Wedding Packet - Cool Springsstorage.cloversites.com/newsongchristianfellowship... · 2. All items...

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

Wedding Packet Information – Cool Springs Campus

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: 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: WORSHIP LEADER: Name: Phone: Cell:

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WORSHIP TEAM AND WHAT THEY PLAY: Name: Instrument: Name: Instrument: Name: Instrument: Name: Instrument: Name: Instrument: AUDIO ENGINEER (to be assigned / approved by Wedding Coordinator): Name: Phone: Cell: FACILITY COORDINATOR (to be assigned /approved by Wedding 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.** PHOTOGRAPHY: Name/Company: Phone: DECORATOR: Name/Company: Phone:

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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.) TURN-AROUND TEAM: (10-12 people are required to turn the Celebration Room around when using it for the reception venue. You can include your ushers in this list, but be sure to make them aware of this assignment.) Designated Point Person: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone: Name: Phone:

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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: 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 COOL SPRINGS Scheduling and Coordination

SCHEDULING For weddings on the New Song Cool Springs Campus, please follow these steps: 1. Contact Mitch Rowe, Wedding Facility Coordinator, at 377-8037 x242. Mitch

will: ! Work with couple to set the date and contact the Facilities Department to

confirm and reserve the date on the church calendar. ! 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. 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).

3. 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

4. 2nd Meeting (approximately 30-60 days before Wedding) During this meeting,

the Wedding Coordinator will: ! Meet the Wedding Facilities Coordinator, Facilities Coordinator and

Technical Arts Coordinator who will also be present ! Review and confirm Wedding Packet ! 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 ! Obtain any background images for slides and coordinating slide verbiage

(must be submitted no less than two weeks prior to Wedding date). ! Wedding Coordinator, Campus Facilities Coordinator and Technical Arts

Coordinator will complete the appropriate forms ! Schedule a Ceremony meeting with the Officiating Pastor

5. 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

6. 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

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

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

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NEW SONG COOL SPRINGS General Policies and Information

1. New Song does not provide any wedding items (i.e. candelabras, aisle

runner, reception items, decorations, candles, etc.). New Song does provide the following Communion/Unity Candle Elements:

" 4-foot table for platform " Black table cloth " Grape juice & crackers " Unity candle holder & candles " Goblet, communion plate, & lighters

2. All items used in your wedding must be picked up immediately following

reception. After the wedding, rental items only may be moved to the Living Room until Monday. The Wedding Coordinator will have to arrange for a facility person to come and open the building for pick up.

3. No real candles are to be used with the exception of unity candles. All other

candles must be mechanical candles. These are available from anyone that rents candelabras.

4. Use of New Song Decorations are not allowed unless you use a New Song

Decorator. Use of New Song’s tablecloths are permitted when using a New Song Decorator; however, a $75 cleaning fee will be charged.

5. All decoration items and products must be approved by Wedding Facilities

and the Campus Facilities Coordinators. (Absolutely no paint, spray adhesives or duct tape may be used.)

6. Set-up and Tear down of any special furniture or wedding fixtures is the

responsibility of the wedding party. 7. All Ceremony Decorations must be down 2 hour after reception. Reception

Decorations must be down 1 hour after reception. 8. Due to Foursquare bi-laws, we are not able to allow alcohol on any New

Song Campus 9. Use of New Song’s Kitchen is not allowed unless you use New Song’s Caterer. 10. The Wedding Coordinator must approve items to be thrown as the couple

departs (items such as bird seed, flower petals, and rice are not allowed). 11. All rooms used by the wedding party are to be left in the condition they were

found. The wedding party is responsible for providing their own clean up teams.

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12. 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 • Securing tech and facility personnel • Receiving and disbursement of monies for all paid personnel • Overseeing the Wedding Rehearsal • Providing & setting up Communion elements • Overseeing the Wedding Ceremony (Processional/Recessional) • Arriving 3 hours before wedding begins and overseeing the flow of your

day to keep everyone on schedule • Assisting the Officiating Pastor with wedding details

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

special arrangements have been made: • Set-up of any special fixtures • 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

14. The New Song Facility Coordinator will assist you with the following:

• Set up of 4-foot table & black tablecloth for communion • Set up for Rehearsal • Arrive 1 hour prior to ceremony start time • Oversee transition from ceremony to reception (Wedding party is

responsible for providing a transition team) • Oversee clean up (Wedding Party is responsible for providing clean up

teams) • Work with Family members to see that Wedding gifts are taken care of • Make sure Worship Center & Learning Center are ready for Sunday

morning • All teams must check out with Wedding Facilities Coordinator before

leaving.

15. The New Song Audio Engineer will assist you with the following: • Arrive 30 minutes prior to Rehearsal for set up, take notes during Rehearsal,

test CD’s, mics, etc. as needed • Arrive early day of Wedding Day • Performs all audio needs on Wedding Day • Records the ceremony on CD • Additional fees include: Projection Tech to run DVD/video media and

PowerPoint, engineering an extra full band or jazz band for receptions, setting up audio feed for videographer and channels for DJ

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NEW SONG COOL SPRINGS Pricing Schedule

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)

# Facility Coordinator* $100

# Lighting Designer** $100

# Audio Engineer (rehearsal/ceremony only) $150

# Cleaning/set up for Rehearsal $75

# Cleaning/set up for Ceremony $150

# Cleaning/set up for Reception* $150

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

*Note: Wedding Receptions taking place in the Celebration Room must pay the following additional fees in addition to the above fees:

# Facility Coordinator $50

# Cleaning/set up for Reception $150 **Note: New Song is currently unable to make special lighting elements during the Ceremony/Reception. Couples who would like to have special lighting of any kind will need to hire a lighting designer with their own lights and mechanics. Additional Note: Use of New Song’s tablecloths are permitted when using a New Song Decorator; however, a $75 cleaning fee will be charged.

# Tablecloth Cleaning Fee $75

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

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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 as a result of the use of New Song Christian Fellowship. Signature: _________________________________________________ Date: ____________

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NEW SONG COOL SPRINGS

Sample Wedding Schedule

Friday Decorate Cell Room and Foyer 4:00 Wedding Coordinator begins Rehearsal 4:15 Wedding Coordinator welcomes and prays 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 New Song ready 9:45 Flowers Distributed 10:00 Girls pictures 11:00 Guys pictures 12:15 Begin Ushering 12:30 Candles turned on 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 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 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

PARKING ATTENDANT LEADParking AttendantParking AttendantParking AttendantParking AttendantHEAD USHERUsher Usher Usher Usher Usher Usher Usher Usher AUDIO ENGINEERPROJECTION TECHWORSHIP LEADERWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleWorship Team Member/RoleFLORISTTURN-AROUND/FACILITY LEAD (If Needed)Turn-Around HelperTurn-Around HelperTurn-Around HelperTurn-Around HelperTurn-Around HelperTurn-Around HelperTurn-Around HelperRECEPTION EMCEECAKE MAKERCake - cutting/servingCake - cutting/servingCake - cutting/servingCake - picking up or deliveringCATERERDRINK ATTENDANTDrink Attendant Asst (If Needed)FOOD CLEAN UP COORDINATORFood Clean Up Asst (If Needed)Food Clean Up Helper (If Needed)Food Clean Up Helper (If Needed)DÉCOR COORDINATORDécor AsstDécor HelperDécor HelperDécor HelperDécor HelperDécor HelperDécor HelperDécor HelperDécor Helper

Roles & Responsibilities Worksheet

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