The Final Month!

You're almost there! The countdown is getting serious! The wedding has been a long time coming, but now it's coming into focus. We know you're excited and probably a little nervous, possibly stressed, and doing a lot of preparations. As we get closer to your date, there may be more and more to prepare, but keep in mind the reason for the day and delegate tasks when you can. If your project list is a mile long, it's fine to cut a few items. Make a list of the most important to the least. Your guests want to see you, interact with other guests, and have a relaxing time. They're looking forward to it!

In regards to Ty's, what's coming up?

• This guide and email is our one-month follow-up! Send us any questions you may have.

• We will be scheduling our final phone call conversation 10-11 days before the wedding. During this time, we will go over your wedding timeline, guest count, tentative setup schedule, and every service in detail.

• If you have a need for additional services, let us know ASAP to see if we can accommodate your request.

• After our final phone call meeting, we will send an updated invoice. The final payment is due by the Tuesday before the wedding.

• During the week of the wedding, we will update you midweek with any changes in setup due to weather or our schedule.

• Tent set up typically takes place two days before the wedding.

• The restroom trailer will arrive the day of the wedding along with a few other services and staff.

• Depending on our schedule, we may clean up a few items the day after the wedding, but most of the clean-up will likely be two days after. If the weather interferes, the tent may come down on the Tuesday after your wedding.

Communication:

We're happy to answer any and all questions you may have. During our busy season (May-October), we're not in the office that often. Our weekly schedule may go something like this: Thursday tent setups, Friday additional setup of equipment, Saturday serving, Sunday afternoon slight cleanup if needed, Monday tent tear down, Tuesday-Wednesday cleaning and preparations. Typically we try to respond quickly, but if we're putting up a tent or serving a wedding, it could be a day or two before we're able to respond.

Poor weather:

We don't want to dwell on worst-case scenarios. Create a few different plans so that all activities work well no matter the weather. Ask us as well.

Tips/reminders:

• Consider extra tables you may need for displays.

• Put someone in charge of decisions on the day and delegate tasks. Create a timeline with to-do items to make the process smoother.

• Finish your ceremony timeline now before you get too busy. The same goes for your playlist.

• If you need ice, skip the coolers. Purchase bags in the early afternoon, and place them right on the ground for storage. Then cover with a blanket to keep cool. 200-600lbs on average is what's needed.

• The wedding party and family need details. Create a timeline for them.

• Put someone in charge of your phone so that all the random messages or phone calls can be answered on the wedding day.

• Have a rehearsal as a couple before the rehearsal. This is huge and will iron out the details before everyone is there goofing off and giving opinions.

• Complete all projects by Wednesday including property improvements.

• Consider late-night snacks if you would like guests to stay longer.

• Don't forget plenty of water for guests. (before and after the ceremony) Having water bottle stations with pop around the reception area makes it easy for guests to grab a drink.

• Walk the property at night to determine outdoor lighting needs and obstacles for guests.

• Put two or three people in charge of parking. Otherwise, guests may go where they wish. We also offer a parking package with cones and attendants.

• Put all of your decor or supplies in totes/boxes with a number on them. Create a master list with all the box numbers and what's in each. Then it's easy for your delegated team to set up and take down for you and be able to find everything.

FAQ

• How should we prepare the lawn? Cut like normal and perform the final mowing the day before the tent install. If you have a bagging system for the mower use it as grass clumps can stick to guests shoes. It's better to have longer grass under the tent so cutting the day prior to installation is all you need. If you feel a need to cut the other grass again, just know we don't allow cutting under and around the tent as it will damage the tent and create quite a bit of dust on all materials. Excessive watering can make the ground too soft so stop all watering on Tuesday.

• When will the utility locate arrive? They could come Monday-Wednesday and will locate the main electric and gas lines installed by utility companies. They may place flags and paint the grass a bit. If you're moving after this please put the flags back where they were. If there are private utilities please contact us so we can schedule a private locate company.

• What does the restroom trailer need? Two separate 15/amp outlets meaning power comes from separate breakers in the box and nothing else is plugged in. H20 to fill up the internal tank. We bring 200' of hose which is typically plenty. If the restroom is parked farther than 200' we will need a few of your hoses.

• Do I need to cut trees? Yes, some of our vehicles are 13' 6" high and over 8' wide. If we are not able to make it to the location there will be extensive delays. The restroom trailer is also tall but can't touch trees otherwise damage will take place.

• When will everything arrive? We will go over this during our final phone call meeting. The large tents are typically two days prior or three if poor weather. The restroom arrives the day of the wedding and our arrival time is dynamic depending on the weather and other duties. It will be ready to go a few hours before the ceremony.

• Should we put our dogs inside while you're on the property? We love dogs but it would be best to keep them contained. The main reason is because they're protective of your property and may get in the way. We're on their turf and they may get uneasy about the situation.

Possible add-ons:

• Up lighting is similar to spotlights but larger and can go outside illuminating a tree or structure or creating a walking path in a color you choose.

• Smaller 20'x20' tent. Super helpful for the food, the bar, or displays or as a staging area.

• Vendor Coordinator. If you would like us to direct your hired vendors, please reach out.

• High-top tables are great for casual conversation while eating and drinking.

• Fans

• Real dinnerware and water service.

• Trash clean-up hosts with trash bins.

• Quiet generators

• VIP golf cart service for the grandparents

• Rustic wood head table

• Shuttle van

• Cross back chairs for the reception

• Coffee bar to go with the desserts

Reception Layout:

A few pointers we would suggest is to start with where the wedding party is sitting. Where is the sun setting that day? What would you like as a backdrop to the wedding party? Once that's set, the tables flow from there. The dance floor could be under the wedding party for an easy transition, or if you have plenty of space, the dance floor can be on its own.

If you plan to have a bar, put that in a location that's away from the head table and doesn't get in the way of guests moving freely in and out of the tent. The catering team may be under the tent to serve or outside. The caterer, the bartender, and the DJ will have supplies and equipment. Below is an example of a 40'x80' tent. If you need help with the logistics let us know.

Have a great day! We're looking forward to serving!