Russian-Inspired Wedding in Toronto

Russia in Canada
Sarah and Natalya’s Wedding

Nicole Walter & Romulo Diaz

Jim Stone
BEMP 501
December 11th, 2013

Table of Contents
Sarah and Natalya’s Wedding
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.

Executive Summary ........................................................ 1
Event Objectives ............................................................. 1
Event Theme ................................................................... 2
Event Equipment and Décor .......................................... 3
Venue ............................................................................... 4
Floor Plan ........................................................................ 7
Event Specs/Setup.......................................................... 8
Food and Beverage......................................................... 9
Event Evaluation ............................................................. 9
Environmental Sustainability......................................... 10
Additional Information and Documentation ................. 11
Event Production Roll Out ............................................. 19
Event Budget .................................................................. 22
Appendix ........................................................................ 23

Executive Summary
At WD Weddings, we want to provide our clients with the ability to make
their dream wedding become a reality. As wedding planners, we – Nicole Walter
and Romulo Diaz – will lead you through the process of creating your dream day.
Our goal is to make our clients’ visions come alive through our creative and
innovative wedding designs and our commitment to perfection. We are excited
that our next couple – Sarah and Natalya – has decided to plan their Russian
inspired wedding through us, WD Weddings. Sarah and Natalya’s wedding will
be held in The Fermenting Cellar at the Distillery District in Toronto, Ontario. The
couple is choosing to celebrate their big day with 102 close friends and family
with a budget of $100,000.
Event Objectives
Sarah and Natalya will be celebrating their wedding day with a Russian
inspired theme surrounded by close family and friends. The main objective for
the wedding is to “bring Russia to Canada”. Sarah and Natalya want their guests
to immerse themselves in an authentic experience as though they are attending
a wedding celebration in Russia. In order to achieve this, we will incorporate
traditional Russian food, drinks, traditions and entertainment to bring this theme
alive.
As a secondary objective, the brides want the wedding to have two
components. Firstly, our clients want to have an intimate ceremony to celebrate
their legal union despite hurdles against same-sex marriages in Russia.
Secondly, the couple wants their wedding to be a large “party celebration” with
plenty of food and drinks. WD Weddings will hire local Trepak Dancers who will
perform traditional Russian
style
dances
twice
throughout the wedding
reception. With a small
marriage ceremony in the
early afternoon, followed
by a large reception with
drinks and traditional food,
this wedding will be an
unforgettable
Russian
experience for Sarah,
Natalya and all of their
family and friends.


1

Event Theme
Sarah and Natalya will be celebrating their big day with a Russian inspired
theme. Traditional Russian food, drinks and traditions will be incorporated to
bring this theme alive. The couple wants their guests to feel as though they are
attending a wedding celebration in Russia with a small marriage ceremony will
take place early afternoon, followed by a large celebration with all family and
friends.
As two individuals interested in Russian culture, we selected our theme
based both on interest and current global events. As Canadian born citizens, we
are proud of our country’s beliefs and values and wanted to represent this
through our couple’s wedding. Neither same-sex marriage nor the union of samesex couples is allowed in Russia and with recent news of Russia’s anti-gay laws
becoming stricter, we decided to touch upon these issues. Contrary to Russia’s
regulations, in Canada same-sex marriage is legal and widely celebrated;
therefore we wanted to support this idea through our wedding. As a result, WD
Weddings will be planning a Russian themed wedding ceremony and reception
with the social beliefs that are widely accepted in Canada. This idea will be
carried out and supported throughout Sarah and Natalya’s wedding.
Russian Wedding Rituals and Traditions
Natalya and Sarah's wedding ceremony will unfold with similar elements to
a traditional Orthodox Catholic Russian wedding, with some changes in the way
certain rituals are conducted. The ceremony will take place in the same venue as
the reception, rather than a church. A portion of the venue will be sectioned off
from the reception area and will have chairs, candles, flowers and an elegant
white drapery backdrop with backlighting. The following section lists some key
traditions in Russian culture that will be conducted throughout the marriage
ceremony surrounded by close family and friends.
The Candles
The ceremony will commence with Sarah’s father walking both women
down the aisle, as Natalya’s father will not be present at the wedding. In Russian
culture, the bride and groom are handed a candle at the beginning of the
ceremony to symbolize their acceptance of Christ into their lives. This ritual will
be kept alive, although will be altered to better suit our couple. The ceremony will
begin with the wedding party - rather than the couple - walking down the aisle
holding the candles. This will symbolize their acceptance of Sarah and Natalya’s
love into their lives, regardless of their sexual orientation. The candles will remain
lit throughout the duration of the ceremony.


2

The Crowning
Russian weddings are widely known for the “Crowning” of the couple. The
Crowing is the most important part of the wedding ceremony as it is the symbol
of marriage in the Orthodox Church. After the exchange of vows the Minister
ushers the couple closer to the guests to stand on a rose-coloured carpet to
await their Crowning. Crowns are usually held over the couple’s heads by
members of the wedding party followed by brief prayers and sharing of a
“common cup” of wine by the brides. Following the Crowning, the rings are
blessed and exchanged by the brides to complete the ceremony.
The Karavay
The Karavay is a tradition borrowed from the ancient Romans and it is still
a fun engaging activity that takes place at Russian weddings. When entering the
reception, the newlyweds will add a level of fun and excitement to the ceremony
by biting the loaf of bread without using their hands. As tradition states, whoever
takes the largest bite is considered to be the head of family. This tradition will be
coupled with a vodka toast and the subsequent breaking of glasses to symbolize
good luck and the beginning of the couple’s celebration of love.

Event equipment and decor
The venue will be large enough to host 102 people. It will be arranged with
12 round tables to encourage conversation among the guests sitting together. A
rectangular table with 6 seats for the wedding party will be stationed at the front
of the room. The tables will have white linen with a wide table runner with
burgundy, black and gold patterns, a Russian-inspired print. Surrounding the
tables will be black chairs and two throne chairs will be rented for the brides to sit
on at the head table. In addition to renting table and chairs, the wedding will also
require glassware consisting of wine, water and shot glasses for vodka toasts,
plates and silverware for 3 courses. Food will not be catered by the venue, but by
a catering company familiar with Russian cuisine.
The table centerpieces will consist of vintage lamps and flowers to form
part of the warm traditional décor in the venue. There will be 3 glass chimney

3

lamps on each round table surrounded by arrangements of Chamomile and
burgundy Dahlia flowers. Chamomile flowers were selected because they are the
national flower of Russia. They have white petals and a bright yellow disk, which
will contrast the deep tones of burgundy Dahlia flowers. In addition, every guest
will have a Matryoshka doll sitting behind their dinner setting. These dolls are
extremely popular all over Russia and will be a fun edition to the table décor. The
dolls will be locally hand-crafted and will serve a dual purpose of being both a
decoration and a wedding memorabilia; each doll will contain a “Thank You”
message from the couple.
A wall-sized poster of Saint Basil’s Cathedral in Moscow Russia will be set
up on a focus wall in the reception room. This will create a strong visual effect,
and help guests feel as though they are attending a wedding in Russia. There will
be chandeliers inside the venue with similar glass chimneys to tie in with the
centerpieces and will also create a warm dim-lighted setting throughout the
reception room. The cake will be another key décor element as it will be a
traditional tier Russian style wedding cake. It will be placed on a table with a
white table linen, and a dim focus light will shine down to draw attention to the
elaborate cake.
Venue
The Fermenting Cellar is one of
three beautiful venues operated by
Distillery Events in the Distillery District
located in Toronto, Ontario. The
Fermenting Cellar was constructed in
1861 and the venue is still supported by
heavy timber beams and trusses and
original limestone walls. The Distillery
District is a national historic site and
offers a glimpse of Victorian Industrial
Architecture throughout its 40 buildings.
The Fermenting Cellar is located in
Toronto’s downtown core and the
unique venue is 7,500 square feet and
has 35ft ceilings. The Fermenting Cellar
is very versatile and can be transformed
into any vision. We had the opportunity
to arrange a visit to the venue on a day when a similar wedding was taking place.
This helped us further envision our client’s wedding at this location


4

The Fermenting Cellar offers unique architecture that complements
elements of Sarah and Natalya’s wedding. The venue has high-ceilings, rustic
beams and mellow grey cement brick walls. By simply adding red, black and
white we can make the venue look completely different to suit our Russian
theme. The space is the perfect size to accommodate a small ceremony, a sit
down dinner of 100 people and a dance space as our clients requested. With a
smaller space the entertainment will be more interactive; the venue is small
enough that guests will feel part of the performance, but not large enough to feel
as though they are spectators at a show. Located near the downtown core, the
venue meets our clients’ expectations for convenience. The venue is close to
their home and has a selection of hotels nearby, making it a convenient location
for friends and family travelling. Although the National Restaurant offered a great
selection of Russian food, our vision was strongly focused on décor and
environment. We are able to hire an outside caterer to provide authentic Russian
cuisine, but still hire staff provided by the Fermenting Cellar.


5

Advantages for this venue selection are:
The size of the Fermenting Cellar is ideal for our client’s 100 person
wedding.
The venue is large enough that guests won’t feel cluttered and small
enough to provide an intimate celebration.
The Fermenting Cellar can easily transform into a wedding reception and
a wedding ceremony in separate areas of the venue but still in one whole
space.
Distillery Events has worked with numerous well-respected clients such as
Air Canada, the Toronto Maple Leafs, Telus, Coca Cola and many others.
Their extensive experience and knowledge in the event industry have
landed them prestigious clients, therefore as potential clients we know
Distillery Districts is a respectable organization.
Located minutes from the Financial District, the Fermenting Cellar is close
to Toronto’s downtown core, thus more convenient for our clients.
The Distillery District has beautiful cobblestone walkways connecting all
the buildings adding a historical sense to the location.
The Fermenting Cellar allows outside caterers for weddings, therefore we
can hire an authentic Russian chef.
Disadvantages for this venue selection are:
The Fermenting Cellar does not offer authentic Russian cuisine.
We must hire an outside company or chef to cater the wedding, potential
for increase cost to the budget.
The Old Victorian architecture found throughout the Distillery District and
within the Fermenting Cellar may clash with our client’s Russian inspired
theme because of conflicting designs.
Budget will most likely increase due to outsourcing caterer and
entertainment.
Slight increase in overall costs at this higher-end venue.
The Distillery District is known for indoor and outdoor special events
throughout the year, therefore there may be tourists in the vicinity or other
weddings scheduled in other venues within the Distillery District.


6

Floor Plan
During a site visit at the Fermenting Cellar, we obtained a floor plan with
similar layout to Sarah and Natalya’s wedding which provides a clear
representation of how the set-up will look like. The ceremony area for Sarah and
Natalya’s wedding will be smaller than on the attached floor plan, providing more
room for Trepak Russian dancers to perform and for the after party dance at the
end of the reception.
The Fermenting Cellar’s floor plan

Left- Ceremony space
Right – Reception space
Above- Floor plan


7

Event Specs/Set-up
Rentals
Dining Room

 10 large round tables



8’ table
102 black chairs
10 large round white linen
tablecloth
8’ table white linen tablecloth
White linen napkins
Soup spoons
Salad forks
Dinner forks
Dessert forks
Butter knifes
Steak knifes
Salad knifes
Large wine glass
Small water
Coffee cups and saucers




35 chairs
Back-drop lighting
















Ceremony

Purchase


11 Custom-made table runners:
10 large round tables, 1 8’ table
 13 Centerpiece chimney candle
lamps (3 at head table)
 13 Centerpiece flower
arrangements (3 at head table)
 102 Matryoshka dolls take-away
wedding gifts from couple












Décor



6’ Rectangular table









Audio Visual




6’ Rectangular table
Stage 8’x8’


6 Long white candles
2 Red velvet pillow
2 Wedding crowns
Custom-made white drapery
backdrop
Flower arrangements
8’x12’ Rose-coloured carpet
Small neo-classical side table
(less than 2’ diameter)
Small doily
Karavay wedding bread loaf
2 Large chimney candle lamp
chandeliers
1 Wall size poster of St. Basil’s
Cathedral in Moscow, Russia
(10ft x 15ft)
1 White linen tablecloth
Wedding cake
Flower arrangements

N/A

8

Guest Profile
Sarah and Natalya have a well-established group of friends in the City of
Toronto where the wedding will take place. A large portion of the wedding
reception’s guests will be friends of the couple. These guests will be within the
same age demographic as Sarah and Natalya – 30-35 years old – and thus the
majority of expected guests will share similar interests and lifestyles as the
couple. There will only be 3 children on the guest list for the wedding. The rest of
the guests are family members from both brides, but a majority of them will be
Sarah’s relatives from Canada. A small group of Natalya’s relatives from Russia
will attend the wedding; therefore additional translated invitations, menus and
accommodations will be facilitated for them. Most of Sarah and Natalya’s guests
will be in their 30s, therefore we are expecting that the couple’s desire to have a
“Russian party” will be met.
Food and Beverage
In order to successfully transport Sarah and Natalya’s guest to Russia,
WD Weddings will be hiring an authentic Russian chef to cater the wedding. The
menu items have been specifically selected and sampled by our clients who have
chosen their favorite dishes. Every item on Sarah and Natalya’s wedding menu is
very popular in Russia and ultimately, the couple hopes their guests will
experience a “little taste of Russia” in Canada (See Appendix A). A very common
alcoholic beverage within Russian culture is vodka. Rather than offering guests
champagne for toasts and after speeches, the service staff will offer guests
vodka shots instead to tie in this aspect of Russian culture through the use of the
taste sense.
Event Evaluation
We have identified 3 main areas for evaluating the success of Sarah and
Natalya’s wedding, plus an overall assessment:
1. Theme and decor:
 Guests will be observed upon entering the venue to read their first
impression of the venue and decor. Guests’ reactions will be an indication
of how successful the implementation of elements of Russian culture are at
the wedding.
 Guests will be observed during the execution of wedding traditions such as
the Crowing, the candle walk and the breaking of the wedding loaf to see if
guests are engaged.
 Natalya and her family members will be asked for feedback on theme
elements and their overall enjoyment.


9

2. Food:
 The dinner menu was carefully selected to fit the client’s desires and
represent Russian culture. We will observe the amount of food left on plates
after each meal, which will indicate if the guests enjoyed the food.
3. Entertainment:
 The level of engagement from guests during the Trepak Russian dance will
be assessed to evaluate if the choice of entertainment was successful.
 The post-dinner music and dance environment will evaluated by assessing
the number of people on the dance floor and the energy from the group
overall.
4. Overall
 The brides and wedding party will be asked if their expectations for the
wedding were met and any general feedback from guests will also help us
understand areas of success and recommendations for improvement
Environmental Sustainability
There are certain environmental considerations that have been included for
Sarah and Natalya’s wedding. These include:
Dinner service equipment including tables, chairs, plates and silverware
will be provided by the venue therefore no unnecessary deliveries will be
required (transportation truck and boxes).
All the fabric that will be purchased for the custom made table runners and
other decorations will be donated to the theater department at a local arts
and culture community center.
The venue was selected for its location, among other reasons, so that
travelling for guests could be done through carpooling, public transit or the
rented bus that will travel from the Distillery District to Union Station in
downtown Toronto.
The venue is a repurposed building.
The Matryoshka doll wedding gifts will be hand-made by a local
craftsperson; guests can use them as decorations at home after the
wedding.
The venue will dispose all food, garbage and recycling appropriately for
the entire production of the wedding.
The selection of beer and wines at the bar will be locally sourced.


10

Additional Information/Documentation
Table 1: Fermenting Cellar Minimum Spends: 2013
JAN APR

MAYSEPT

OCT DEC

STATUTORY
HOLIDAYS &
CHRISTMAS
MARKET

ROOM
RENTAL
ONLY

Monday
Wednesday

$8,000

$10,000

$8,000

$11,000

$4,000

Thursday

$15,000

$18,000

$18,000

$20,000

$5,000

Friday

$17,000

$20,000

$18,000

$22,000

$5,000

Saturday

$20,000

$25,000

$22,000

$25,000

$8,000

Sunday

$10,000

$20,000

$15,000

$17,500

$4,000

Inspection Checklist
1. Room Capacity
 With a plated dinner and a dance floor, the Fermenting Cellar’s room
capacity is 200 people
2. Lighting
 Lighting within the Fermenting Cellar can be changed or dimmed (both
LED and spotlights are available)
3. Can we hang our own chandeliers?
 Yes, bringing outside décor is allowed
 A large part of our décor will be hanging chandeliers with chimney candle
lamps matching our center pieces
4. Are audio and visual packages available?
 “Tech Packages” include audio and video equipment and personnel
starting at $1,700.00
 Our event requires speakers, a microphone and DJ area
5. Parking
 Parking is available less than 10 feet from the Fermenting Cellar
 Parking lots are also available located adjacent from the venue
 No valet parking is available
6. Fire Restrictions


11



There are to be no open flames allowed inside the Fermenting Cellar, only
enclosed flames allowed
 Our client’s centerpieces are enclosed chimney lamps, therefore they are
allowed
7. Catering
 The Fermenting Cellar allows outside caterers as long as minimum venue
costs are covered in other departments
8. Staffing
 Staff are provided upon request; the number of staff members depends on
size and type of event
 Servers, bartenders, set-up and teardown workers will be determined by
the venue manager
9. Renting equipment and décor
 Chattel Package: includes chairs, tables, linens, glasses and bar table
 Includes 30, 60” round tables
10. Layout and Dance Floor
 A dance floor is available
 Extra cost may apply depending on if minimum venue charges have been
met
 Staff will set up dance floor if requested


12

Sarah and Natalya’s Wedding Critical Path- Final Version

DATE

ACTION

9-Nov

Budget, theme and guest list meeting

9-Nov
15-Nov
20-Nov

Contract agreement and signage
Save-the-date cards design
Venue options

25-Nov
30-Nov
6-Dec
7-Dec
12-Dec
13-Dec
14-Dec
20-Dec
22-Dec
4-Jan

Guest list and venue overview meeting
Venue Visits
Venue selection meeting
Book venue
Finalize save-the-date cards and print
Print save-the-date cards
Client's first payment due
Send save-the-date cards
Venue deposit due
Venue walkthrough

16-Jan
23-Jan
24-Jan
25-Jan

Catering and Entertainment meeting #1
Research DJ and audiovisual options
Research Russian cuisine caterer
Research professional Russian dancers

RESPONSIBILITY
Rom & Nicole, Assistant,
Clients
Clients
Rom & Nicole, Clients
Rom & Nicole
Clients
Nicole
Assistant
Assistant
Rom & Nicole from Clients
Assistant
Nicole
Clients
Rom & Nicole
Rom & Nicole
Rom & Nicole

COMMENTS
Confirm budget with clients; discuss theme and
vision

Research venues and ask for availability
Discuss expected number of guests and venue
findings

$14,000
$10,000
Discuss ideas with clients: food; DJ; dancers;
music

DATE
27-Jan
27-Jan
27-Jan
27-Jan
29-Jan

ACTION
Receive caterer options and quotes
Receive DJ options and quotes
Receive audiovisual quote
Receive dancer entertainment quote
Preliminary budget breakdown

RESPONSIBILITY
Assistant
Assistant
Assistant
Assistant
Rom & Nicole

4-Feb
5-Feb

Food sampling caterer option #1
Food sampling caterer option #2

8-Feb
10-Feb
10-Feb
10-Feb
10-Feb
15-Feb
25-Feb
3-Mar
5-Mar

Catering and Entertainment meeting #2
Book Caterer
Book audiovisual rentals
Book dancers
Book DJ
Wedding party and floor layout meeting
Caterer deposit due
Dancer deposit due
Budget update

15-Mar
21-Mar
21-Mar

Floor plan, décor and rentals meeting #1
Floor plan draft
Create décor draft checklist
Table and setting rental company
research
Wall-size poster printing quote
Table and setting rental quotes

Clients
Assistant
Assistant
Assistant
Assistant
Rom
Nicole
Rom & Nicole
Clients
Rom & Nicole
Rom & Nicole

21-Mar
21-Mar
22-Mar


Nicole
Rom
Nicole

COMMENTS

Decide on entertainment and catering

$1,200
$700
Inform clients of any updates or changes

Image to be sent in by Natalya

14

DATE
23-Mar
30-Mar
30-Mar
1-Apr
5-Apr
12-Apr
20-Apr
28-Apr
2-Mar
4-May
7-May
7-May
8-May
8-May
8-May
10-May
10-May
15-May
17-May
19-May
21-May
25-May
1-Jun

ACTION
Confirmation from all wedding party
members
Research rental companies for décor
Budget update
Receive rental quotes for décor
Research ceremony officiant
Meet ceremony efficient
Research florists
Florist Visits
Centre piece draft
Floor plan, décor and rentals meeting #2
Finalize floor plan
Finalize centre pieces
Book table rental supplier
Table rental and setting supplier deposit
due
Send contract to ceremony officiant
Florist contract
Décor rental contract
Décor rental full payment due
Florist deposit
Ceremony officiant payment due
Budget update
Client's second installment due
Wedding party outfit tryout #1


RESPONSIBILITY
Clients
Rom & Nicole
Rom & Nicole
Assistant
Assistant
Rom
Rom & Nicole
Clients
Rom & Nicole
Rom & Nicole
Nicole
Nicole
Assistant
Rom
Rom & Nicole
Rom & Nicole
Rom
Rom & Nicole
Rom & Nicole
Rom & Nicole from Clients
Nicole, Clients & WParty

COMMENTS

163 Roncesvalles Ave. & 364A King St. E.
Confirm flower, centre pieces and décor rental
items

$400
$350
$3,000

15

DATE

ACTION

8-Jun
10-Jun
15-Jun
17-Jun
17-Jun
20-Jun
25-Jun
3-Jul
5-Jul

Wedding party outfit tryout #2
Wedding Grown selection
Wedding party outfit confirmation
Order wedding party outfits
Research cake shops and quotes
Wedding party outfits deposit
Cake sampling
Cake decorator contract
Cake deposit

6-Jul

Invitations and party gift meeting #1
Research transportation and
accommodations
Invitation design draft options
Research Matryoshka doll party gift
craftsman
Receive invitation price quotes
Invitations and party gift meeting #2
Confirm invitation quote and send to print
Meet with Matryoshka doll craftsman
Assemble invitations and personalize
Send out invitations
Budget update
Receive "must play" songs for DJ
Budget Update

10-Jul
12-Jul
12-Jul
12-Jul
13-Jul
14-Jul
17-Jul
19-Jul
20-Jul
30-Jul
30-Jul
5-Aug


RESPONSIBILITY
Nicole, Clients and Wedding
Party
Clients
Clients
Nicole
Rom
Rom & Nicole
Rom, Clients
Rom
Rom
Clients

COMMENTS

Assistant
Rom & Nicole

for 12 invited guests from overseas

Assistant
Assistant
Rom
Assistant, Clients
Assistant
Rom & Nicole
Clients
Rom & Nicole

$1,500

$300

Receive pricing estimate and design

16

DATE
8-Aug
15-Aug
25-Aug
29-Aug
30-Aug
31-Aug
31-Aug
31-Aug
1-Sep
2-Sep
5-Sep
6-Sep
10-Sep
11-Sep
11-Sep
12-Sep
13-Sep
13-Sep
13-Sep
15-Sep
20-Sep
25-Sep
30-Sep

ACTION
Ceremony traditions meeting #1
Russian ceremony traditions research
Ceremony traditions meeting #2
Research Russian bakeries
Russian bakery quotes
Arrange transportation for ceremony
officiant
Budget update
Client's third installment due
Ceremony efficient limo payment due
Reseach hotel locations and quotes
Research shuttle buses
Receive shuttle bus quotes
RSVPs due date
Contract with Matryoshka doll
craftsperson
Matryoshka doll deposit
Revise reception floor plan
Revise table setting rental contract
Make hotel reservations for guests
Research ceremony tradition materials
Purchase ceremony tradition materials
Dancer final payment due
Research traditional Russian ceremony
specialist
Book shuttle bus service


RESPONSIBILITY
Rom & Nicole
Rom & Nicole
Assistant
Assistant

COMMENTS

Assistant
Rom & Nicole
Clients
Rom & Nicole
Rom
Assistant
Assistant
Clients

Limo, as per contract

Nicole
Nicole
Rom
Assistant
Assistant
Nicole
Rom
Rom & Nicole
Nicole

Wedding bread loaf quote and ordering info

$3,000
$100
for 15 out of town guests
From Distillery District to Union Station in Toronto

11 confirmed
Crown, podium, ceremony candles

available for 2 day training

17

DATE
30-Sep
30-Sep

ACTION
Shuttle bus full payment
Budget update

2-Oct
15-Oct
16-Oct
18-Oct
18-Oct
19-Oct
20-Oct

Wedding traditions rehearsal #1
Confirm contracts with all suppliers
Wedding party outfits final payment
Research rehearsal dinner venue
Confirm attendance with caterer
Caterer final payment due
Wedding party outfit delivery

21-Oct

Wedding traditions rehearsal #2
Rehearsal dinner reservation and
arrangements
Table and setting rental payment due
Receive wall-size poster image for printing
Send image for wall poster printing
Wall poster payment
Budget update
Florist final payment due
Rehearsal dinner
Order wedding loaf
Rent van
Van rental pick up
Pick up wedding loaf
Tables and settings rental delivery

25-Oct
27-Oct
28-Oct
28-Oct
28-Oct
30-Oct
2-Nov
5-Nov
10-Nov
10-Nov
13-Nov
14-Nov
14-Nov


RESPONSIBILITY
Nicole
Rom & Nicole
Rom & Nicole,
Clients,Specialist
Rom & Nicole
Nicole
Nicole
Rom
Rom
Supplier
Rom & Nicole,
Clients,Specialist
Assistant
Nicole
Natalya
Rom
Rom
Rom & Nicole
Rom
Wedding party
Rom
Nicole
Nicole
Rom
Supplier

COMMENTS

all day Nov 14, transport for materials

at 1:00p.m.

18

DATE
14-Nov
14-Nov
14-Nov
15-Nov
15-Nov
15-Nov
15-Nov
15-Nov
15-Nov

ACTION
Wall poster pick up
Venue Manager meeting
Décor rental drop off and set up
Caterer arrival
Flower delivery and set-up
Audiovisual and DJ set up
Dancers arrival
Ceremony officiant arrival
Wedding Day


RESPONSIBILITY
Rom & Nicole
Rom & Nicole, Manager
Supplier
Caterer
Florist
Supplier and DJ
Dance Team
Officiant
All

COMMENTS
Set-up starts at 2:00p.m. Meeting at 6:00p.m.
After 6:00p.m.
at 10:00a.m.
at 11:00a.m.
at 12:00p.m.
at 3:00p.m.
at 4:30p.m.

19

Event Production Roll Out
Sarah and Natalya’s Wedding Roll Out – Final Version

TIME

DURATION

TASK

10:00
10:00
10:00
14:30
14:45
14:45
14:45
14:45
15:00
15:00
15:00
15:30
16:00
16:05
16:15
16:45
17:15

0:04:00
0:00:25
0:04:30
0:00:15
0:00:01
0:00:01
0:00:01
0:00:01
0:00:30
0:00:30
0:00:30
0:00:01
0:00:02
0:00:55
0:00:01
0:00:30
0:00:45

17:15
18:00
18:00

0:00:02
0:00:30
0:01:00

Set up ceremony area
Set up guest seating chart
Set up dining room
Meeting with service staff
DJ arrival
Dancers' arrival
Cake delivery arrival
Arrival of photographer
DJ sound check
Audio/Visual checks
Trepak dancers' rehearsal
Arrival of wedding officiant
Bridesmadies arrival
Transport guests via rented bus
Brides arrival
Conduct wedding ceremony
Wedding photos after ceremony
Transition lights from ceremony
to reception rooms
Receiving line
Cocktail hour

RESPONSIBILITY
Service Staff
Nicole & Rom
Service Staff
Nicole, Rom and Service Staff
DJ
Dancers
Bakery
Photographer
DJ, Audio/Visual Team
Audio/Visual Team
Dancers
Wedding officiant
Bridesmaids
Bus Driver, Guests, Assistant
Brides, Nicole, Rom
Wedding Officiant, Rom, Nicole
Photographer, Wedding Party, Assistant
Audio/Visual Team
Wedding Party, Nicole, Rom
Bar Service Staff, Service Staff, Guests

COMMENTS

Contact assistant upon arrival

TIME

DURATION

TASK

19:00
19:05
19:10
19:15
19:30
19:40
19:50
19:50

0:00:05
0:00:05
0:00:01
0:00:15
0:00:10
0:00:10
0:00:15
0:00:15

MC introduction
Wedding party entrace
Vodka Toast #1
Wine service
Appitizer Service
Birdes' first dance
Trepak dancers performance #1
Appitizer plate clearing

20:05
20:05
20:35
20:50
20:50
21:05
21:40
21:55
22:00
22:10
22:35
23:15

0:00:20
0:00:30
0:00:15
0:00:01
0:00:15
0:00:35
0:00:15
0:00:05
0:00:10
0:00:25
0:03:30
0:00:02

23:15
2:00

0:03:00
0:02:00

Maid of honors' speeches
Dinner service
Brides' speeches to guests
Vodka Toast #2
Dinner plate clearing
Dessert and Coffee/Tes Service
Dessert plate clearing
Bride and Father dances
Cake cutting
Trepak dancers performance #2
Reception dance floor open
Bouquet tosses
Transportation to Union Station
or Hotel via rented bus
Tear down


RESPONSIBILITY
MC, Assistant
Wedding Party, DJ, MC, Rom, Nicole
MC, Service Staff
Service Staff
Service Staff, Kitchen Staff
Brides, DJ
Dancers, Audio/Visual, MC
Maid of Honors, MC, Audio/Visual
Team
Brides, MC, DJ
Service Staff
Service Staff
Service Staff
Service Staff
Brides, Father, DJ, Audio Team
Brides, Service Staff, MC
Dancers, Audio/Visual, MC
DJ, MC
Brides, Guests, MC

COMMENTS

Only 19+ guest

Bus Driver, Assistant, Guests
Service Staff, Nicole, Rom, Assistant

21

Event Budget
The wedding budget bellow outlines the main categories for expenditures
in order to produce Sarah and Natalya’s wedding. It is based on accurate quotes
from the Fermenting Cellar, the caterer, the entertainment and other contracts
which have been drafted to incorporate all elements necessary achieve Sarah
and Natalya’s wedding objectives.

Budget
Sarah and Natalya's Wedding - Nov 15, 2014
Category
Budget
Venue
Chattle package
Catering Food
Beverage
Décor
Wedding Officient
DJ
Audiovisual
Dancers
Catering Staffing Fee
Photographer
Invitations
Accommodations
Transportation
Contingency
Total

Revenue
$100,000.00

Expenses
$25,000.00
$
$ 6,120.00
$ 6,435.00
$19,000.00
$ 700.00

$100,000.00

$ 400.00
$ 1,400.00
$ 2,500.00
$ 2,100.00
$ 4,000.00
$ 800.00
$16,000.00
$ 1,100.00
$12,000.00
$97,555.00

Notes

Included in venue cost
@ $60 per guest -102
@ $65 per guest - 99
with accommodations

Includes SOCAN & rentals

Appendix A

Sarah and Natalya are pleased to offer you – their
honoured guests- an authentic Russian dining
experience
Appetizer
Kharcho Soup
Lamb short ribs, rice, onions and chopped walnuts
in a cherry plum puree. Garnished with fresh
cilantro and chef’s spices.
or
Tomato Salad
Fresh Roma tomatoes, sweet yellow onions, green
onions, cucumber and sunflower oil. Garnished with
fresh basil.
Entrée
Otbivnaya Steak
Tenderized beef fillets over a sizzling skillet of
green onions, champignons, thyme and pressed
garlic. Served with choice of roasted herbed
potatoes or traditional moldovian potato salad.
or
Cabbage Lasagna
Savoy cabbage, ground vegetarian meat,
tomatoes, onions, garlic and herbed spices.
Served with fresh roll and fresh greens salad.
Dessert
Syrniki
Fried quart pancakes, garnished with fresh sour
cream and sweet strawberry jam. Served with
warm with vanilla bean ice cream.
Tea and Coffee service to accompany dessert


23

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