Reeta & Kevin   

Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 
 
Planner  Bride + Ladies  Caterer  Hair/Makeup  Photo  Decor 

Officiant   Groom + Guys  DJ  Guests/Families  MC  Limo  

 
 
WHO  TIME  EVENT  NOTES 
 

  8:00 am &  Hair & Make-up teams arrive to set-up  Location ​= Pacific 
Hair/Makeup   9:00 am    Gateway Hotel, 
Richmond, BC 

  8:00 am  Hair & Make-up time begins for bride &  Location ​= Pacific 
  bridal party   Gateway Hotel, 
    Richmond, BC 
  8:00 am -11;30 am   
  Faye Smith Agency for:  Reminder to 
  Nicole Robertson  bridesmaids to bring the 
  Stamata Massaoutis  following for wedding 
  Emily Friesen  day: 
  Alisa Do (make-up only)  - Robes  
Hair/Makeup    - Slippers 
Bride + Ladies  9:00 am - 12:00 pm  - Outfits  
  Studio Elan for:  - Shoes  
Joan Kaila  - Snacks 
Tanvir Sidhu  Note: ​please arrive with 
Jamie Sidhu  dry, unstyled hair with 
  no product and clean 
9:00 - 11:30 am  faces (no make- up), 
Faye Smith for:  wearing a loose tank top 
Reeta Kaila  or button-up shirt so 
  you can easily change 
  after. 
   
 
 
 
 

      Location ​= Pacific 
      Gateway Hotel, 
      Richmond, BC 
      Reminder to guys to 
    Hotel check-in time: 10:00 am  bring the following for 
Groom + Guys  10:30 am  Groom + guys arrive to get ready together  wedding day: 
  Suits 
  Shirt 
  Bow Ties/ties ​-  
Shoes + Socks  
 

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

      Dream A’Way Team 

    Schedule: 
Gurjeev  Planning Team begins to arrive at venue  Gurjeev- 10:30 AM to 
Planner   as per scheduled shifts to oversee set-up  3:00 aM  
Planner   and manage the ​wedding​ day.  Lanoy - 4:00 pm -11:00 
Planner    pm 
  Amreet -2:00 pm - 
12:00 am  
Manveen -2:00 pm - 
12:00 am 
Japneet 6:00 pm - 12:00 
am 
 

Gurjeev  10:30 am  Arrive at the hotel   ❏ Help with 

Check weather - to determine to go with  boutonnieres  
Plan A or Plan B   ❏ Take decor 
flowers, linens 
& misc items to 
venue  
 

Photo  11:00 am   Photo time begins (10 total hours)   

    Hailey with Bride  
Detailed photos of rings, invitations, etc...  2nd photographer with 
and of Bride/Groom getting ready  groom 
separately, etc. 
 

Bride  11:45 am  Bride to have wedding dress on     

Planner   11:30 am  Get Food for wedding party  Order Pizza?  
Sandwiches? 
 

Bride + Ladies  12:00 pm  Pack up everything needed to go out for   

​Groom + Guys  photos and head out to the limo.  
   

Bride & ​Groom  12:00 pm  Head to First Look location  Location ​=​ Hotel Lobby 
or outside ? 
Groom to NOT see Bride 
yet! 

Photo      Planner - coordinate & 

Bride & ​Groom  12:10pm  First Look  BTS Video  
Planner 

Limo ​ ​Photo/​Bride + Ladies  12:30 pm  Limo pick-up at Pacific Coast Hotel to go  NO rain = Minoru Park 
Groom + Guys  (Minoru Park or Terra Nova Rural  or Terra Nova Rural  
Park, If raining under No. 2 rd bridge or   
Richmond Oval)  Rain = No.2 bridge or 
Richmond Oval 

Updated Version as of 05/20/2019

Page 2 of 12  
 
Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Limo Bus​ ​Photo  1:00 pm  Arrive for photos. Start with wedding   
​Bride + Ladies​ ​Groom +  party photos then the Wedding Party can 
Guys  go rest while Bride + Groom will take 
some photos alone 

Joan   2:00 pm  Call planner and give update on how   

much longer pictures will take. 

Planner  2:00 pm  Planning team to oversee set-up and   

  complete following checks:  
❏ Do a walk-through of the venue  
❏ Ensure bridal room is set-up with 
mirror + water + snacks + 
emergency kit 
❏ Check on washrooms Ensure 
vendor’s room is set-up  
❏ Test lighting for dimming, etc. 
Check A/C, heat, etc. 
 

Decor  2:00 pm  Decor company starts unloading    

 

      Plan A = outdoor 
      ceremony on dock  
      Plan B = if raining 
      ceremony inside buildin​g  
Gurjeev  2:00 pm  Make final call on weather and to go with   
Plan A or ​Plan B   
Gurjeev - Call Raveena if 
going with Plan B - for 
cake to be delivered later 

Decor  2:30 pm  Start setting up for cermony:  Plan A = Set up Outside  
❏ Natural Cedar Arch    
❏ Drapery for Arch   Plan B = Set up Inside for 
❏ String Lights  ceremony 

Limo Bus​ ​Photo​ ​Bride +  2:45 pm  Photos complete – head back to Limo to  Do you want to head 
Ladies​ ​Groom + Guys  return to venue  back to hotel to freshen 
up or come straight to 
venue? 

Limo Bus​ ​Photo  3:00 pm  Wedding Party arrives back at venue  Wedding Party can go 
​Bride + Ladies​ ​Groom +  rest while Bride + 
Guys  Groom take photos with 
their families. MOH and 
Best Man to stay back to 
help. 

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Daniel ​Underwood  3:00 pm  Set up speaker & mic  Plan A= on the dock  
  Need extention cord - 
tape down any wires  
  
Plan B = In the ceremony 
room - provided by UBC 

Families  3:15 pm  Families arrive at venue   

   

Lilei ( Reeta & Kevin’s Dog)  3:15 pm  Manveen to take Lilei to room    
Planner 

    Immediate family photos (before  Once complete, Bride + 

    ceremony)   Groom to go relax and 
    ❏ Bride & Groom w/ Bride's  eat a snack! 
    Parent(s),   
    ❏ Bride & Groom w/ Bride's   
Photo    Immediate Family, 
​Bride +​ Groom   3:25 pm  ❏ Bride & Groom w/ Groom's 
Families  Mother, 
❏ Bride & Groom w/ Groom's 
Immediate Family, 
❏ Bride & Groom w/ Bride's 
Grandparent(s), 
❏ Bride & Groom w/ Groom's 
Grandparent(s) 

Décor  4:00 pm  Ceremony space set-up complete  Plan A = Out on the 
Dock 
Plan B = In the ceremony 
room 

Bride +​ ​Groom​ ​Ladies +  4:00 pm  Bride + Groom go hide/relax before   

Guys  ceremony with Wedding Party 

Officiant  4:00 pm  Officiant Arrives at venue  Gurjeev to check with 

officiant - 
❏ Give 
him marriage licence 

Guests  4:15 pm  Guests begin arriving as per ceremony  Plan A =Guest should 
invite time of 4:15PM  head to the dock 
   
Plan B= Guests should 
head to the lobby  

Planner    Planning team to complete following   

checks pre-ceremony: 
❏ Tape down or place VIP seat 
name cards on reserved seats  
❏ Test microphone 
❏ Ensure right number of chairs 
have been set as per design plan 
❏ Ensure there is a table for signing 

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

of registry with 1 chair with 

marriage license & pen on the 
table 
❏ Ensure MC has arrived 
❏ Ensure Officiant has arrived 
❏ Ensure bride has her bouquet 
❏ Ensure planner has all the songs 
in the right order  
❏ Check with bride's parent(s) to 
ensure all VIPs have arrived  
❏ Check with groom's family to 
ensure all VIPs have arrived 
❏ ​Make sure someone is guarding 
the card box 
❏ Ensure photo team is ready to go  
❏ Those who need to be mic'd up 
are set-up 

Planner     Planning Team's Positions:    

Planner  -Gurjeev -->Overseeing 
Planner  - Lanoy-->With Guests 
- Amreet-->Music/DJ 
Manveen- With Lilei  
 

Planner  4:15 pm  Planner begins playing background music   

  for ceremony 
 

DJ  4:15 pm  DJ arrives at venue to unload and set up   

Lilei  4:30 pm  Bring Lilei to ceremony & to her   

Manveen  designated seat  

Bartenders   4:30 pm  Bartenders arrive at venue.   

Cake  4:00 pm  Cake delivered ***  Plan A= To be placed in 

Time adjusted to 4:00 pm  the reception room  
 
Plan B= Cake will need to 
be delivered @ 5:15 pm  

Venue  4:35pm  Guests will make their way towards the  Who is greeting guests 
seats   at the door? 
Family members? 
Planners? 

Officiant  4:40pm  Officiant to announce ​Ceremony will be   

starting soon. The couple has requested 
that you be present in this moment and 
have your phones on silent  

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Officiant  4:45pm  Ceremony begins – walking in order:  WEDDING PARTY 

  1. Groomsmen  SONG = ​Here comes the 
Groom  2. Groom  Sun​ ​by The Beatles 
+ Guys  3. Bridesmaids   
  4. Bride   
Bride +Ladies  BRIDE’S SONG = ​Here, 
there and everywhere 
by The Beatles 

Officiant   4:50 pm  Order of Ceremony:  SONG = ​Baby I love you 

​Bride & ​Groom  1. Opening Message   by The Ramones 
Witnesses  2. Vows    
3. Rings   Venue : Table for 
4. Kiss  signing 
5. Signing of Registry.   Planner:  
Witnesses = Joan Kaila & Matthew  ❏ Make sure table 
Robertson  has linen  
❏ Pens 
 

Planner    Planning team to complete following  Will you have a card 

checks during ceremony:  box? Yes 
❏ Make sure someone from DA   
team is guarding the card box   Who will be responsible 
❏ Let the caterers know as  for gifts & cards? 
ceremony is ½ done to be ready  Reeta’s Mom 
for appies + 
❏ refreshments, etc.  
❏ Ensure catering/serving team has 
refreshments ready to hand to 
bride + groom (and wedding 
party) immediately as they finish 
ceremony 

DJ  5:00 pm  DJ sets up and performs sound-check  Plan A 

 

Décor  5:00 pm  All set-up complete for reception  Plan A 

Caterer  5:00 pm  Make sure appetizers are ready for  Platter Service  
cocktail hour  - Fish Pakora 
- Stuffed Naan 

Bartender  5:00 pm  Make sure bartenders are ready for  Soft Drinks  
cocktail hour   No glass on the dock  

Planner  5:00 pm  Planning team to oversee set-up and  Planners to put one 
  complete following checks:   runner on each table( 
❏ Do a walk-through of the  provided by bride)  
reception space   
❏ Ensure Head Table set-up is  **​Can the table numbers 
perfect   and flowers be placed as 
❏ Ensure reception tables are  well?** 
set-up as per floor plan   

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

❏ Double-check number of chairs 

per table as per floor plan 
 
❏ Check on washrooms Ensure 
vendor’s room is set-up  
❏ Test lighting for dimming, etc. 
Check A/C, heat, etc. 
 

Officiant  5:10 pm  Ceremony Ends.  SONG = ​Crazy little thing 

  Officiant to make announcement about  called love by Queen 
Bride & ​Groom  cocktail hour, etc.   
  Plan B - Ask guests to 
  empty room for change 
over - planners ensure 
room is emptied  

Planner  5:15 pm  Planning team to help with following:   Plan B - Change over  
Venue  ❏ Change over ceremony setup to 
Maharaja Catering  reception set up  
 

Decor  5:15 pm  Decor for reception begins   Plan B  

DJ  5:15 pm  DJ sets up and performs sound-check  Plan B 

 

Venue  5:15 pm  Cocktail hour begins  Plan A = On the Dock  

Bartender   ❏ Bartender to serve.  Plan B = In the Lobby  

Planner  5:20 pm  Take food and beverages for Bride +  Drinks of choice: 
Groom  Wine/Beer/Old Fashion 
 

Bride & ​Groom  5:30 pm  To go take a break & freshen up before   
grand entrance  

Cake  5:30 pm  Cake delivered & Set up  Plan B 

MC   5:45 pm  Sound check and review notes with MC  MC to always check with 
Gurjeev  planner before making 
announcements in case 
there are any last 
minutes changes - 
( ie running late ) 

Planner  5:45 pm  Planning team to help with following:   Plan A  
Planner  ❏ Light candles in reception space 

Caterer  5:45 pm  Have appetizers for table prepared   - Chicken Tikka 
- Veggie Cutlets 
- Paneer Tikka 
(uncut) 
Tea served to table  

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Photo  5:45 pm  Room Reveal of Ballroom + Detailed shots  Plan A 

Bride & ​Groom 

Planner   5:45pm  Go around to ensure guests know where   

Planner  their seats are as per seating chart 

Bartender  5:50 pm  Move to patio for set-up  Plan A - if bartenders 

were on dock they 
should move upstairs 

Decor  6:00 pm  Decor Complete for Reception  Plan B 

Planner  6:00 pm  Review songs with DJ    

Venue  6:00 pm  Cocktail hour ends + Reception doors  Plan A 

open 

Guests  6:05 pm  Guests begin to find their seats  Plan A  

Caterers  6;05 pm  Serve appetizers at the table    

Venue  6:15 pm  Cocktail hour ends + Reception doors open  Plan B 

MC  6:15pm  MC to announce --->​Please take your   

seats 

Planner  6:15pm  Ensure guests are seated for grand  If anyone is at the bar 
  entrance  ask them to take their 
seats. 

Gurjeev  6:20 pm  Check on couple - fluff dress for grand   

Bride & ​Groom  entrance. 

DJ   6:30 pm   MC to announce Grand Entrance  SONG = ​Starlight by

Bride & ​Groom  Muse 

Caterer &​ ​Planner  6:45 pm  Planner to update caterer if dinner will   
be on time.  

MC   7:00 pm  Mc Announces speeches    

 

MC   7:00 pm  MC to announce -->Speeches by Maid of  SONG = _______ 

Maid of Honor &  Honor & Bridesmaids 
Bridesmaids Joan Kaila 
Tanvir Sidhu 
Jamie Sidhu 
Iffat Riasat (toast) 

MC   7:15 pm  MC to announce -->Speeches by Best  SONG = _______ 

Best Men  Men 
Matthew Roberstson 

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Daniel Underwood 
Anthony Brown 

Caterers  7:15 pm  Start setting dinner buffet   

MC   7:25 pm  MC to announce -->Speech by Bride +  SONG = _______ 

Bride & ​Groom  Groom 

  7:30pm  *** Possible slide show *** (<5 mins)   

Photo  7:30 pm  Photo team to capture buffet food set-up   

of buffet once it’s all laid out and ready 

  7:35 pm  MC to announce -->T​he moment you’ve   

  all been waiting for – Dinner! Tonight we 
  will be enjoying a wonderful buffet dinner. 
MC  We kindly ask that you remain seated until 
your table has been notified to head to the 
buffet. The venue staff will come to each 
table to notify you once it’s time for your 
table to head to the buffet, so please 
remain seated and enjoy your 
conversations. 

Caterer  7:35 pm  Dinner   Bar open entire time  

DJ  7:35 pm  DJ to play dinner music   

Planner    Planning team to complete following   

checks during reception:  
❏ Cake cutting set + plate + napkins 
+ forks  
❏ Check on washrooms Check on 
VIPs (families, wedding party, 
❏ etc.) 
❏ Ensure cards/gifts have been 
locked upor given to a family 
member that couple has 
pre-assigned 

DJ   8:10 pm  Planner to cue DJ before Cake Cutting    

Planner 

Photo   8:15 pm   Cake Cutting   Bubbly? Toast? 

Bride & ​Groom      
MC   SONG: ​Simply the best 
BY Tina Turner 

Updated Version as of 05/20/2019

Page 9 of 12  
 
Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Caterer  8:20 pm  Take cake to cut and plate  Pack top tier for couple 

DJ  8:35pm  Planner Cue DJ before First Dance   

Planner 

Photo   8:40 pm  First Dance   SONG: Everything I Do 

Bride & ​Groom   Bryan Adams 
MC    
DJ  ANNOUNCE: 
Halfway - all couples 
join  
 

Guests   8:45 pm  Dancing for all couples    

DJ  
Bride & ​Groom  

DJ  8:50 pm  Dance Floor open    

Photo   8:50 pm  Golden Hour Photos  Couple sneaks out for 
Bride & ​Groom   pictures  
 

Photo  9:00 pm  Photo Time Ends    

Caterer  9:30pm  Dessert served - on buffet table  Cake  

Fresh Fruit 

Planner   10:25 pm     

DJ   Planner to Cue DJ & MC Bouquet Toss 
MC 

MC   10:30 pm  MC to Announce Bouquet Toss  SONG = ​Single Ladies 

DJ   by Beyonce 
Bride 

DJ  10:35 pm  More dancing...   

Planner  11:00am  Couple to decide if they want midnight  Planner to organize  

snack for guests ( Mcdonalds)  Call to give them a 
heads up  
 

Planner  11:30 pm  Pick up Mcdonalds   

Bartender  12:20 am  Last call for bar (bar closes at 12:30 AM)   
MC Announces 

DJ  12:45 am  Music ends   

Updated Version as of 05/20/2019

Page 10 of 12  
 
Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

Décor  1:00 am   Décor take-down begins   

Planner    Planning team to complete following  Pack Items for Couple 

checks at the end of the evening:  ❏ Table runner 
❏ ​Pack food for couple to take home  ❏ Vases  
end of the day   ❏ Flowers 
❏ Hand out tips/gifts/payments for  ❏  
vendors(if applicable) 
❏ Make sure flowers go home with 
couple/families/guests  
❏ Pack of items we set-up for the 
couple  

Planner  3:00 am   Planning team leaves   

 
 
 
 
 
 
KEY DETAILS 
 

Updated Version as of 05/20/2019

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Reeta & Kevin   
Wedding Day Schedule + Details     
June 14, 2019| DRAFT Master     
Venue Name : UBC Boathouse     
_________________________________________________________________________________________________ 

NUMBER OF GUESTS TOTAL = ​_________ 

❏ Adults: __ 
❏ Kids Under 5: __ 
❏ Kids 5-12: __ 
❏ Allergies: __ 
❏ Vendors: __ 
❏ High Chairs: __ 
 
CEREMONY FLOOR PLAN: 
 
 
 
 
 
 
 
CEREMONY RESERVED SEATS: 
 
 
 
 
 
 
 
RECEPTION FLOOR PLAN: 
 
 
 
 
 
 
 
SEATING CHART: 
 

Updated Version as of 05/20/2019

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