Monday morning we had a planning call to talk through the specifics. Most of the guests were traveling (read: flying) and bought tickets as soon as they were told of the date! It was a few more people than they were expecting which shifted the guest count from 20 to 65.

They wanted to do the ceremony on a pedestrian bridge in SouthWest Austin. Jon had proposed to Caitlin on a bridge, and bridges were something they both enjoyed. We discussed the needs shifting due to the guest count and made some plans!

Because the guest count was higher, we upgraded to the rooftop space at Eberly which could easily accommodate 65 guests. Then she signed the contract locking in our venue and catering (so glad to have them on board!)

Next, she booked the transportation. In college, they used to have Fly Rides drive them around the town with a cooler of beer and they knew that would be a fun experience for their guests and since we had 2 locations involved, transportation was essential! The bus was arranged to pick up guests at the hotel block, to the ceremony site and to the reception and back again!

On Tuesday we talked to our photographers. They chose one that was in for the challenge! Jenna with Creatrix Photography did an absolutely fabulous job planning with us and making sure we were able to capture everything!

Wednesday brought us to Hair & Makeup Pros! We talked to All Dolled Up and they were available for the full crew of hair and makeup that we wanted to host!

On Thursday – we saw it all! We went to Eberly to select the menu, tour the space, show Jenna with Creatrix Photography the plan so we can make sure to lay out the room well for photos and rain plan (always planning that just in case).

Then we went to the ceremony space to plan out the transportation drop off. Because they were using a public space, we couldn’t just block it off and command everything. We started calling the ceremony a flash mob and made plans to operate as such. The groom would arrive first with his guys and the bus would arrive next and drop off all the guests and then stage in a separate location with a callback time to pick up the guests. Once all the guests were in place, the bride and her crew would arrive. Her ladies went ahead and took their spots and Caitlin would wait in the car until it was time to walk down the aisle … pedestrian bridge.

With a new floor plan concept and all the details in mind, we arranged our rental order with Premiere Event Rentals to take care of chairs, tables, linens, glassware and setup. We arranged for delivery to take place around the brunch that the venue hosted so they could easily get in and out to get to the rooftop venue.

We also started our floral order / concept. While we had already been in discussion with our florist, we knew we had to nail down some floor planning before we knew how many and what style of arrangements we needed to get.

Caitlin got her hair & makeup trial to make sure she defined her look for the big day!

With just a week to go, we had booked all of our vendors, so our job was to finalize questions, make sure the guest count was accurate per the venue, distribute the latest information and wait until the big day!