Running Order on your Wedding Day, Venue set-up and Weddinng Day Schedule - Weddings in Wales at Craig y Nos Castle

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Running Order on your Wedding Day, Venue set-up and Weddinng Day Schedule

Plan The Day > Planning your Wedding Day
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Forms & Templates
4. Running Order
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Running Order of the Day - Timings, Furnishings and Day Plan

At the Event Finalise meeting which takes place 30 - 40 days before your Wedding Day, we will need your timings and Day Plan and where you want everything to go, when and where, in some detail.


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Running Order - Explained
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This is where all your requirements for each room are carefuly documented. Most of the finishing touches and fine decorative work will be done by your Table Decor Suppliers (we recommend Centre of Attention, Brecon)  and / or you.

The initial room set-up (positioning of tables and chairs, linen requirements for the table cloths, table plan layout in the Conservatory, the theatre ceremony room seating layout, chaircovers, thrones and stage set-up, the Nicolini Lounge welcome drinks set-up etc) will be down to us.

While some of these 'Running Orders' are very detailed (as per the example below, depending how detailed your specific plans are), some of the instructions are tasks we have to do and some are applicable to the Wedding Couple, being things you intend to do.

Other tasks will be for your Wedding Suppliers to do.

We need to know what you are planning and what you require of us, yourself and other suppliers, down to the most accurate detail, and we will specify on the Running Order who is doing what.

To help you in planning all this, we recommend you read the Set Up by Suppliers page here.

It is also recommended, in planning your Running Order that you also study the following sections of the Wedding Planner:

(i) Decide whether to appoint a Wedding Day Organiser - which may mean having a Toastmaster or a deputy to assist. Our in-house Wedding Planner will assist in this function throughout the day if you have not appointed anyone specific, but it is worth reading what an 'Organiser' is responsible for.

(ii) Study the Suppliers by Category Planner page, to check if there are any categories of Supplier you might have missed, or supplier services you might wish to add for your Wedding Day. Many of these are of course optional and will add to the cost. It is for you to decide which additional services to hire, if any. This page should be read if only to ensure you have covered all the elements of service support you may need.

(iii) Study your Schedule for the Wedding Day and armed with this comprehensive list of all the elements of your day, and looking also at the examples above and below, commence work on your timings for each element. The Wedding Day can be divided into a number of segments:

(a)   Set-Up by the Suppliers - either the night before (in Conservatory) between 10pm and midnight, once room vacated, or early on the day in the case of table decor by suppliers, and in the afternoon during the Wedding Breakfast, in the case of the DJ for the Evening Party.

(b)   The Ceremony - typically around 12.00 to 2.00 pm. Note that the Ceremony occurs prior to guests booking in to their rooms, as booking in time is 3 pm, no earlier, to allow rooms to be cleaned. We have changing facilities in our sports room.  The Ceremony will last about 30 minutes. See Wedding Ceremony Prelude, Processional, Ceremony and Recessional here.

(c)   The Welcome Drinks - immediately after the Ceremony, served in the Nicolini lounge for most weddings, though on sunny days the Garden or Courtyard has been used as an alternative. Guests will now be getting hungry, and it is still 2 hours until you sit down for your Wedding Breakfast. Consider including Canapes with the welcome drinks to stave off guests' hunger.

(d)   The Photographs - this is now a serious part of the day for your photographer who will want to capture the best shots. You need to allow two hours between the Ceremony finishing and the Wedding Breakfast starting for photographs.

Your photographer will need help from your appointed Wedding Day Organiser to shepherd guests away from the bar area and various rooms where they will be chatting, to be photographed in various locations inside and outside the castle, in the Courtyard, and in the theatre gardens with the backdrop of the Brecon Beacons National Park, or even, in the Country Park itself (you and close family or you and the groom alone) for lakeside shots and woodland shots in the lower gardens / Country Park boating lake.

(e)   The Wedding Breakfast - Allow a minimum of two and a half hours for this, going on three hours, with Speeches/ Toasts - see order of speeches here.

(f)    Evening Entertainment - Should commence after an 'interval period' of an hour or so after the Wedding Breakfast ends, to allow guests to freshen up in their rooms, or catch up chatting to other acquaintances friends and relatives whom they were not seated next to, at the Wedding Breakfast itself.


(g)   Evening Buffet - Should go out around two and a half hours to three hours after the Wedding Breakfast ends, to allow guests to build up an appetite and to avoid food wastage. The recommended interval of around 3 hours can be shortened down to two hours if you have a large contingent of evening extras arriving (they will arrive hungry, unlike the by now very content Wedding Day Guests).

(h)   Coaches collect non-residents - Transport should be laid on if having a large evening contingent, rather than risk drink-drive. However our Wedding Packages generally encourage high accommodation use, so the Party lasts long into the night and people can relax and enjoy themselves because they do not have to worry about driving home late at night.

It is generally better with any 'destination wedding venue' - which we are - to invite everyone for the whole day, rather than expect evening only guests to make a long journey to somewhere which is not local to any town and to which guests will have to travel some distance to get to.
While we will help you set up a lot of elements of your wedding, where extra work is required and any extra staffing has to be laid on, there may be a small service charge. Also, as we are now recommending Brecon based table decor company 'Centre of Attention', much of your table decor will be taken care of for you, if you elect to use our recommended supplier.

Finally, it is recommended you appoint a few 'helpers' of your own, who can help look after the decor elements you are responsible for, and to help ensure any suppliers you have appointed to do work on your behalf, do as you have planned.

You as the Wedding Couple certainly do not want to be chasing Suppliers and organising things on your Wedding Day. Much of this general management of the Wedding Day will be taken care of for you by the Castle's Wedding Planner of course, but appointing your own Wedding Day Organiser is also a good idea.

In the old days your helpers would be the Best Man and Ushers, but this tradition has died out and, indeed, most Best Men are completely unfamiliar with such duties.

Traditionally weddings would appoint a Toastmaster, though this seems to be falling out of fashion too, sadly. I have always believed a Toastmaster familar with the venue really adds to the sense of occasion and of course, they are experienced in seeing things that need doing on your Wedding Day.

A Toastmaster helps with meeting and greeting guests, giving a good first impression, and helps with directing guests to various locations, rooms and facilities around the Castle. They also help muster everyone together for the Wedding Photographs, a task which is not easy when guests are mingling with each other, deep in conversation, around the bar.

A Toastmaster also assists any Suppliers with setting up at the Venue and with the Wedding Day Schedule.

In the absence of a Toastmaster, most of the above duties fall to the Castle's Wedding Planner, though they will not be exclusively meeting and greeting and directing your guests in the same comprehensive manner as a Toastmaster will.

In the example below, you will see how we have identified who does what task - e.g. us, you, or your supplier.

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Sample Running Orders & Wedding Day Planner
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You can download a sample Running of the Day/Event Finalisation Document in Word here or as a PDF here
Why not download your own blank versions so you have a headstart in ideas for your day - in Word or as a PDF

Here is one example of a typical Wedding Client's Running Order and Day Plan.

Another example follows below this one.

Wedding Day – Tuesday xx/xx/2018

Guest Numbers:
Day guests – 40 adults and 10 children (children still to be confirmed)
Evening guests – 80 guests

Banqueting Room Set-Up by Bride and Suppliers:
Bride said she might stay the night before. Agreed as there is no wedding the day before they could either set up the night before, or on the morning of the wedding from 8am.

Timings of the day:
Ceremony – 2:00 pm
Welcome Drinks – 2:30 pm
Photographs - 2.30-3.45 pm
Speeches – 4:00 pm before food (allow up to 30 mins for speeches, might be less, before commencing service)
Wedding Breakfast – 4:30pm
Waitresses Serve First Course - 4.30 pm
Cake cutting 6.00 pm – With speeches
Evening reception commences – 7:00pm
Conservatory Vacated fully - 7.30 pm
Buffet Served in Function Room – 8:30pm

Welcome drinks:
Peroni and Prosecco, maybe more Prosecco than Peroni but still TBC. 10 Orange Juices for kids.

Wedding Breakfast Drinks:
Wine on Tabes – As per Drinks Package
Toast drinks – As per Drinks Package

Linen Colour:
White

Menu Choices and Numbers of each course:
Haven’t sent invites out yet, so I told them to add the food choices on to the invites and send them ASAP.

Wedding Cake:
Using as 3rd course. 3 Tiers (1 will be a dairy free) anything that’s left after 3rd course, cut and put out with the evening buffet.

Evening buffet:
Standard 6 item buffet - awaiting choices of the 6 items.
Numbers: 60 guests (invited 80 but no-show rate estimated at 20).

Theatre Instructions - Decor & Furnishing, Floor and Seating Style:
Ballroom style
Floor flat
Chair covers to stay on.
Gold thrones - removed.
Music: Confirmed they need a CD with 4 songs, we provide the CD player and someone to play it - test CD plays OK before Ceremony.

Conservatory Instructions - Decor & Furnishing, Tables & Seating Plan:
5 round tables and a top table.
Cake to go on the bureau table.
2 extra tables against the window on the left as come down the stairs. One for sweets and one to put a frame on that they are attaching photos to from a polaroid camera. They want this then to be removed before the evening.

Nici Lounge – Decor & Furnishing:
Putting a card box by the window.
Welcome drinks - display on oak chest.

Evening function - Decor & Furnishing:
Pure DJ.



Sample Wedding Couple Running Order (a 2018 wedding)

Client: xxxxxxxx
Package – MWP
Wedding Date:  xx/xx/2018
Numbers – 85 Day (11 Children & 74 Adults)
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THEATRE
CEREMONY – Theatre 2:00 PM Theatre Style
NO COA FLOWERS!
HARPIST ON STAGE.
BEHIND THE THRONES ARCH OF FLOWERS BY XXXXXXX AND SUPPLIER RF ALSO PROVIDING FLOWERS FOR THE PILLARS

XXXXX (DOG) PART OF THE CEREMONY CARRYING THE RINGS TO THE COUPLE.

Lanterns on Sills & Lanterns on Floor Leading Down the Red Carpet (Provided by Couple)
White & Silver Petals From Start Of Chairs To Stage (Provided By Couple)

85 (CYN) Covered Chairs & One for Harpist On The Stage.
Registrar Table With Both Mum & Nan Candles On. (Arch Behind This Table)

Order Of Day on Every Chair. (Provided and placed By Couple)
END OF SERVICE EXIT OUTSIDE FIRE EXIT TO THE ARCH FOR PHOTOS AND RELEASING OF DOVES.
TIME OF PHOTOS: 2:30PM

NICOLINI
WELCOME DRINKS: 2:30 PM (AFTER CEREMONY) (BAY WINDOW)
• 74 PROSECCO
• 10 ORANGE JUICE
to be served in Nicolini Lounge in a circle going around the Chocolate & Strawberry stand (NO INTIALS ON GLASS ARRANGEMENT)

CYN TO PUT ROUND TABLE & CLOTH FOR Chocolate Stand (FOH PLEASE NOTE)

Welcome to our Wedding sign, Card box, Heart comments puzzle, All on WOOD CHEST with Silver Table Cloth in The Nicolini Lounge (Provided by Couple) FOH NOTE

Table Plan on Easel as You Walk Through the Door & Party Pics on Another Easel Also by Door (CYN to place Easel with Table Plan, Bride to position Party Pics)

CONSERVATORY
WEDDING BREAKFAST SERVED IN CONSERVATORY: 4:20PM
TABLE 1 HIGHCHAIR

MENU CHOICES:
SOUP & PATE STARTERS
BEEF & LAMB MAINS WITH 1 CHICKEN MAIN (PLAIN NO SAUCE PLAIN)
CHEESECAKE & FUDGE BROWNIE.
WINE ON TABLES – 9 Red, 9 Rose, 9 White – 1 of each per table.
Corkage paid for 2 Bottles of Moet. LABELS TO BE PROVIDED BY COUPLE BUT CYN TO PUT LABELS ON!

LINEN
WHITE LINEN TABLE CLOTHS & 'SHARD' NAPKINS.

TABLE DECOR
CYN PROVIDE CANDLELABRAS
RHIAN FRANCES TO COVER CHAIRS, DECORATE AND TABLES!

FUNCTION ROOM
Every Other Row Will Have Cloud Balloons on Them & Every Other Mirror Plates with Lanterns On, Silver & White Petals & Crystals Down Centre OF Every Table.
Cake Table Round with White Table Cloth  (CM TO PROVIDE) & Lit Skirt & Wedding Favours All Set Up by Cake Maker Next to Top Table
Top Table: Two Large Libra Lights On & Lit Each End of The Table & Blossom Pillars from Theatre Also Each End of Table (Two Mum & Nan Candles Next To These Not Lit)
Two Thrones For Both Grooms & Three Chairs Dressed For Mum, Dad & Nan (DOGBED IN FRONT OF TABLE)
CONSERVATORY TOILETS TOILETRIES PROVIDED BY COUPLE [CYN PUT IN PLACE]
WATER ON TABLES  OR ON A TABLE ON THE SIDE

EVENING RECEPTION: 7:30PM
EVENING BUFFET CHOICE: BEEF PLATER, CHEESE PLATTER, WEDGES, PASTIES & PASTRIES, COCKTAILS BITS & PIECES, CHICKEN WINGS & DRUMSTICKS, WARM BREAD ROLLS, WEDDING CAKE
CHOCOLATE FOUNTAIN (Provided by Couple)
Banquet Style Row Tables (6 ROWS), White Table Cloths on All Tables & White Covers on Chairs (DECORATION BY SUPPLIER RF)
PETALS & CRYSTALS

(PICTURE OF TABLE PLAN PROVIDED)
Large Candelabras on Buffet Tables & Blossom Pillars Each End of Buffet.
Drag artist as entertainment- Joanna Bumme 8:45PM For Approximately 1 Hour.
Photographer is a member of the wedding party. RF is providing chair covers & backdrop for top table. Ruth Hicks is the harpist.

EXTERNAL CONTRACTORS ACCESS TIMES: TBA


Essential Pages to read, on organising Acommodation Rooms for your Wedding Guests
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