wedding packet information – off-site...

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316 Southgate Court | Brentwood, TN 37027 | PH: 615.377.8037 | FX: 615.661.0928

Wedding Packet Information – Off-Site Weddings

Please begin filling out the following and bring to your first meeting with Wedding Coordinator. There will be no changes 30 days prior to wedding!

This packet contains the following applications & information: • Wedding Coordination Information • Bride’s Information • Groom’s Information • New Song Christian Fellowship Policies & Procedures and Pricing Schedule • Example of Wedding Schedule (Rehearsal & Wedding) Bride’s Name: Groom’s Name: Officiating Minister Name: Pre-marital Mentors: Wedding Date: Rehearsal Date: Bride & Groom Contact Information After Wedding: Address: Phone:

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BRIDE’S INFORMATION Name: Age: Address: Home Phone: Cell Phone: E-mail Address:

FAMILY FATHER Name: Address: Home Phone: Cell Phone: Will your father be walking you down the aisle? !Yes ! No If not, who will walk you down the aisle? MOTHER: Name: Address: Home Phone: Cell Phone: PATERNAL GRANDPARENTS: Name(s): MATERNAL GRANDPARENTS: Name(s): OTHER: Name(S):

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BRIDE’S ATTENDANTS MATRON/MAID OF HONOR: Name: BRIDESMAIDS: Name: Name: Name: Name: Name: Name: Name: Name: JUNIOR BRIDESMAID(s): Name: Age: FLOWER GIRL(s): Name: Age:

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GROOM’S INFORMATION Name: Age: Address: Home Phone: Cell Phone: E-mail Address:

FAMILY FATHER Name: Address: Home Phone: Cell Phone: MOTHER: Name: Address: Home Phone: Cell Phone: PATERNAL GRANDPARENTS: Name(s): MATERNAL GRANDPARENTS: Name(s): OTHER: Name(S):

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GROOM’S ATTENDANTS BEST MAN: Name: GROOMSMEN: Name: Name: Name: Name: Name: Name: Name: Name: RING BEARER: Name: Age: USHERS: Name: Name: Name: Name: Name: Name: Name:

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NEW SONG COOL SPRINGS Wedding Coordination & Contact Information

WEDDING DATE: SETUP TIME: START TIME: FINISH TIME: WEDDING LOCATION: Venue Name: Address: Phone Number: Contact: REHEARSAL DATE: SETUP TIME: START TIME: FINISH TIME: NUMBER OF GUESTS EXPECTED: WEDDING COLORS: OFFICIATING MINISTER: Name: Phone: Cell: PRE-MARITAL MENTORS: Name: Phone: Cell:

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WORSHIP LEADER: Name: Phone: Cell: WORSHIP TEAM AND WHAT THEY PLAY: Name: Instrument: Name: Instrument: Name: Instrument: Name: Instrument: Name: Instrument: AUDIO ENGINEER: Name: Phone: Cell: TECHNICAL COORDINATOR: Name: Phone: Cell: PROGRAMs: Point Person: Phone: Printing Company: Phone: **NOTE: New Song Wedding Coordinator must review & approve the draft of program before going to print.**

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PHOTOGRAPHY: Name/Company: Phone: DECORATOR: Name/Company: Phone: FLORIST: Name/Company: Phone: BAKERY (WEDDING CAKE): Name/Company: Phone: RECEPTION COORDINATOR (if requested): Name: Phone: TRANSPORTATION (leaving your wedding): Name/Company: Phone: POST-RECEPTION ITEMS THROWN UPON COUPLE’S DEPARTURE: (Must be approved by Wedding Coor.) CLEAN-UP CREW: (All clean-up crews must check out with Facility Coordinator before leaving the campus.) Designated Point Person: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: RESPONSIBLE FOR GIFTS AFTER WEDDING: Name(s): Phone:

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RESPONSIBLE FOR BRIDE & GROOM’S BELONGINGS AFTER WEDDING: Name(s): Phone: RENTAL ITEMS: Designated Point Person: Phone: **This person will be responsible for making sure the items make it to the wedding and are collected immediately following the wedding.** Rental Company Name: Phone: Drop of Date and Time: Pickup Date & Time: Items: Rental Company Name: Phone: Drop of Date and Time: Pickup Date & Time: Items:

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NEW SONG NASHVILLE Scheduling and Coordination – Off Site Weddings

SCHEDULING For off site weddings using a New Song pastor, please follow these steps: 1. Contact Mitch Rowe, Wedding Facility Coordinator, at 377-8037 x242. Mitch

will: ! Work with couple to set the date. ! Contact the Officiating Pastor to confirm wedding date is a go. **Please

note that the date is not secure until you hear confirmation back from Mitch. Please allow 14 days.**

! Connect couple with pre-marital mentors (if not already assigned). ! Connect couple with the Wedding Coordinator once the date is

confirmed. Notes Regarding Dates & Times: Wedding Rehearsals: ! Wedding rehearsals generally take place in the Celebration Room the

day before the wedding and need to end by 5:00p.m. ! Wedding rehearsal dinners are accommodated in the Community

Room based on availability of facilities. Friday Weddings: ! Friday evening ceremonies and receptions are accommodated based

on availability of facilities. Saturday Weddings: ! Saturday ceremonies take place in the Celebration Room and must

begin no later than 1:00p.m, unless the reception is happening off-site. If the reception is happening off-site, the ceremony can begin at 2:00p.m.

! Saturday receptions in the Community Room can begin any time, but must end no later than 4:00p.m.

! Saturday receptions in the Celebration Room can begin any time, but must end no later than 7:00p.m.

Sunday Weddings: ! Sunday afternoon/evening ceremonies and receptions are

accommodated based on availability of facilities. ! Due to facility restrictions, Sunday weddings will require modifications

to set up, décor, catering, and tech/band equipment availability.

**We are unable to provide childcare for wedding events. **If couple is interested in other date and time options, the Wedding

Coordinator will check for additional availability at New Song Woodbine.

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2. Obtain a copy of the Ceremony & Reception Venue(s) Agreement(s) and Policies. You will need to provide a copy of these documents to the Wedding Coordinator at your first meeting.

3. Wedding Coordinator will contact you and set up your first meeting.

NOTE: Use of New Song’s Wedding Coordinator IS REQUIRED for all weddings taking place on a New Song Campus or when using a member of their Pastoral Staff (unless there is a Wedding Coordinator that comes with the facility chosen).

4. 1st meeting (approximately 90 days before Wedding) During this meeting,

the Wedding Coordinator will: ! Review the information in your Wedding Packet with the two of you ! Discuss the Wedding Timeline ! Discuss application process for Marriage License. ! Begin putting together an Order Of Service ! Discuss any questions you may have ! Schedule a 2nd meeting

5. 2nd Meeting (approximately 30-60 days before Wedding) During this meeting,

the Wedding Coordinator will: ! Review your Wedding Timeline ! Review the Processional/Recessional ! Complete the Seating Chart ! Confirm the set-up plans for Rehearsal, Rehearsal Dinner, Ceremony and

Reception ! Review and confirm set-up and tear-down teams and time requirements ! Schedule a Ceremony meeting with the Officiating Pastor

6. 3rd meeting – the Ceremony Meeting (approximately 30 days before

Wedding) During this meeting, the Officiating Pastor & Wedding Coordinator will: ! Discuss the details of the ceremony ! Lay out the final Order of Service ! Review the 1st draft of ceremony program (Please bring a printed copy to

meeting for the Wedding Coordinator to review and approve) ! Review the seating chart ! Discuss the writing of wedding vows

7. 4th meeting – Phone Conversation - (approximately 1 week before Wedding)

During this phone meeting, the Wedding Coordinator will: ! Give you final reminders ! Review and approve any last minute details

8. Rehearsal ! Please make sure to bring the following to the Wedding Coordinator:

" Vows (typed or e-mailed ahead of time) " Marriage license " Checks to be distributed to paid personnel

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NEW SONG NASHVILLE General Policies and Information – Off Site Weddings

1. New Song does not provide any wedding items or decorations (i.e.

candelabras, aisle runner, reception items, decorations, candles, etc.). 2. The New Song Wedding Coordinator will assist you with the following:

• Scheduling pre-Wedding meetings • Helping you put together the Order Of Service and Timeline of your

wedding day • Receiving and disbursement of monies for all paid personnel • Overseeing the Wedding Rehearsal • Overseeing the Wedding Ceremony (Processional/Recessional) • Assisting in the timely flow of your Wedding Day • Assisting the Officiating Pastor with wedding details

3. The New Song Wedding Coordinator is not responsible for the following unless

special arrangements have been made: • Set-up of any special fixtures or decor • Scheduling of band members or practices • Cleaning up the facility after ceremony/reception • Overseeing/Coordinating the reception (unless prior arrangements have

been made) • Assisting the Photographer and/or Decorator • Handling of the Flowers/ Corsages or Boutonnières • Returning or storing of any rental items

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NEW SONG NASHVILLE Pricing Schedule – Off Site Weddings

A couple planning their wedding on the New Song Cool Springs Campus can expect the following expenses for their budget:

# Wedding Coordinator (Includes Rehearsal & Ceremony) $300

(Available to coordinate reception for additional fee)

# Suggested donation for Officiating Pastor $200 minimum - no gift cards please

Please have all checks ready and given to the Wedding Coordinator by the Rehearsal Dinner. The Wedding Coordinator will give you a list of names to make your checks out to one week prior to the Rehearsal Dinner. I have read the wedding policy of New Song Christian Fellowship that has been provided to me and I understand and accept all expectations and regulations listed in it. All wedding participants will be informed of the policies pertaining to them, including the photographer, florist and decorator. Any infractions by any member of the wedding party will result in additional charges to me as outlined in the policy or as determined by the church administration. New Song Christian Fellowship is hereby released and discharged from any liability for injuries to persons or losses or damages to personal property incurred by the wedding party and/or guests. The wedding party further indemnifies, saves, and holds harmless New Song Christian Fellowship, it’s officers, directors, agents, employees, and representatives from any liability to third persons, that may be incurred throughout the Wedding Rehearsal, Ceremony or Reception. Signature: _________________________________________________ Date: ____________

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NEW SONG COOL SPRINGS

Sample Wedding Schedule

Friday 4:00 Wedding Coordinator begins rehearsal, welcomes and prays 4:15 Couple introduces family present and Wedding Party 4:25 Wedding Coordinator explains process of the evening

- Place couples - Discuss standing positions and movement - Discuss walking in and out (with moms and dads) - Walk through (timing, music)

4:40 Begin walk through of ceremony with Officiating Pastor 5:00 Discuss time for Saturday and directions for dinner 5:30 Rehearsal Dinner Begins Ceremony 9:00 Musicians Sound Check (1 hour to rehearse) 9:30 Bride and Bridesmaids ready 9:30 Groomsmen arrive at venue ready 9:45 Flowers Distributed 10:00 Girls pictures 11:00 Guys pictures 12:15 Begin Ushering 12:30 Candles lit 12:45 Grandmothers enter 12:50 Mothers enter & light candles on unity table 1:00 Music begins for wedding party

Bride enters 2:30 Ceremony Ends 2:30-3:00 Pictures with wedding party/family (unless photos taken prior to

ceremony) Reception 2:30-3:00 Band or CD begins as people arrive 2:30 Begin serving food 2:45 Wedding Party and Bride and Groom introduced 3:00 Begin dances

Couple mingles 3:15 Cut cake(s) 3:20 Toast 3:40 Dancing/Music Continues 3:55 Bride and Groom prepare to leave 4:00 Bride and Groom leave

316 Southgate Court | Brentwood, TN 37027 | PH: 615.377.8037 | FX: 615.661.0928

Role Name Phone Number Email Wedding Day Arrival Time

Wedding CoordinatorFacility CoordinatorReception Coordinator

BrideGroom

OFFICIATING PASTORPRE-MARITAL MENTORS

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Roles & Responsibilities Worksheet

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