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About our Wedding Coordinator:
Karen Morrison Perry is a professional Bay Area wedding coordinator working in the field for more than ten years. She has overseen more than 150 weddings and specializes in month and day-of coordination.
WHAT IS A DAY-OF-WEDDING COORDINATOR?
The following is an outline of some of the tasks that the wedding day-of coordinator handles on the day of your wedding:
ONE TO TWO WEEKS PRIOR TO WEDDING DAY
- Meet with the couple to review timeline and vendor contact list
- Go over arrangements the couple has made with vendors and update timeline accordingly
- Confirm final details with vendors prior to wedding day
- Make sure that all vendors have the coordinator's contact information
- Send vendors a copy of the final timeline and make sure they have directions to the ceremony and reception locations
Please Note: A day-of-coordinator will not renegotiate any terms in contracts with vendors at this time, or at any other time prior to, during, or after your wedding day. All agreements should be finalized prior to the wedding.
REHEARSAL
- Work with wedding officiator to choreograph wedding ceremony, processional and recessional
- Collect ceremony and reception items from wedding couple after rehearsal
- Alert wedding party as to where they need to be the following day, and at what time
PRE-CEREMONY (At Bride's Wedding Location):
- Coordinate hair and make-up schedule with bridal party and stylists and ensure that hair and make-up is completed in a timely fashion
- Ensure personal flowers (e.g., bridal bouquet, bridesmaids’ flowers and father of the bride’s boutonnière) arrive on time
- Ensure photographer arrives on time and has a “must shoot” list
- Ensure that transportation arrives on time and instruct wedding party as to when to depart for ceremony
- Communicate with best man to ensure groom is getting dressed and on time
- Make wedding party aware of any last-minute details
- Communicate with transportation driver and maid-of-honor/best man while bridal party is on the way to the ceremony location
CEREMONY
- Set up programs and other ceremony items (e.g., guest book and programs)
- Ensure that ushers/groomsmen arrive on time and are ready to pass out programs
- Ensure that personal flowers (e.g., flower girl bouquet and groomsmen boutonnières) have arrived at ceremony location
- Alert ushers/groomsmen as to when to begin escorting guests to their seats and remind them as to how to be a “proper” usher
- Ensure that ceremony musicians have arrived and direct them to set-up location
- Confirm the music that ceremony musicians will play during the ceremony, as well as start times for each piece of music.
- Determine what hand signals will be used to cue musicians
- Act as a liaison with the ceremony officiator and decide what cue will be used to signal the start of the ceremony
- Communicate with bride and groom so that they know how much time remains before the start of the ceremony
- Handle any emergencies that may arise.Line up the bridal party for their entrances down the aisle
- Cue ceremony musicians when bridal party is ready to begin processional.Gather family and friends for after ceremony photo
PRIOR TO RECEPTION
- Greet vendors and instruct them as to where to set up (e.g., wedding band, florist, and caterer).
- Arrange escort cards
- Make sure reception flowers/décor are set up according to flower order
- Ensure that tent and lighting are set up properly and troubleshoot as needed
- Meet with catering staff to confirm food timeline.Set up guest book and pen, champagne flutes, cake cutting utensils
- Set up table numbers/names and menu cards
- Set up amenities baskets, hand towels, candles etc. in bathrooms
RECEPTION
- Ensure proper flow of cocktail hour food
- Look over dining tables and make sure they are set up properly
- Along with catering staff, encourage guests to join bride and groom for dinner at the end of cocktail hour
- Help guests locate their escort cards and dining tables
- Locate bride and groom and instruct them to stay to the side of main dining room until they receive cue for their introduction and first dance
- Cue band/DJ when the majority of guests have found their tables and bride and groom are ready to be introduced
- Cue band/DJ, photographer, and videographer when important events take place at reception (e.g., first dance, cake cutting, toasts and parent dances).
- Cue best man and father of the bride when they are about to be announced for toasts
- Alert catering staff to pour champagne just before the toasts
- Be aware of timing of catering service and make sure people are served promptly
- Distribute final payments/gratuities to vendors at the end of the evening (no negotiation in the terms of vendor contracts will be handled by the coordinator).
- Prevent and fix any problems that may arise during your event
- Remain easily accessible throughout the event in case details arise that you would like attended to
- Set up favor table toward the end of the evening
- Move personal items from ceremony site, cocktail reception and dinner reception to hold for evening departure
- Ensure a dedicated person is responsible for taking all personal items at the end of the evening
- Coordinate reception departure transportation
In short, our coordinator's focus is to turn your special day into the reality you've worked so hard to create
Be sure to ask about our 'Month-of' Wedding Coordination when contacting us.
Frequently asked questions:
Can food or beverage be brought in from the outside?
The Half Moon Bay Golf links must provide all food and
beverage items for your event. It is our policy that all beverages are to be
provided by the resort excluding wine or champagne, which is subject to a $25
USD/per 750ml bottle corkage fee in addition to applicable service charge and
tax. In certain circumstances, an outside vendor may be used for food if
we can’t provide a menu that fits dietary restrictions.
Who provides the wedding cake?
We understand that the wedding cake is very special
and unique to our couples, and we have designated cake vendors for your
reference upon request
Can you please clarify the food and beverage minimum?
The food and beverage minimum is the least amount of
money that you are required to spend in a combination of food and beverage,
excluding service charge and sales tax, based on the venue you are utilizing
for your event. Please keep in mind that is not all you can anticipate to
spend. The food and beverage minimum is reached by selecting individually
priced, a la carte menu items to equal or exceed the required dollar figure.
How late can alcohol be served?
We recommend that alcohol service be discontinued
approximately one hour prior to the end of your function. By California State
Law, no alcohol may be served after 1:30 a.m.
When do I need to finalize my menu?
Confirmation of event times,
menu selections, room set up, rental selections, and other key event details
must be finalized in writing two weeks prior to your event.
The guest counts and meal
counts must be final 10 days prior to the event. The guests and meal count
cannot be reduced more than 5% after those respective dates.
Do you provide children's and vendor meals?
Vendor meals will be served after the events guests have been
served. There are two options for vendor meals. Hosts can either serve vendors
the same meal as the guests at the same cost, or the Host may choose from a
pre-selected menu. Vendors should be included in the final head count. A
children’s menu is available as part of our normal menu options.
Do you provide a tasting of the food we select? When may I come and what is included?
We are pleased to offer tastings
for two guests at no cost for events with a plated entrée on their menu for
60 guests or more. The menu tasting will be at least 4 available appetizers, 1
soup or 2 salads, and 3 entrées. Appointments for these tastings will be at a
mutually agreeable time and date.
How do I secure my wedding date and venue?
Your initial visit will be conducted by a Catering Sales Manager. They will conduct a thorough inspection of a designated venue and will check dates, space and locations. Upon selection of your wedding date, a Catering Agreement will be prepared and your date will be confirmed upon receipt of your deposit.
Can I host my ceremony only at Half Moon Bay Golf Links?
Absolutely. Many couples choose to host a ceremony at our property and then continue their special day at another facility.
How late can I play music?
Sound
must be contained within a very limited radius of the venue to minimize any
disturbances to the surrounding neighborhood. Management staff reserves the
right to work with the hosts and vendors to keep sound within a comfortable
level for all concerned. All amplified sound must end no later than midnight.
What are the deposits based on and when are they due?
Payments: For events, a $2,000
payment is required in order to guarantee a date and time. This amount will be
credited toward your HMBGL bill for your event and is non-refundable as well as
non-transferable. Subsequent payments will be clearly outlined in your
contract.
How do my guests reserve rooms?
While the Ritz-Carlton, Half Moon Bay shares our coastal property, the Half Moon Bay Golf Links is not affiliated with the hotel. Room reservations for the Ritz-Carlton or neighboring hotels must be made by the guests or wedding party. We are happy to make recommendations based on your needs.
Can we do a rehearsal for the wedding ceremony?
Your Special Event Manager is happy to arrange a ceremony rehearsal for you and your wedding party. There is no additional fee but we ask that you keep the rehearsal under an hour.
Where does the bridal party get ready before the wedding?
We have a women's lounge with a shower, sinks and a dressing room. We recommend filling one of the sinks with ice to chill a bottle of bubbly!
What are the fees for parking? Can I pay for all guests' parking?
We offer a complimentary valet parking service.
What is there to do at Half Moon Bay Golf Links and in Half Moon Bay?
Those in your party interested in golf will enjoy two of the most beautiful golf courses in Northern California. Reservations can be made here: https://halfmoonbay.ezlinksgolf.com/index.html#/preSearch.
There is a vast variety of things to do on the Coastside including beach and tidepool visits, coastal and redwood hiking, bike trails, fishing, and shopping. Half Moon Bay is just 25 minutes to San Francisco and an hour from Santa Cruz. For more ideas, visit www.visithalfmoonbay.org/.
We have several beautiful venues on-site to choose from including:
Oceanside Ceremony – One of the most popular sites to hold ceremonies overlooking the Pacific and seating up to 400 on all natural turf.
10th Tee Ceremony — For weddings of 40-80 with scenic ocean views a naturally framed native landscaping.
Mullin’s Clubhouse – With seating for up to 140 guests, Mullins offer indoor/outdoor seating with a picturesque ocean view.
Grand Event Marquee – Available August - October, the 6,000 square foot event marquee connects to the clubhouse and accommodates up to 400 and includes ocean views.
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