Russia in CanadaSarah and Natalya’s Wedding

Nicole Walter & Romulo Diaz

Jim StoneBEMP 501

December 11th, 2013

Table of ContentsSarah and Natalya’s Wedding

i. Executive Summary.........................................................1ii. Event Objectives..............................................................1

iii. Event Theme.....................................................................2iv. Event Equipment and Décor...........................................3v. Venue................................................................................4

vi. Floor Plan.........................................................................7vii. Event Specs/Setup...........................................................8viii. Food and Beverage..........................................................9

ix. Event Evaluation..............................................................9x. Environmental Sustainability..........................................10

xi. Additional Information and Documentation..................11xii. Event Production Roll Out..............................................19xiii. Event Budget ...................................................................22xiv. Appendix ..........................................................................23

Executive SummaryAt 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 ObjectivesSarah 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.

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 same-sex 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 TraditionsNatalya 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 CandlesThe 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.

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 KaravayThe 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

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.

VenueThe 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

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.

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.

Floor PlanDuring 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

Event Specs/Set-up

Rentals PurchaseDining 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

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

Ceremony 35 chairs Back-drop lighting

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

Left- Ceremony spaceRight – Reception spaceAbove- Floor plan

Karavay wedding bread loaf

Décor 6’ Rectangular table 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

Audio Visual 6’ Rectangular table Stage 8’x8’ N/A

Guest ProfileSarah 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 BeverageIn 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 EvaluationWe 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.

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.

Additional Information/Documentation

Table 1: Fermenting Cellar Minimum Spends: 2013

JAN - APR

MAY- SEPT

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 Checklist1. 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 pieces4.   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 area5.   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 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

allowed7.   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 manager9.   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

Sarah and Natalya’s Wedding Critical Path- Final Version

DATE ACTION RESPONSIBILITY COMMENTS

9-Nov Budget, theme and guest list meetingRom & Nicole, Assistant, Clients

Confirm budget with clients; discuss theme and vision

9-Nov Contract agreement and signageRom & Nicole, Assistant, Clients

15-Nov Save-the-date cards design Rom & Nicole, Clients 20-Nov Venue options Rom & Nicole Research venues and ask for availability

25-Nov Guest list and venue overview meetingRom & Nicole, Assistant, Clients

Discuss expected number of guests and venue findings

30-Nov Venue Visits Rom & Nicole, Clients 6-Dec Venue selection meeting Rom & Nicole, Clients 7-Dec Book venue Nicole 12-Dec Finalize save-the-date cards and print Assistant 13-Dec Print save-the-date cards Assistant 14-Dec Client's first payment due Rom & Nicole from Clients $14,000 20-Dec Send save-the-date cards Assistant 22-Dec Venue deposit due Nicole $10,000 4-Jan Venue walkthrough Rom & Nicole, Clients

16-Jan Catering and Entertainment meeting #1Rom & Nicole, Assistant, Clients

Discuss ideas with clients: food; DJ; dancers; music

23-Jan Research DJ and audiovisual options Rom & Nicole 24-Jan Research Russian cuisine caterer Rom & Nicole 25-Jan Research professional Russian dancers Rom & Nicole

DATE ACTION RESPONSIBILITY COMMENTS27-Jan Receive caterer options and quotes Assistant 27-Jan Receive DJ options and quotes Assistant 27-Jan Receive audiovisual quote Assistant 27-Jan Receive dancer entertainment quote Assistant 29-Jan Preliminary budget breakdown Rom & Nicole

4-Feb Food sampling caterer option #1 Rom & Nicole, Clients 5-Feb Food sampling caterer option #2 Rom & Nicole, Clients

8-Feb Catering and Entertainment meeting #2Rom & Nicole, Assistant, Clients Decide on entertainment and catering

10-Feb Book Caterer Assistant 10-Feb Book audiovisual rentals Assistant 10-Feb Book dancers Assistant 10-Feb Book DJ Assistant 15-Feb Wedding party and floor layout meeting Rom & Nicole, Clients 25-Feb Caterer deposit due Rom $1,200 3-Mar Dancer deposit due Nicole $700 5-Mar Budget update Rom & Nicole Inform clients of any updates or changes

15-Mar Floor plan, décor and rentals meeting #1Rom & Nicole, Assistant, Clients

21-Mar Floor plan draft Rom & Nicole 21-Mar Create décor draft checklist Rom & Nicole 21-Mar Table and setting rental company research Nicole 21-Mar Wall-size poster printing quote Rom Image to be sent in by Natalya 22-Mar Table and setting rental quotes Nicole DATE ACTION RESPONSIBILITY COMMENTS

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23-MarConfirmation from all wedding party members Clients

30-Mar Research rental companies for décor Rom & Nicole 30-Mar Budget update Rom & Nicole 1-Apr Receive rental quotes for décor Assistant 5-Apr Research ceremony officiant Assistant 12-Apr Meet ceremony efficient Rom & Nicole, Clients 20-Apr Research florists Rom 28-Apr Florist Visits Rom & Nicole, Clients 163 Roncesvalles Ave. & 364A King St. E.2-Mar Centre piece draft Rom & Nicole

4-May Floor plan, décor and rentals meeting #2Rom & Nicole, Assistant, Clients

Confirm flower, centre pieces and décor rental items

7-May Finalize floor plan Rom & Nicole 7-May Finalize centre pieces Rom & Nicole 8-May Book table rental supplier Nicole

8-MayTable rental and setting supplier deposit due Nicole

8-May Send contract to ceremony officiant Assistant 10-May Florist contract Rom 10-May Décor rental contract Rom & Nicole 15-May Décor rental full payment due Rom & Nicole 17-May Florist deposit Rom $400 19-May Ceremony officiant payment due Rom & Nicole $350 21-May Budget update Rom & Nicole 25-May Client's second installment due Rom & Nicole from Clients $3,000 1-Jun Wedding party outfit tryout #1 Nicole, Clients & WParty DATE ACTION RESPONSIBILITY COMMENTS

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8-Jun Wedding party outfit tryout #2Nicole, Clients and Wedding Party

10-Jun Wedding Grown selection Clients 15-Jun Wedding party outfit confirmation Clients 17-Jun Order wedding party outfits Nicole 17-Jun Research cake shops and quotes Rom 20-Jun Wedding party outfits deposit Rom & Nicole $1,500 25-Jun Cake sampling Rom, Clients 3-Jul Cake decorator contract Rom 5-Jul Cake deposit Rom $300

6-Jul Invitations and party gift meeting #1Rom & Nicole, Assistant, Clients

10-JulResearch transportation and accommodations Assistant for 12 invited guests from overseas

12-Jul Invitation design draft options Rom & Nicole

12-JulResearch Matryoshka doll party gift craftsman Assistant

12-Jul Receive invitation price quotes Assistant 13-Jul Invitations and party gift meeting #2 Rom & Nicole, Clients 14-Jul Confirm invitation quote and send to print Rom 17-Jul Meet with Matryoshka doll craftsman Rom & Nicole, Clients Receive pricing estimate and design19-Jul Assemble invitations and personalize Assistant, Clients 20-Jul Send out invitations Assistant 30-Jul Budget update Rom & Nicole 30-Jul Receive "must play" songs for DJ Clients 5-Aug Budget Update Rom & Nicole DATE ACTION RESPONSIBILITY COMMENTS

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8-Aug Ceremony traditions meeting #1 Rom & Nicole, Clients 15-Aug Russian ceremony traditions research Rom & Nicole 25-Aug Ceremony traditions meeting #2 Rom & Nicole 29-Aug Research Russian bakeries Assistant Wedding bread loaf quote and ordering info30-Aug Russian bakery quotes Assistant

31-AugArrange transportation for ceremony officiant Assistant Limo, as per contract

31-Aug Budget update Rom & Nicole 31-Aug Client's third installment due Clients $3,000 1-Sep Ceremony efficient limo payment due Rom & Nicole $100 2-Sep Reseach hotel locations and quotes Rom for 15 out of town guests 5-Sep Research shuttle buses Assistant 6-Sep Receive shuttle bus quotes Assistant From Distillery District to Union Station in Toronto10-Sep RSVPs due date Clients

11-SepContract with Matryoshka doll craftsperson Nicole

11-Sep Matryoshka doll deposit Nicole 12-Sep Revise reception floor plan Rom & Nicole, Clients 13-Sep Revise table setting rental contract Rom 13-Sep Make hotel reservations for guests Assistant 11 confirmed13-Sep Research ceremony tradition materials Assistant Crown, podium, ceremony candles 15-Sep Purchase ceremony tradition materials Nicole 20-Sep Dancer final payment due Rom

25-SepResearch traditional Russian ceremony specialist Rom & Nicole available for 2 day training

30-Sep Book shuttle bus service Nicole DATE ACTION RESPONSIBILITY COMMENTS

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30-Sep Shuttle bus full payment Nicole 30-Sep Budget update Rom & Nicole

2-Oct Wedding traditions rehearsal #1Rom & Nicole, Clients,Specialist

15-Oct Confirm contracts with all suppliers Rom & Nicole 16-Oct Wedding party outfits final payment Nicole 18-Oct Research rehearsal dinner venue Nicole 18-Oct Confirm attendance with caterer Rom 19-Oct Caterer final payment due Rom 20-Oct Wedding party outfit delivery Supplier

21-Oct Wedding traditions rehearsal #2Rom & Nicole, Clients,Specialist

25-OctRehearsal dinner reservation and arrangements Assistant

27-Oct Table and setting rental payment due Nicole 28-Oct Receive wall-size poster image for printing Natalya 28-Oct Send image for wall poster printing Rom 28-Oct Wall poster payment Rom 30-Oct Budget update Rom & Nicole 2-Nov Florist final payment due Rom 5-Nov Rehearsal dinner Wedding party 10-Nov Order wedding loaf Rom 10-Nov Rent van Nicole all day Nov 14, transport for materials13-Nov Van rental pick up Nicole 14-Nov Pick up wedding loaf Rom 14-Nov Tables and settings rental delivery Supplier at 1:00p.m.DATE ACTION RESPONSIBILITY COMMENTS

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14-Nov Wall poster pick up Rom & Nicole 14-Nov Venue Manager meeting Rom & Nicole, Manager Set-up starts at 2:00p.m. Meeting at 6:00p.m.14-Nov Décor rental drop off and set up Supplier After 6:00p.m.15-Nov Caterer arrival Caterer at 10:00a.m.15-Nov Flower delivery and set-up Florist at 11:00a.m.15-Nov Audiovisual and DJ set up Supplier and DJ at 12:00p.m.15-Nov Dancers arrival Dance Team at 3:00p.m.15-Nov Ceremony officiant arrival Officiant at 4:30p.m.15-Nov Wedding Day All

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Event Production Roll Out

Sarah and Natalya’s Wedding Roll Out – Final Version

TIME DURATION TASK RESPONSIBILITY COMMENTS10:00 0:04:00 Set up ceremony area Service Staff10:00 0:00:25 Set up guest seating chart Nicole & Rom10:00 0:04:30 Set up dining room Service Staff14:30 0:00:15 Meeting with service staff Nicole, Rom and Service Staff14:45 0:00:01 DJ arrival DJ Contact assistant upon arrival14:45 0:00:01 Dancers' arrival Dancers Contact assistant upon arrival14:45 0:00:01 Cake delivery arrival Bakery Contact assistant upon arrival14:45 0:00:01 Arrival of photographer Photographer Contact assistant upon arrival15:00 0:00:30 DJ sound check DJ, Audio/Visual Team15:00 0:00:30 Audio/Visual checks Audio/Visual Team15:00 0:00:30 Trepak dancers' rehearsal Dancers15:30 0:00:01 Arrival of wedding officiant Wedding officiant 16:00 0:00:02 Bridesmadies arrival Bridesmaids 16:05 0:00:55 Transport guests via rented bus Bus Driver, Guests, Assistant16:15 0:00:01 Brides arrival Brides, Nicole, Rom16:45 0:00:30 Conduct wedding ceremony Wedding Officiant, Rom, Nicole17:15 0:00:45 Wedding photos after ceremony Photographer, Wedding Party, Assistant

17:15 0:00:02Transition lights from ceremony to reception rooms Audio/Visual Team

18:00 0:00:30 Receiving line Wedding Party, Nicole, Rom18:00 0:01:00 Cocktail hour Bar Service Staff, Service Staff, GuestsTIME DURATION TASK RESPONSIBILITY COMMENTS

19:00 0:00:05 MC introduction MC, Assistant19:05 0:00:05 Wedding party entrace Wedding Party, DJ, MC, Rom, Nicole19:10 0:00:01 Vodka Toast #1 MC, Service Staff Only 19+ guest19:15 0:00:15 Wine service Service Staff19:30 0:00:10 Appitizer Service Service Staff, Kitchen Staff19:40 0:00:10 Birdes' first dance Brides, DJ19:50 0:00:15 Trepak dancers performance #1 Dancers, Audio/Visual, MC19:50 0:00:15 Appitizer plate clearing Service Staff, Kitchen Staff

20:05 0:00:20 Maid of honors' speechesMaid of Honors, MC, Audio/Visual Team

20:05 0:00:30 Dinner service Service Staff, Kitchen Staff20:35 0:00:15 Brides' speeches to guests Brides, MC, DJ20:50 0:00:01 Vodka Toast #2 Service Staff20:50 0:00:15 Dinner plate clearing Service Staff21:05 0:00:35 Dessert and Coffee/Tes Service Service Staff21:40 0:00:15 Dessert plate clearing Service Staff21:55 0:00:05 Bride and Father dances Brides, Father, DJ, Audio Team22:00 0:00:10 Cake cutting Brides, Service Staff, MC22:10 0:00:25 Trepak dancers performance #2 Dancers, Audio/Visual, MC22:35 0:03:30 Reception dance floor open DJ, MC23:15 0:00:02 Bouquet tosses Brides, Guests, MC

23:15 0:03:00Transportation to Union Station or Hotel via rented bus Bus Driver, Assistant, Guests

2:00 0:02:00 Tear down Service Staff, Nicole, Rom, Assistant

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Event BudgetThe 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.

BudgetSarah and Natalya's Wedding - Nov 15, 2014

Category Revenue Expenses Notes  

Budget $100,000.00      

Venue   $25,000.00    

Chattle package   $ - Included in venue cost

Catering Food   $ 6,120.00 @ $60 per guest -102

Beverage   $ 6,435.00 @ $65 per guest - 99

Décor   $19,000.00    

Wedding Officient   $ 700.00 with accommodations

DJ   $ 400.00    

Audiovisual   $ 1,400.00 Includes SOCAN & rentals

Dancers   $ 2,500.00    

Catering Staffing Fee   $ 2,100.00    

Photographer   $ 4,000.00    

Invitations   $ 800.00    

Accommodations   $16,000.00    

Transportation   $ 1,100.00    

Contingency   $12,000.00    

Total $100,000.00 $97,555.00    

Appendix A

Sarah and Natalya are pleased to offer you – their honoured guests- an authentic

Russian dining experience

Appetizer

Kharcho SoupLamb short ribs, rice, onions and chopped walnuts in a cherry plum puree. Garnished

with fresh cilantro and chef’s spices.

or

Tomato SaladFresh Roma tomatoes, sweet yellow onions, green onions, cucumber and sunflower oil.

Garnished with fresh basil.

Entrée

Otbivnaya SteakTenderized 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 LasagnaSavoy cabbage, ground vegetarian meat,

tomatoes, onions, garlic and herbed spices. Served with fresh roll and fresh greens

salad.

Dessert

SyrnikiFried quart pancakes, garnished with fresh

sour cream and sweet strawberry jam. Served with warm with vanilla bean ice

cream.

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Tea and Coffee service to accompany dessert

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