Day-of logistics

Contacts

Who to call

On the day, find the problem, then message that person, not the couple. Phone numbers and LINE IDs coming soon.

Running late, or can't get in

Day-of coordinator, and the venue coordinator (Adraina).

Timing and schedule changes

Day-of coordinator.

Building, power, lighting, or parking

Venue coordinator (Adraina).

Wedding party and family

Auntie Corry.

The bride: dress, bouquet, or touch-ups

Ashley (bridesmaid lead).

Guests who need help or a taxi

Usher lead (Gina to assign).

Sound, microphones, or music

DJ.

Food, drinks, or allergies

Catering (Regina).

Rain

Day-of coordinator, who decides by 9:00 AM (see the rain plan).

Vendor payment envelopes

Auntie Corry.

Medical emergency

Call 119 (ambulance), then tell the day-of coordinator.

Booked hours and overtime

What each vendor is booked for, so everyone knows when overtime starts. Prices and payments stay off this site.

Venue

12:00 – 10:00 PM. Overtime policy coming soon.

Photography

12:45 – 8:45 PM. Overtime policy coming soon.

Bridal secretary

9:50 AM – 7:00 PM (to confirm). Overtime policy coming soon.

Florals & Decor

12:00 – 10:00 PM. Overtime policy coming soon.

Catering & Bar

1:00 – 10:00 PM. Overtime policy coming soon.

DJ

1:30 – 10:00 PM (to confirm). Overtime policy coming soon.

Day-of coordinator

TBC.

Setup and load-in

Setup window

12:00 – 3:30 PM (3½ hours). The venue opens at 12:00 PM, and nobody can enter before then.

Setup complete by

3:00 PM, and everything out of sight by 3:10 PM, before guests arrive at 3:30 PM.

Arrival order

12:00 PM florals and decor team, the day-of coordinator, and the wedding party; 12:30 PM the bride, with the bridal secretary; 12:45 PM the photographer; 1:00 PM catering; 1:30 PM DJ. Times to confirm with each vendor.

Checkpoints

Entrance done by 1:30 PM; ceremony (trellis), reception, and dance floor by 3:00 PM. Everything out of sight by 3:10 PM.

Where things are

Ceremony on the balcony under the trellis, cocktail hour in the garden and on the boardwalk, reception on the 3rd floor, party on the 1st floor. First look on the boardwalk.

Parking and loading

Details coming soon. The venue provides parking and arrival signs.

Venue access map

A map of the vendor entrance, loading area, parking, and elevator: coming soon.

Equipment

The florals and decor team brings their own ladders and equipment.

Lighting

The venue's existing lighting can't be changed. Extra lighting can be added.

Pack-down and leave by

We pack each area as soon as guests leave it: balcony at 5:00 PM, garden at 5:30 PM (the drinks cart, cocktail tables, and the photo bingo spot; the giant flowers stay until 9:15 PM, TBC), 3rd floor at 7:00 PM, 1st floor at 9:00 PM. Everything out by 10:00 PM, when our booking ends.

Vendor meals

About 4 at dinner (see catering and bar below).

Rain plan

Ceremony

If it rains, the ceremony moves indoors to the second-floor area by the floor-to-ceiling windows (see the 360° view).

Cocktail hour

Rain plan coming soon.

Umbrellas

About 30 clear umbrellas from the venue (to confirm).

Who decides, and when

The day-of coordinator, after checking with the venue, by 9:00 AM on the day. Everyone hears by 9:15 AM.

What's provided

Tables and chairs

Venue (for under 60 guests). Other styles can be rented; the venue can help.

Linens

Rented from another vendor (the venue can help arrange it). Damaged linens have to be bought, so please handle them with care.

Plates, cutlery, and glassware

Caterer.

Candle holders

Venue, to borrow. The candles come from Florals & Decor.

Bartender

The caterer.

Guest ushering

Venue team, with our friends as ushers.

Clear umbrellas

Venue, about 30 (to confirm).

Sound system and microphone

Our DJ (asked), or rented through the venue (TBC). See sound and music below.

Ladders and decor equipment

Florals & Decor.

Decor: who does what

Decor is split between our florals and decor team and the wedding party. Every item is in the decor checklist below.

Decor checklist

Every piece of decor, place by place, and who brings it. DIY means the bride makes it and the wedding party sets it out (see the DIY list). TBC means we haven't decided yet.

Welcome

Welcome sign

Florals & Decor.

Giant flowers

Florals & Decor, along the arrival walkway.

Welcome table

Florals & Decor styles the table. DIY on top: wedding newspapers, venue map, and small signs for the guest book and card box.

Guest book and card box

DIY, with pens, on the welcome table. Where gifts go, and who keeps the card box safe and takes it home at the end of the night: TBC (who: Gina to assign).

TV signs

DIY: welcome and order of events, on the venue's monitor at the entrance.

Directional signs

DIY: arrival and boardwalk arrows, and the sign at the lower-farm walkway. Parking and arrival signs: Venue.

Umbrellas

Venue, about 30 clear umbrellas (to confirm).

Ceremony

Ceremony backdrop

Florals & Decor: real and artificial wildflowers added to the venue's trellis.

Floral arch

Florals & Decor, at the end of the aisle. Optional, TBC.

Aisle

Florals & Decor: petals down the aisle. Optional, TBC: draped fabric with pearls along the aisle, and disco balls on the trellis.

Chairs

Venue.

Aisle chair decor

Florals & Decor: ribbons, flowers, or both on the aisle chairs (which: TBC). No aisle runner.

Other floral arrangements

Urns, or flowers on the windowsills for the indoor rain plan: TBC.

Candles or lanterns

TBC.

Reserved seat signs

DIY, for the wedding party, parents, and grandfathers.

Order of events

DIY: on the TV sign at the entrance, and printed for the officiant, MC, and DJ.

Vow books

TBC. A copy of the vows goes in the emergency kit.

Petal or confetti toss

TBC.

Tiger balm and bug spray basket

DIY, with sunscreen and tissues.

Cocktail Hour

Giant flowers

Florals & Decor, on the lawn.

Paper lanterns and string lights

Florals & Decor, over the garden.

Drinks cart

A white cart under a fringed umbrella. Who brings it: Gina to assign.

Drinks menu

DIY, on the monitor by the drinks cart (TBC).

Garden games

DIY: photo bingo cards, and a prize for the first guest to get 5 in a row. Florals & Decor sets up the photo bingo spot on the boardwalk and brings it in before dark.

Cocktail tables and seating

Venue, with a few chairs for older guests. Lounge seating: TBC.

Rope and sign

DIY, across the walkway to the lower farm.

Blankets

TBC.

Reception

Seating chart

DIY design. Florals & Decor prints it and displays it at the door.

Lighting and hanging decor

Florals & Decor, based on the reception concept photo.

Candles

Florals & Decor. The venue lends the holders.

Cake table

The cake, knife, and plates: Catering & Bar. Stand and flowers for the cake: TBC.

Dessert table

TBC.

Photo booth

TBC.

Personal signs

Photos, quotes, and memories: TBC.

Restroom basket and decor

TBC.

Tables

Centerpieces

Florals & Decor, in vases or wraps guests can take home.

Centerpiece tags

DIY: "please take me home".

Tablecloths, runners, and napkins

Rented from another vendor (the venue can help arrange it). Colours: TBC.

Candles

Florals & Decor.

Table numbers and frames

DIY design ("When we were 1"). Florals & Decor prints and frames them.

Place cards

DIY design. Florals & Decor puts one on each glass.

Menus

DIY design, one for each table. Florals & Decor prints them.

Plates, cutlery, and glassware

Catering & Bar.

Favours

The centerpieces go home with guests, and the wedding newspaper is a keepsake (DIY). Anything else: TBC.

Table games or cameras

TBC.

Kids activity packs

TBC.

Party

Dance floor decor and lighting

Florals & Decor: lanterns and a disco ball. Concept coming soon.

Drinks menu

DIY, a printed copy at the party bar.

Sparkler entrance

DIY: sparklers if the venue allows them (LED wands if not).

Sound and music

Venue sound system

Plays through the whole building. Music needs to be on a USB drive as MP3 files.

Microphone

The venue's microphone has limited range and volume. We've asked our DJ to bring a sound system and wireless microphones. If not, we'll rent them through the venue (TBC).

Needed for

Ceremony (officiant and vows), welcome speech, and the party.

Signs and printed items

Parking and arrival signs

Venue.

Welcome sign

Florals & Decor.

Seating chart

Designed by the bride, printed and displayed by Florals & Decor. Who sits where: coming soon.

Menus and table numbers

Designed by the bride, printed by Florals & Decor. See the DIY list.

Everything else

DIY by the bride, in English and Chinese: TV signs, wedding newspaper (guest and wedding party editions), photo bingo card, drinks menu, place cards, and the rest of the signs. Full list on the wedding party page.

Catering and bar

Caterer

Regina, arranged through the venue.

Menu

Coming soon.

Dietary needs and allergies

Coming soon.

Bar menu

Baileys Bubble Tea, Guava Gin Fizz, Gin & Tonic, Plum Highball, Taiwan Beer, red wine (or red wine with Sprite), Kinmen Kaoliang for anyone who wants something strong, and a Guava Sparkler with no alcohol, plus oolong tea and water. We supply all the drinks; the caterer's bartender serves. Recipes on the Catering & Bar page.

Cake

The caterer.

Late-night snacks

Coming soon.

Vendor meals

About 4 at dinner: photographer, DJ, bridal secretary, and day-of coordinator (TBC).

Reception seating

About 40 guests (up to 50) at 5 long tables of 8 – 10, plus a table for the two of us, at the venue's tables. Seating chart coming soon.

Hotel and transport

Hotels

Bride and bridesmaids: Grand View Resort Beitou (北投麗禧溫泉酒店), No. 30, Youya Rd., Beitou, about 25 minutes from the venue by car. All 4 share one room the night before. Groom and groomsmen: Renaissance Taipei Shihlin Hotel (台北士林萬麗酒店), No. 8, Ln. 470, Sec. 5, Zhongshan N. Rd., Shilin, about 10 minutes from the venue by car.

Bride's makeup

The bride and bridesmaids get ready together in their room at the Grand View. The bridal secretary from 伊頓婚紗攝影工作室-台北士林店 comes to us: the bride's hair and makeup is 9:50 – 11:50 AM. The bride and bridesmaids take their own getting ready photos at the hotel; the photographer starts at the venue. The studio also rents us the dress (the bridal secretary brings it, TBC) and does our photography.

Cars to the venue

11:35 AM from the Renaissance: the groom, the groomsmen, the family crew, and all the boxes, decor, and drinks (Auntie Corry meets them at the venue), with a van for the drinks (delivered by Costco to the Renaissance on March 8; who books the van: Gina to assign). 12:00 PM from the Grand View, taxis called ahead: the bride, the bridal secretary, and the dress in one; the bridesmaids and the details in the other. Who books the cars: Gina to assign.

Guests home

Everyone gets a taxi coupon for the ride home. Ushers help call taxis from 8:30 PM, since taxis can take a while to come up the hill at night.

Groom and parents

The groom stays at the Renaissance with the groomsmen and arrives at the venue with them at 12:00 PM. He gets ready in his room on the 1st floor at 1:25 PM (makeup with the bridal secretary: TBC). Both sets of parents get ready at their own homes or hotels. The bride's parents arrive together at 3:00 PM for their first look with the bride at 3:05 PM, and the groom's parents by 3:00 PM.

Open items

Everything still marked TBC, coming soon, or "Gina to assign" on this site, and who it's waiting on. If your name is on a row, please send us the answer.

Gina to assign

• The family crew lead, the usher lead, and the ushers
• The camcorder person
• Who keeps the card box
• Who packs the boxes before March 8
• Who books the cars and the van on the day, and the ride to the Grand View on March 8
• Who brings the drinks cart

Gina and Jarrid to decide

• The day-of coordinator, MC, and officiant
• The briefing meal on March 8
• Songs for the processional, recessional, entrances, cake cutting, sparkler entrance, first dance, and send-off
• The reception entrance order
• Seating chart
• Whether the groom has makeup with the bridal secretary
• Whether the giant flowers in the garden stay out until the end of the night
• Dress code and packing list
• The photo bingo prize, where guests share photos, and the boardwalk spot (game or photo spot)
• The bubble tea shop
• A second location after 9:00 PM
• Optional decor marked TBC in the decor checklist

Venue (Adraina)

• Rain plan for the welcome and cocktail hour
• A room for the groom
• Elevator size
• Sparklers on the terrace
• About 30 clear umbrellas
• Parking, loading, and the access map
• Overtime policy
• LINE ID
• Our questions for you are on the venue page

Florals & Decor

• How many giant flowers, and where
• Where the lanterns can hang (with the venue)
• The dance floor concept
• Overtime policy
• LINE ID

Catering & Bar (Regina)

• Menu, dietary needs, and allergies
• Cake flavour and size
• Late-night snacks
• Ice
• Vendor meals: how many, and where
• Arrival time
• Overtime policy
• Contact

DJ

• Arrival time
• A sound system and wireless microphones (or we rent them through the venue)
• Overtime policy
• LINE ID

Photography and bridal secretary

• Whether the bridal secretary brings the rented dress
• The bridal secretary's finish time
• Overtime policy
• LINE ID

Gina to send

• The room number at the Grand View
• The shot list and hair and makeup reference photos
• Phone numbers and LINE IDs for the wedding party and Auntie Corry