Windmill Island Wedding Responsibilities

Monday:
1. Schedule for the Week
-Write up a schedule for the week that includes appointments with brides, wedding
rehearsals and wedding details. Provide copies for the ticket booth and office.
2. Security Deposit Return
-Check to make sure there is no damage from events held over the weekend. If there is no
damage, then notify Missy at City Hall by email that the security deposits can be
returned. Look up information in file and provide correct name and mailing address.
3. Survey Letter Mailing
-Pull the files from the weddings over the weekend and send out to the correct addresses
a congratulatory follow up letter along with the survey and a self addressed stamped
envelope.
4. Layout Preparation
-Check to see if we have enough information to be able to do instructions for the set up
crew for both ceremony and reception layout. Often this involves additional emails and
phone calls to bride, her family, caterer and beverage provider.
5. Payments Due
-Check for upcoming payments due for wedding events that are two weeks away. Send
out reminder emails to appropriate parties with amounts due. Also check to see if
payments are in order for upcoming weddings less than two weeks away.
6. Lost & Found
-Check brides room and pavilion for any leftover items from events from the weekend.
Contact appropriate parties for pick up.

Tuesday:
1. Layout / Set up Instructions
-Finalize information needed for completing the set up paperwork for the set up crew.
Start working on getting it all filled out. If completed, then copies need to be made for
the set up crew and facility attendant working the event. Copies of the service provider
list and timeline are also provided to the ticket booth and office.
2. Process Payments
-Fill out deposit forms and prepare payments for processing, including running charges if
necessary, stamping checks and assigning to appropriate deposit accounts. This often
includes making a trip to City Hall.
3. Prepare and Mail out Receipts
-Print off receipt letters to appropriate parties and prepare written receipts to mail out to
clients for payments made towards the rental cost of a wedding or event.
4. Contact Facility Attendants
-Call or email facility attendants (wedding workers) to touch base with schedule, such as
what time they should report to work for the rehearsal and for the wedding event. Explain
any unusual circumstances with wedding event that they need to be aware of.

Wednesday:
1. Finish Layout / Set up Instructions
-If Instruction paperwork was not completed on Tuesday afternoon, then it needs to be
finished and turned in to the slot for set up crew by Wednesday at noon. Need to be
available for any additional questions they will have regarding set up.
2. Brides Room
-Print off and prepare sign for door on brides room. Check to make sure room is clean
and ready to go for next wedding on Friday. Often family will place items in brides
room on Thursday when they come for the rehearsal. Check mirrors, carpet and vanity
surfaces, and also hanging rack.

Thursday:
1. Rehearsals
-Make sure that everything is ready to go for the rehearsal that afternoon / evening, such
as notifying staff of evening activity and whether or not to close or lock post house. Take
time to introduce wedding family to facility attendant if possible ensuring for a smooth
transition between Alisa and facility attendant.

Friday:
1.Bride Meetings
-Morning hours are often used to meet with existing brides to collect final payment and to
plan out their layout for the event. These meetings are a minimum of one hour, but can
also take up to two to get everything accomplished. They are scheduled at this time to
coordinate with the due date of their final payment so that they can accomplish both in
one visit. They are also scheduled in the morning, so it does not interfere with the arrival
and preparation of that days bride.


Daily:
1. Wedding Inquiries
Respond to wedding inquiries arriving by phone and email. Answer questions, schedule
appointments to meet with prospective clients.
2. Wedding Appointments
Meet with prospective couples and their families to show them our facility and discuss
aspects of having a wedding event here at Windmill Island. These appointments are one
hour in length.
3. Wedding Deposits
Handle and prepare funds (check, charge or cash) for deposit with the Finance office at
City Hall.
4. Bride Questions
Respond to questions by phone and email from brides and their families regarding details
for their event.



Periodic:
1.Alternate Caterer Inquiries
Respond to client inquiries regarding their ability to use an alternate caterer. Follow up
with caterer to collect all required information and documentation. Spend time reviewing
documentation and checking references provided. Make final determination on whether
or not caterer has been able to meet list of criteria in order to be accepted to cater event.
Need to collect $75 administrative charge and documentation review fee from client.
Also need to advise alternate caterer of policies including $150 site fee for caterers.
2. Collect and process Caterer Site Fee
Review records to check payment progress from caterers at paying the $150 site fee per
event. Prepare for deposit to City Hall when they arrive and adjust records accordingly.
3. Schedule Facility Attendants
Prepare schedule at the beginning of the wedding season assigning facility attendants to
each event they will work. Adjust accordingly during season if necessary.
4. Collect and review Surveys
Collect and review surveys as they arrive in the mail. Take appropriate action if
necessary. Assign and file in corresponding clients file if able.



These tasks take an average of 35-38 hours per week.


Alc
8-15-08