Sharin’ Sharon’s Secrets - Timeline

Sharon Rumsey  0:00 

weddings have a lot of moving parts. Managing a wedding is like being the ringmaster of a circus.

Michael Gaddie  0:05 

Of course you want your wedding day to run smoothly. avoid unnecessary stress by having a solid day of timeline.

Kristina Stubblefield  0:12 

Tune in to hear how wedding timelines can make all the pieces of the puzzle. Come together. You got engaged. Now what? Happy? Yes, joyful time, of course, stressed and overwhelmed. 100% Don't worry, you're in the right place. Welcome to the ring, the blink and all the things where we will get you from down on one knee to down the aisle. We'll cover all things from yes to I do's and all that happens in between. Hi, I'm Kristina Stubblefield, one of your hosts, along with my two good friends Michael Gaddie, and Sharon Rumsey. With over 50 years of wedding experience between us. We have seen it, heard it, done it and found a way around it. So buckle up and enjoy the journey. Now, let's get started with this episode.

Okay, Mike, I'm coming to you first, because this topic we're going to talk about, I'm afraid this is going to become the Sharon Ramsey show. Oh, gosh, we're recording that was live. Okay. So anyway, I know this is one of her favorite things to talk about. But in all honesty, she is well versed in this topic, she has had special training. Oh, I tooting her horn in this episode. So in all honesty, Sharon has had a lot of training. And our topic today is on timeline. So Mike, let's get a word in here edgewise before I turn it over to her. Okay, I'm on mute or microphone, just chime in.

Michael Gaddie  1:58 

I'm going to start off start out by saying it's one of the most important things that you can have for your wedding. And working with a professional like Sharon, and other planners that I work with. It's awesome for a vendor to get a timeline so you know what time to arrive? What time to pick up. And, you know, it just it helps save a lot of time for everybody, not just vendors, but also the guests, the people that's in the wedding party. They it details of what they have to do when they have to do it. And Sharon does a great job. And I'm tooting their horn right now. But she does an excellent job on timelines.

Kristina Stubblefield  2:40 

Well, and Sharon don't you take off just yet. Because in here, the wedding party could know when they can take a bathroom break pretty much and I am pretty post a picture of this. So make sure you check out our social media because Sharon brought us notes. This has been the most exciting episode for her to be able to plan out. She even gave us a timeline to go off of now we better stick to this. So we're gonna make sure we get a picture posted on our social media and we want your feedback. All joking aside, this is probably one of the most important things with your wedding day. There's a reason why you want it to run smoothly. Because at the end of the day, it's about the experience that you're having your guests are having in your wedding party. So without further ado, I'm going to turn you over to the owner of a perfect plan events, Sharon Rumsey and she's going to take us through timelines. Now, Sharon, all joking aside, you did an excellent job preparing us for this and there's so much vital information. Mike, I'm trying to get us our five minutes because she's gonna be on for 30 you really brought us vital information to not only explain to a person how an event flows, but why it's so important that this timeline is known ahead of time Mike touched on it about vendors, keeping everybody on the same page. But Gosh, for your wedding party and your guests. I'm gonna let you go because you've got all the info. So first thing that you've got here, number one she has on the board. Why do I need it Sharon? Why do I need to have a timeline?

Sharon Rumsey  4:12 

They're teasing me because I am timeline obsessed. It's my absolute favorite thing to do is go in my office with a good cup of coffee, maybe a glass of wine and work for hours on a timeline. I mean, lets me use my OCD for good.

Kristina Stubblefield  4:25 

Okay, question number one was, Why do I need one? Okay,

Sharon Rumsey  4:29 

you need a timeline.

Kristina Stubblefield  4:30 

I just want to keep you on task because there's about

Sharon Rumsey  4:32 

eight items. So you need a timeline to just avoid the chaos that a wedding can turn into if you don't have a plan. A wedding has a lot of moving parts and as a wedding planner, it's my job to go in and make all the moving parts come together like pieces of a puzzle.

Kristina Stubblefield  4:47 

And if you follow this booklet right here that she brought to us tonight, it's gonna home like a well oiled machine here and a

Sharon Rumsey  4:54 

timeline will do and some couples think that it's it's too structured and they they're This can be fun because every single minute is accounted for. But they will tell you usually after the wedding that it'll allow them to have fun because it takes the stress away the plans already made. It avoids any confusion. The bridal party knows where to go, when to be where, what what they're supposed to do. Vendors know, when they're supposed to arrive, what door they're supposed to come in, how much time they have for setup, and when they're supposed to return to strike. So a timeline literally takes

Kristina Stubblefield  5:29 

Okay, Sharon. There you go with your wedding lingo again, explain what strike mean strike means

Michael Gaddie  5:35 

the wedding's over and it's time to pick up the wedding's

Sharon Rumsey  5:37 

over. And anything you rented from a vendor needs to be picked up.

Kristina Stubblefield  5:40 

You're welcome guests that are listening to I'm going to make sure you understand the vocabulary that they're using. Go right ahead, Sharon. So we're on to the overall the overall flow of the event. This helps to bring it all together with all the communication Right, right.

Sharon Rumsey  5:54 

Okay, a wedding, sometimes it's like the man in the circus, it's spinning the plates. And if you ignore one plate, if you ignore one plate, it's gonna fall, but you have to keep all your plates spinning at the same time. And that's what what timeline does.

Kristina Stubblefield  6:07 

Mike, wait, you've been at weddings, I've been at weddings with Sharon. And let me tell you what, what needs to be done. Her and her team make it happen. It does. In its we talked about this before. It's not what's going to happen. Or if something's going to happen at a wedding, it's what's going to happen. And by having something planned out like this, when something does happen, things can be moved around as they need to be.

Michael Gaddie  6:31 

Well, the thing about it is, you know, just because it's on a timeline, that doesn't mean it's going to follow that step by step right. But I have been in a wedding where a bridesmaid correct me if I'm wrong is always running around, saying what am I supposed to do when I do this? When we're supposed to do this? When's it my turn from makeup. But if you're with Sharon's wedding, all you have to do is open her timeline, and it tells Brenda, your makeups at two o'clock. So it's great.

Kristina Stubblefield  6:57 

Well, and also, even though you have a full timeline, you can share it with the specific people that need it.

Sharon Rumsey  7:04 

Correct. The timeline I gave you guys is my full timeline. That's what I would work from. But when I send my timeline out, say to each vendor, the planning software that I use, I can just click florist timeline, and it will highlight anything that Mike needs to know. And that would be the timeline I sent to him.

Kristina Stubblefield  7:23 

Mike on this copy, I got you best have your butt to 30 because it says you're delivering bouquets, flowers for ceremony, guys and attendance. Don't you leave any of those I Oh, I know, trust me.

Sharon Rumsey  7:36 

And you can do the same thing, you know, with the caterer with the officiant, what time does he need to be there to be Mike. So each vendor only gets a timeline that pertains to their particular specialty, because nobody wants to sit down and read this whole thing unless they're me

Michael Gaddie  7:52 

only sharing well. And that's true, because I do not read anything on here. To me, it comes right to what lightforce has to do. And that's what we look at.

Sharon Rumsey  8:02 

So the software, I just put in some parameters, and then it highlights what each vendor needs to know.

Kristina Stubblefield  8:07 

And I know we can talk a lot about this information. And a lot of this is really important. And I know we're kind of joking about this because you've said this is going to be a lot of information. So we're chiming in here. This is Sharon's forte. But one of the things I want to point out about a timeline that I've had been part of at events before is your have, you have something planned around sunset in some events. And it becomes so important that it doesn't start late, you know, you only have sometimes a few minutes, very few minutes to not make that stuff happen. So when you're talking about timeline, there's a reason maybe the grandparents don't drive late at night and they need to be out of there. You want to make sure that those dances get accomplished or sunset or things like that. So in all honesty, we're going to cover a lot but there's a reason behind all that. So let's hop into what information should be included and I love that you've wrote this down so I know it's a lot but go on. Let's do it.

Sharon Rumsey  9:05 

So there are some things that everybody knows should be on a timeline but there are also some things that I think only a professional wedding planner would put on their timeline so we'll go over all your

Kristina Stubblefield  9:15 

sharing some of your secret hi Aaron secrets Here they go. So you don't

Sharon Rumsey  9:19 

want to just put one of the first thing that happens every every wedding is hair and makeup begins. That's usually the first thing in the morning. You don't want to just put hair and makeup begins. You need an actual hair and makeup schedule that tells you what lady is going into hair at what time what lady's going into makeup at what time so that you don't have one person thinking it's time for her makeup and it's time for her hair at the same time. So you need a hair and makeup schedule with each each bridesmaid mom and the bride of course, you need all of your vendor arrivals, any rental deliveries. You need all of your bridal party info and by that You mean, by that, I mean, you need their phone number, their email. And then there should be a copy of the timeline that is just for the wedding party that tells them what they're supposed to do where they're supposed to do it. And when they're supposed to do it, you want all of your venue information, the address, and any guidelines for the venue. You want all of your vendor contact information, just like with your bridal party, you need every vendors name, email, and a cell phone number. So some places will give you their business number. But I want a number to actually call that vendor on the day of the event if they're in their car, if they're outside the venue. So I want a day of contact number.

Michael Gaddie  10:41 

So that, like, that's a good thing there. Because, you know, we work with a lot of vendors a lot every weekend. And we know them personally. So if something, you know, a vendor who would be there at a certain time, and it's 30 minutes late, and you have their phone number to be able to call them and say Hey, what's going on? You know, that's one way we can work together and make sure everything runs smoothly.

Sharon Rumsey  11:06 

I always make sure that's on my vendor timeline so that all of the vendors can reach each other. Amazing.

Kristina Stubblefield  11:12 

Yeah, it connects the whole team. Well, the other thing too, is some of these places are closed. I think she's, I mean, she's very move on the next thing, and I'm trying to make a point here. You told me to hurry, I understand. Some of these places may not have, even though they're in the wedding industry, they might not be in the office on Saturdays or Sundays or Friday night, like you're mentioning. So that cell phone number it could be really

Sharon Rumsey  11:35 

The other thing I like to include is if the vendor has made any special requests, the only thing that comes to mind right now as there is a baker that I use a lot, she makes amazing cakes, she will not put a cake topper are floral on a cake, she will not touch anything like that she doesn't want that responsibility. So I need to put that in my vendor notes. So that my florist knows I'm going to need them to put the flowers on the cake. Because we always do. They always do. Thank goodness, because I'm not. I'm not doing it either. Yes. Christina mentioned. On the very top of my timeline, you always want whether or not sons when sunset is predicted for your photographer and I plan special dances around that

Kristina Stubblefield  12:21 

line. Look at this, the copy she gave us I'll be darned look sunset 9:04pm.

Sharon Rumsey  12:27 

One of the things that I put on my timelines, and this came from a bad experience is I asked each venue if they have a defibrillator on site,

Kristina Stubblefield  12:38 

which also is known as an ad, right?

Sharon Rumsey  12:40 

Most venues nowadays do. I was at a state park venue. And the grandfather of the bride had a heart attack during cocktail hour. And I had to ask, I had to run around asking and try to find it. While we were waiting for us to get there. So if the venue has an add on site, the location of that defibrillator should be on the very top of my timeline. So that if we have an emergency, I can let medical personnel know where that defibrillator is, or I can send my

Michael Gaddie  13:15 

I'm gonna have to toot your horn because I'm not kidding. Never ever thought of that.

Kristina Stubblefield  13:19 

Well, and that comes from her nursing background. I mean,

Michael Gaddie  13:22 

that is amazing. Well, it

Sharon Rumsey  13:24 

also came from a very bad experience. Yes. And I promised it would never happen to me. And

Kristina Stubblefield  13:28 

so that's something that goes on all of yours. Yeah.

Michael Gaddie  13:30 

So what happens if they don't have one,

Sharon Rumsey  13:33 

then we just don't have one and I put that they don't have one.

Kristina Stubblefield  13:36 

Now there is in our local area, there is an app that you can have that will tell you where the closest add is located. There it is. And it's called point, pulse point. It's through the health department. And it is a map of where all of the ey DS are

Sharon Rumsey  13:54 

located right thing for every wedding planner to have on our phone.

Kristina Stubblefield  13:56 

It's an a fabulous app that they have. And to be honest with you, it even tells where there's registered people that can respond to those services. Yes. So I'm sorry not to get stuck on that topic. But you've really made a valuable point here. This is beyond just celebrating the I Do's, you,

Sharon Rumsey  14:16 

it's, well you all tease me because I'm the worrier, but it's my job to worry about everything and then none of its gonna happen. And it's gonna be a great wedding.

Kristina Stubblefield  14:23 

And it's not teasing. You are very detailed. And when you're planning a wedding, you're just going to show it's important. So moving on, you're going to talk about transportation, right?

Sharon Rumsey  14:32 

Yeah, you also want your transportation schedule to be on there. And your transportation vendor is going to get a copy of the timeline. And they're going to literally want that timeline to say we are going to pick up at this low at location A. We are going to be there for 10 minutes to allow boarding time we're going to pull away we're going to travel however many minutes to location B. Then if you want to say you're dropping off at a church and you want the vehicle to stay at the church, in order for the bridal party to get off The vehicle afterwards to go to a reception venue, you need to put how long that vehicle is going to stage. By stage. We mean how long is it going to sit there and wait. And then you want to put where they're going to go next. When I do that, I always pad 10 minutes into every single location. Every single drop off point, be in case there's traffic.

Kristina Stubblefield  15:23 

That's a really that's a good thing to plan. Because you never know what's going to come up to

Michael Gaddie  15:27 

make some learning and stuff here. I may not it I mean,

Kristina Stubblefield  15:29 

I don't forget to take your packet with you.

Michael Gaddie  15:31 

Well, I knew that she was very, very detailed. And I received this every time but I mean, not only

Kristina Stubblefield  15:38 

save your florist party writes a whole packet and she carries around a binder that has this in it in it, check, check check. But in all honesty, joking aside, this is why her events run like they do. She has put the time energy and effort into setting it up ahead of time. Okay, we've tuned in. Okay. You're amazing. So this one is I like this one. I know there's a lot of times people ask questions. And photographers, I think you need a list. And it's photo schedule. And I know you're going to talk about this. But I think this is so important to make sure you get those photos that are really important to you.

Sharon Rumsey  16:17 

I always put on my timeline, any first looks. First look with follow the bride first look with bridesmaids first look with the groom, if that's something they choose to do, because some

Kristina Stubblefield  16:27 

of that's going on, because it used to just be kind of the first look with the bride and groom. But I've heard it evolved. Yeah, that's so neat. Yeah,

Sharon Rumsey  16:35 

yeah. And then I always encourage my couples to make a shortlist, any family photos that they know they want to have. And that way we can just position the bride and groom. And I can say, Okay, uncle Bobby, you step in uncle Bobby, you step out, and Dave and Betty you're in.

Michael Gaddie  16:51 

So when it comes to the photography, you actually help the photographer.

Sharon Rumsey  16:57 

If they don't have a second shooter, I will have myself or my assistant help. If they have a second shooter, we prepare the

Michael Gaddie  17:04 

list, and then we give it to them. Because I've been at so many weddings where those photographers know that Yeah, and it's hurting and trying to get people up there and you got to find them. Sometimes it takes forever to get and I've seen even the bride and groom get irritated because it's taken so long.

Kristina Stubblefield  17:20 

And people know they're taking photos and you know, you're gonna be in it, but it's finding them where did they go? Well,

Sharon Rumsey  17:25 

you should also notify anyone that you want to be in a photo. They need to be notified before wedding day. Most of the time I go over it at rehearsal, I'll stand up and I'll call out if I call your name. After the ceremony proceed to this area for photos. Because if you don't, then they go on to cocktail hour. So then you're in chasing around somebody with a drink in their hand trying to get them out for photos. And you're going to make your cocktail hour run over.

Kristina Stubblefield  17:50 

That is such a good tip. Be excellent tip letting your people know ahead of time. Look, you're on my shortlist for the photographs. Please come here. As soon as the ceremony is over. That's

Michael Gaddie  18:01 

another rehearsal timeline.

Sharon Rumsey  18:03 

Yeah, well,

Kristina Stubblefield  18:05 

if you don't have a wedding planner, what a great tip, make sure you

Sharon Rumsey  18:09 

know something anyone could do. Yeah, absolutely. The other thing that that's gonna stand out to people who are wedding professionals that everyone might not think of, is any necessary security information. If you have someone that you just do not want in that event, for whatever reason, there needs to be a picture of that person in the timeline, not the one that goes out to your bridal party, of course, but I would want my DJ to have it, I would want to have it. And if I have any security personnel on the team, I would also absolutely want them to have it. Anyone that you're worried about being overserved. And we all Every family has a couple of those. If we can get a picture of that person. And I'll put it in the timeline that only goes to the bar, no one else will know it's there. So the bar staff knows that person and can watch for over serving.

Kristina Stubblefield  19:03 

And Sharon had kind of mentioned this to us, Mike, before we were going to talk about this topic. And I really thought it was something great to mention, just for the safety of the guests. You want the people that come there to be able to make it home as safe as possible. You can't control everything. But you can help with this step. If you know it exists, and we all we all have them in our family and you know, but I think it's something to know, this is an option that you can do to help with that situation. And

Michael Gaddie  19:34 

I'll be honest with you, Sharon, Sharon, I've never noticed that I mean, I haven't ever seen that or even heard of that. And that's a wonderful idea.

Sharon Rumsey  19:41 

It's something that when my couple tells me something like that I it's I keep it very private and I only share it

Michael Gaddie  19:48 

should be a private thing. Something

Kristina Stubblefield  19:50 

like this can turn into something you know, we've we've done. I think we've already come out with an episode you know, just talking about how to be a wedding guest and stuff like that. If not, it's coming soon, but the Something that we talked about. But this person could be over puking on the dance floor, making a scene in the middle of a very special moment.

Sharon Rumsey  20:10 

Or it could be someone that is just going to upset the couple if they're there.

Kristina Stubblefield  20:13 

Correct. It doesn't have to be a catastrophe, you can help eliminate that. So not to get stuck on it. But I just thought it was a very valid point. And a great idea that Sharon mentioned it.

Sharon Rumsey  20:23 

winding it up, we would want ceremony structure on there. So I list my processional order, who's walking with who grandparents, parents what order they're walking in, we'll want all of that on our timeline. And then if you have any readings or songs as part of your ceremony, you want that on your timeline. And lastly, you want all the special events for the reception. So what time are we going to do our first dance? Is anyone doing a welcome speech? What time are we doing toast is anyone blessing the meal? All of that should be recorded so that the DJ can look at that timeline, and he can emcee that reception, and everything will flow smoothly.

Kristina Stubblefield  21:00 

And Sharon will be happy because you followed her structure.

Michael Gaddie  21:03 

So let me ask you this. Who? Who Normally, if they don't have a planner? Does the broad plan out the timeline? Or does I know the DJ takes a big part of the whole that the reception? Does he do it? Or what do you recommend don't

Sharon Rumsey  21:19 

have a planner, what I would recommend is really asking for help from your vendors, and ask your DJ to help you plan the reception. Ask your caterer to help you plan what time you're going to serve dinner, ask your florist to help you plan your vendor arrivals, you know, how much time do they need to set up? When do they need to come back to pick up, I would really pull that vendor team in and try to get input from them.

Kristina Stubblefield  21:44 

I want to say something to that this was not done at all, to push people towards a planner. But the things that you're talking about here, a DJ helps run an emcee the event. However, he can't be running and tracking down people for photographs. And you know, all this stuff that you've mentioned, this is why this thing, but in all honesty, this is where it becomes so important. There's so many moving parts, a planner can take out so much stress. Because if you're not doing events all the time, you know, your parents may have gotten married 20 3040 years ago, and may have been a while this isn't something you deal with on a regular basis. Yes, there's a lot to take it to take care of and get structured. But I'm gonna go back to the the point that something's going to come up. And having somebody that can have your back and take care of it for you and you still be going through your day is really where it stands out to me

Sharon Rumsey  22:45 

what a lot of my couples that have have hired me later in the game find out is that when you talk to your vendor team, when you talk to a caterer, they're going to see the catering part of that timeline. When you talk to a florist, he's going to see the floral part of the time, that's what they specialize in, that they're going to see their specialty but you you need that person who can put the whole thing together,

Kristina Stubblefield  23:06 

pull all the pieces together, like you talked about and make it happen. I'm

Sharon Rumsey  23:10 

absolutely not above calling the florist and saying, hey, how much time do you need? I know this is a lot of setup, but I'm going to take all that input and then I'm going to create an

Kristina Stubblefield  23:19 

entirely new also No, this is a simple setup, or this is pretty extravagant, they're probably going to need more than just regular time. Mike, you were gonna say Well,

Michael Gaddie  23:26 

I think this shows how important and not to push your go ahead No, with with it with the wedding planner. But this shows how important that it didn't want to screw your day up. So why take it upon yourself to do this all yourself, hire somebody I mean, it's money or where it's money well spent, to not have to worry, you're going to be able to get up, have your makeup done, you're going to have somebody tell you where to go, where to be when to do it. And that's the best way so you don't have to worry about can

Kristina Stubblefield  24:02 

just enjoy it and just enjoy the day.

Sharon Rumsey  24:04 

A good timeline too will keep a bride from you know, being at rehearsal texting people because they didn't know where to go or they they're running late.

Kristina Stubblefield  24:11 

And it's taken away from their special day.

Sharon Rumsey  24:15 

The software I use to do mine My timelines. When I put that bridal party info in and I put their cell phone numbers in. I have it all set to where it will send text reminders.

Unknown Speaker  24:27 

Oh, that makes it nice. Yeah.

Sharon Rumsey  24:28 

So when it's time for the groomsmen to get dressed, they're going to get a text. Shannon Oh, you did

Kristina Stubblefield  24:33 

that. They're going to get a text. 15 minutes. It is software mic, but she uses it and she pays good money for it. But right here is exactly why because this is just a step above than trying to wrangle or herd cats. Like she's mentioned before. Everybody has their phones these days. It saves me going into a hotel room full of guys going it's time to get dressed.

Sharon Rumsey  24:55 

Right. They're all gonna get a text. I

Michael Gaddie  24:56 

did a wedding last weekend and I'm not kidding. I walk into decorate For the reception, and the cake person was there, the DJ person was there and the bride's sister was there. In the 35 minutes, 40 minutes I was there. That sister texted or called the bride, I know at least eight or nine.

Sharon Rumsey  25:15 

She's totally flat on her wedding. Why

Michael Gaddie  25:17 

would you do that? Right? Just do it.

Kristina Stubblefield  25:19 

And you know what, even though we're talking about planners, there's people that could be listening to us from all over, not just right here in our area. So do your research about your planners. And if anything, maybe this brings up some points to ask them that you learned from listening to this episode, because I'm sure you can call up Sharon. And if you want to take her to Hawaii with you, or Alaska, or I can be packed,

Sharon Rumsey  25:45 

she carried a row.

Michael Gaddie  25:47 

And Mike might if you get her as a planner, you get me as a floor. So we'll travel

Kristina Stubblefield  25:52 

and the truth come luggage real travel. I know she says that. But in all honesty, Sharon only does one event a weekend. And this is why there are so much involved with it. But in all honesty, people could be listening to us from anywhere. So at least take this information. When you're talking to your vendor team when you're talking to if you're looking at using a planner and Sharon's not available, or it just doesn't work out. And really research who's going to take or help take the stress out of that day. And I know that this timeline gets sent to a lot of pertinent people that you have listed on here. And I know you kind of went over that as you were going down through it. And I know you mentioned this before. And Mike, we joke around with Sharon, this is very detailed. The whole point of this is is so that time is not wasted.

Michael Gaddie  26:46 

Well, I'll tell you what I have. I didn't know you did all due respect you more tonight than I ever have. Because

Sharon Rumsey  26:53 

then it was worth my time. It was worth my time. Here we go. Just to kind of summarize summarize it all. I have a son that played college football. And his coaches always say, if you do your work all week during practice, game days automatic, it's the exact same thing with a timeline if I do my work and that timeline solid and I've communicated with all my vendor team and my bridal party, Game Day wedding day, it's automatic,

Kristina Stubblefield  27:19 

you know what you're doing, you know what sucks.

Sharon Rumsey  27:21 

everybody's on the same page.

Kristina Stubblefield  27:22 

And I think you know what, I think that's a great way to end on it. So, thank you very much for tuning in. We'd love for you to subscribe to our podcast no matter what platform you use. I got Soulja, I took some pictures, they didn't even know why they were talking that I'm going to post out on social media. So make sure you look it up, look us up on there and share with your friends or anybody that you know is engaged. Until next time, see ya.

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