Workplan Meetings: Deciding the Decor and More

A vision, a plan, and organization are key elements to any wedding held at Earle-Harrison House & Pape Gardens.

When couples book their wedding date at our site, they are emailed a confirmation, along with a customized workplan template, we’ll complete this form together no later than a month before the event, but earlier is even better. A scheduled workplan meeting, but sometimes several shorter meetings over a period of months, is when my part of your day-of is developed, discussed and written down –  the completed document is what I’ll use to do my job. It’s an appointment when together we pull decor from the inventory to determine tablescapes; when linens are chosen, and when I’m told what items will be incorporated to personalize the event. Brides are asked to bring and/or email color swatches and inspiration pics for me to reference, this often includes personal Pinterest links. I like to receive copies of the invitation, STD, and other paper goods for the file, both for reference, and because it becomes a permanent record in our archives. Times and details for and about each vendor is also added to the workplan since our set up and service involves each of them.

Workplan meetings generally take 90 minutes-2 hours. Every couple (or family) is different – some know exactly what they want before they arrive, others don’t know until we meet. We get it down on paper – I take notes which are emailed to the bride for adjustments and final approval; I may also photograph the decor items for reference.  A reminder of items to be delivered by the family week-of is always listed in red font, along with details that require the bride’s clarification or answers.

I’m often told that these meetings are helpful in determining what details are left for the bride or others to wrap up. Knowing what will be used from our inventory can also help with wise budgeting.

Below is a sample of a color swatch and inspiration pics I received from a 2013 bride. When Dana handed these to me I knew immediately that this bride likes scrapbooking, follows Pinterest weddings and that we were going to enjoy the collaborative process of putting together her dream wedding!

October 2012

10/6/12: 120 guests. A palette of champagne, beiges, bronzes, whites and pale pink. The bride strung crystals for a candleabra which was hung in the gazebo, later to be a fixture in their bedroom. In addition to lots of candlelight, reception centerpieces were a mix of crystal rose bowls with floating candles, or clusters of mercury glass & french pots filled with hydrangeas and garden roses. Chocolate and champagne cupcakes, along with a small two-tier cutting cake filled a 12′ table.  Caterer: Patti’s Kitchen; Photographer: David Morris Photography, Copperas Cove; DJ: Fast Freddy


10/14/12: 52 guests. A 12′ photo table that included current and past pics of the bride and groom; family photos were incorporated elsewhere. Fall colors with an emphasis on oranges, creams, and browns were used in the personals and table decor. A signature drink named “Alaskan Sunset” refers to the honeymoon they’ll take in May once the groom graduates from SHU. Officiant: Ken Walten, Corsicana; Photographer: Asher Creek Photography; Caterer: MCC Culinary Services; Cake: Gwendyne Hunt; Florist: Bloomingals; DJ: Deninis Labouf

PicMonkey Collage


10/20/12: 353 rsvps week-of, 400+ guests attended.  Personal touches: a cake with bible verses, a continuous slideshow, printed burlap pennants, large wooden letters that were signed by guests, feather sign-in pens, flip-flops basket, & an attended fresh popcorn & peanuts station. The bride and groom departed to sparklers in a family heirloom purchased new by his grandfather – a pristine red 1949 Ford pickup. With a peacock palette and “vintage romantic” as inspiration, the tablescapes included bird cages, mercury glass, blue mason jars, and a variety of containers filled with tight clusters of   purple & blue hydrangeas and roses. Cake: Gwendyne Hunt; Photographer: Asher Creek Photography; Caterer: Pignetti’s, Temple; DOC & Stationery: Hello Love/Amanda Firmin; Florist: Wolfe Florist; DJ & Lighting: Mike Swain

102012 collage1

10/28/12: A Sunday wedding/reception for 75 guests. This bride and groom live in Seattle, Washington but chose Waco for their event because most of his family reside in Waco. Tablescapes: black floor-length linens, red chair sashes, crystal candelabra w/ white and red hydrangea, and submersed white orchids in cylinders. Floral: Rosetree Floral; Cakes: Bobby Rudeen; Catering: Blanek’s; DJ: Diamond J Productions; Photography: Angela Crow Jones