the terrace for cocktails and canapés. Couple joins for portraits at 4:20 PM.

5:30 PM

Guests Invited to Reception Hall

Doors open. Guests are seated. Couple introduced by MC for grand entrance.

5:45 PM

Welcome Speeches and First Course

Father of the bride and best man speeches. Starter course served simultaneously.

6:30 PM

Main Course Service

Plated dinner service begins. DJ/band transitions to ambient dinner music.

7:30 PM

Wedding Cake Cutting

Formal cake cutting followed by dessert station opening. Photographer on hand.

8:00 PM

First Dance

Nadia and James take the floor for their first dance, followed by parent dances.

8:20 PM

Dance Floor Opens

DJ begins full reception set. Dance floor open to all guests.

10:00 PM

Late-Night Snack Station Opens

Slider bar and late-night bites available for guests. Last call for bar service at 10:45 PM.

11:00 PM

Final Song and Farewell

Last dance announced. Guests begin moving toward the main entrance for send-off.

11:30 PM

Grand Send-Off

Guests line the driveway with sparklers for the couple's departure. Transportation confirmed and waiting.

Vendor Schedule

Vendor Arrival Times

Vendor

Arrival

Contact

Camille Laurent Hair and Makeup

7:45 AM

Camille Laurent

Lead Stylist

Bloom and Co. Florals

11:00 AM

Sophie Andersen

Lead Florist

Harvest Table Catering

2:00 PM

David Reyes

Catering Manager

Marcus Reid Photography

3:00 PM

Marcus Reid

Lead Photographer

Soundwave DJ Services

2:30 PM

Tyler Brooks

DJ and MC

Harlow Estate Venue Staff

8:00 AM

Elena Marsh

Venue Manager

Tiered Bliss Cakes

1:00 PM

Priya Nair

Cake Delivery

Premier Limo Transportation

11:30 PM

Robert Hale

Lead Driver

Important Numbers

Emergency Vendor Contacts

These numbers are for day-of emergencies only. All routine communication should go through your coordinator. Please save these to your phone before Saturday.

Camille Laurent

Hair and Makeup

(212) 555-0142

Sophie Andersen

Florist

(212) 555-0187

David Reyes

Catering Manager

(212) 555-0231

Marcus Reid

Photographer

(212) 555-0308

Tyler Brooks

DJ and MC

(212) 555-0419

Elena Marsh

Venue Manager

(212) 555-0556

Priya Nair

Cake Delivery

(212) 555-0673

Robert Hale

Transportation

(212) 555-0784

Action Required

Final Pre-Wedding Checklist

Please confirm each of the following items are handled before the morning of September 19. Check in with your coordinator once all items are complete.

Confirm Both Wedding Rings Are Ready

Verify both rings are in a secure location the evening before. Assign the best man to hold James's ring and the maid of honor to hold Nadia's ring the morning of the wedding.

Prepare and Hand Off All Vendor Tip Envelopes

Tip envelopes should be pre-labeled and handed to your coordinator by 2:00 PM on the wedding day. Coordinator will distribute at the appropriate time for each vendor.

Confirm Guest Transportation Arrangements

Verify shuttle pickup times and locations with Premier Limo for guests requiring transport. Share the shuttle schedule with out-of-town guests staying at The Meridian Hotel.

Deliver Personal Items to Venue by Friday

Any personal decor, guest book, card box, and favors must be delivered to The Harlow Estate by 5:00 PM on Friday, September 18. Coordinate drop-off with Elena Marsh.

Confirm Final Guest Count with Caterer

Provide Harvest Table Catering with your confirmed final headcount and any last-minute dietary restriction updates no later than Thursday, September 17 at noon.

Review and Approve Final Ceremony Music Selections

Send your approved processional, recessional, and first dance song list to Tyler Brooks at Soundwave DJ Services by end of day Wednesday, September 16.

Your Coordinator

Direct Contact

Claire Whitmore

Lead Wedding Coordinator

Direct Cell

(212) 555-0922

claire@bellevedeweddings.com

I am available by phone or text from 7:00 AM to 11:59 PM every day this week, and I will be on-site at The Harlow Estate from 7:30 AM on September 19. If any question arises — no matter how small — please reach out directly.

A Note from Your Coordinator

Nadia and James, it has been an absolute privilege working alongside you both to bring this day to life. Every detail has been thoughtfully planned, every vendor briefed, and every contingency accounted for. Your job this week is simply to rest, celebrate with the people you love, and arrive on Saturday ready to enjoy every single moment.

September 19 is going to be a truly beautiful day. I will be there every step of the way to ensure everything runs exactly as planned.

With warmest regards and great excitement,

Claire Whitmore

Lead Coordinator, Bellevede Weddings and Events

Bellevede Weddings and Events

147 West 34th Street, Suite 1200, New York, NY 10001

This email was sent to you as part of your wedding coordination package. This message contains confidential scheduling and contact information intended solely for Nadia and James.

Wedding Day Timeline – Final Reminder