Below is the conflict-checked production control document. Calculated times are labeled; unresolved items remain explicitly conditional. Edit Civil Wedding Production Run of Show 1. Executive Control Note Recommended scenario Guest-Flow Protected is recommended because the stated top priority is a relaxed guest experience. It preserves the fixed city-hall ceremony, avoids sending guests to a closed rooftop venue, protects the caterer’s 5:20 PM seating deadline, and retains the 6:15 PM portrait priority. Confidence Medium—conditional. The ceremony-to-rooftop sequence is workable using the supplied 25–40-minute travel range. The pre-ceremony sequence and dinner/toast sequence cannot yet be proven because essential durations and locations are missing. Unresolved blockers First-look-to-city-hall feasibility: The proposed 1:30 PM first look and 2:30 PM check-in leave 60 minutes calculated for the first look, any pre-ceremony portraits, and travel from the first-look location. That travel time and location are unknown. Immediate-family portrait scope: City hall permits only ten minutes of group photography after the ceremony. A final grouping list is required to prove that the protected portraits fit. Rooftop setup readiness: Vendors receive access at 3:30 PM, but setup durations and the photo-ready handoff time are unknown. Toast, meal, and portrait sequencing: Toast duration, dinner-service timing, and the transition time needed to begin portraits at exactly 6:15 PM are unknown. Guest transport and accessibility: No guest transport, accessible route, elevator, drop-off, or mobility-assistance plan has been supplied. Control ruling The 3:00 PM ceremony must not move. The 2:30 PM check-in, 3:30 PM rooftop access, 5:00 PM guest doors, 5:20 PM final seating, 6:15 PM portraits, and 7:00 PM photography end remain controlling boundaries. 2. Source Audit Confirmed Facts Material statement Classification Owner affected Source The wedding has sixty guests. Confirmed Fact Planner / venue / caterer Event brief The ceremony is a civil ceremony at city hall. Confirmed Fact Couple / city-hall liaison Event brief The ceremony starts at 3:00 PM. Confirmed Fact City hall / officiant / couple Event brief and current timeline The ceremony is scheduled from 3:00–3:25 PM. Confirmed Fact City hall / officiant Current timeline City-hall check-in is required at 2:30 PM. Confirmed Fact Couple / planner Venue constraint City hall permits ten minutes of group photos after the ceremony. Confirmed Fact Photographer / family / city hall Venue constraint The dinner is at a second venue on a rooftop. Confirmed Fact Rooftop venue / caterer / transport lead Event brief Couple travel between the two venues takes 25–40 minutes. Confirmed Fact Couple / driver / planner Vendor and venue constraints Rooftop vendor access begins at 3:30 PM. Confirmed Fact Venue / caterer / rentals / florist Venue constraint The rooftop opens to guests at 5:00 PM. Confirmed Fact Venue manager / guest-flow lead Current timeline The caterer requires final seating by 5:20 PM. Confirmed Fact Catering captain / planner / emcee Catering constraint Hair and makeup are scheduled from 10:30 AM–1:00 PM. Confirmed Fact Hair and makeup lead / couple Current timeline Photography coverage is scheduled from 1:00–7:00 PM. Confirmed Fact Primary photographer / couple Current timeline A private first look is proposed for 1:30 PM. Confirmed Fact about the proposal, not a locked commitment Couple / photographer / planner Current timeline Immediate-family portraits are a protected priority. Confirmed Fact Couple / photographer / family wrangler Event brief The ceremony exit is a protected coverage priority. Confirmed Fact Photographer / planner Coverage needs Rooftop details must be photographed before guests enter. Confirmed Fact Photographer / venue manager Coverage needs Golden-hour couple portraits are required at 6:15 PM. Confirmed Fact Couple / photographer / emcee Coverage needs Toasts are currently planned before the sunset portrait block. Confirmed Fact about the current plan Emcee / caterer / photographer Current timeline The covered terrace is the stated rain fallback. Confirmed Fact Venue manager / planner / photographer Contingency needs A relaxed guest experience is the highest stated priority. Confirmed Fact Planner / all department leads Event brief Assumptions Not Yet Approved Material statement Classification Owner affected Required confirmation The supplied 25–40-minute travel range applies specifically from city hall to the rooftop. Assumption Transport lead / couple Confirm route and addresses There is one primary photographer unless additional coverage is contracted. Assumption Couple / photography lead Confirm photography staffing Golden-hour portraits can occur on the rooftop or covered terrace without another vehicle transfer. Assumption Photographer / venue Confirm portrait location and walking time Guests will travel independently rather than in the couple’s vehicle or a single group shuttle. Assumption Guest-flow lead Confirm transport model The first-look location can be changed if necessary. Assumption Couple / photographer Couple approval and location permission The covered terrace can accommodate the planned portrait and guest functions simultaneously. Assumption Venue manager Capacity and operations confirmation Gaps Missing information Classification Owner Consequence First-look location Gap Couple / photographer / planner Cannot prove 2:30 PM city-hall arrival Travel duration from preparation or first-look location to city hall Gap Transport lead Pre-ceremony sequence remains unverified Dressing and readiness duration after hair and makeup Gap Couple / attendant / HMU lead The 1:30 PM first look may be exposed to overrun First-look duration Gap Photographer / couple Cannot calculate release for city hall Immediate-family portrait grouping list Gap Couple / photographer Cannot prove compliance with city hall’s ten-minute limit Family-wrangler identity Gap Planner / family Ten-minute portrait window may be lost to gathering people Guest travel plan between venues Gap Planner / transport lead Guests may arrive 45–70 minutes before rooftop doors Accessible vehicles, drop-off points, elevators, and routes Gap Accessibility lead / venue Accessible guest movement is unverified Rooftop setup durations Gap Venue / caterer / rentals / florist Photo-ready time cannot be guaranteed Rooftop photo-ready handoff standard Gap Venue manager / photographer “Details complete” has no acceptance condition Dinner-service start and service style Gap Catering captain Toast and portrait sequencing cannot be locked Toast speakers and total duration Gap Couple / emcee 6:15 PM portrait release is unprotected Walking or preparation time from dinner seating to portrait position Gap Photographer / venue Exact toast cut-off cannot be calculated Actual sunset time and weather source Gap Photographer / planner “Golden hour” cannot be independently verified Rain activation threshold Gap Venue manager / planner Terrace fallback may be activated too late Covered-terrace capacity, sound, lighting, and dry route Gap Venue manager Rain fallback is not operationally proven Rooftop hard end, curfew, and vendor strike requirements Gap Venue manager Final event and strike controls are incomplete Video coverage and staffing Gap Couple / video lead Video checkpoints and handoffs are unassigned Escalation contacts for each vendor Gap Planner Event-day decisions may be delayed Contradictions and Unproven Collisions Conflicting statements retained side by side Classification Affected owner First look proposed at 1:30 PM versus mandatory city-hall check-in at 2:30 PM, with first-look duration and travel unknown. Contradiction / feasibility not proven Planner / photographer / transport lead Immediate-family portraits are protected versus city hall permits only ten minutes of post-ceremony group photos. Contradiction unless the shot list fits ten minutes Couple / photographer / family wrangler Guests may leave city hall at approximately 3:25–3:35 PM versus rooftop doors do not open until 5:00 PM. Guest-flow contradiction Planner / guest-flow lead Rooftop details must be captured before 5:00 PM versus the primary photographer remains at city hall until at least the ceremony exit and likely the ten-minute photo block. Coverage compression Photographer / venue manager Toasts are planned before 6:15 PM portraits versus final seating is required by 5:20 PM and dinner-service timing is unknown. Catering and coverage collision not yet resolved Catering captain / emcee / photographer The covered terrace is the rain fallback versus no activation threshold, capacity, reset time, or dry guest route is supplied. Contingency contradiction Venue manager / planner 3. Constraint Ledger Constraint Class Owner Source Consequence Hair and makeup: 10:30 AM–1:00 PM HARD HMU lead Current timeline Any overrun consumes readiness and first-look time Photography coverage: 1:00–7:00 PM HARD Photography lead Current timeline Protected moments must finish by 7:00 PM unless coverage is amended City-hall check-in: 2:30 PM HARD Couple / planner Venue constraint Late arrival threatens ceremony access Ceremony: 3:00–3:25 PM HARD City hall / officiant Current timeline Cannot be compressed or moved without approval Post-ceremony group-photo allowance: ten minutes HARD City hall / photographer Venue constraint Family list must be limited and staged Rooftop vendor access: 3:30 PM HARD Venue manager / vendors Venue constraint No rooftop setup may be assumed before this time Rooftop guest doors: 5:00 PM HARD Venue manager Current timeline Guests arriving early require a managed plan Final seating by 5:20 PM HARD Catering captain / planner Catering constraint All guest movement and announcements must support this deadline City hall to rooftop travel: 25–40 minutes BUFFER-SENSITIVE Transport lead Venue constraints Late departure reduces detail coverage and setup verification First look at 1:30 PM PREFERENCE Couple / photographer Proposed timeline Movable if needed to protect city-hall check-in Private first-look environment PREFERENCE Couple / photographer Event brief Location must also satisfy travel requirements Immediate-family portraits PREFERENCE Couple / photographer Event priorities Must fit the city-hall cap or be conditionally relocated Rooftop details before 5:00 PM BUFFER-SENSITIVE Photographer / venue Coverage needs Requires photo-ready setup before guest entry Toasts before portraits PREFERENCE Couple / emcee Current timeline May move if meal or portrait protection requires it Golden-hour portraits at 6:15 PM BUFFER-SENSITIVE Photographer / emcee Coverage needs Toasts and meal cues must release the couple in time Covered-terrace fallback DEPENDENT Venue manager / planner Contingency needs Cannot activate until a defined weather trigger is met Relaxed guest experience PREFERENCE governing scenario choice Planner Event brief Avoid early arrival, unclear transport, and prolonged waiting 4. Conflict Register Severity Collision and supplied evidence Dependency chain Smallest viable correction Decision owner Decision deadline Reversibility 1 — BLOCKER First look at 1:30 PM; check-in at 2:30 PM. Only 60 minutes calculated remain for first look, possible portraits, and unverified travel. HMU finish → dressing → first look → transfer → city-hall check-in Confirm the first-look location and route. If feasibility cannot be proven, relocate the first look to an approved private area at or immediately adjacent to city hall. Couple + planner + photographer Before final call sheet Relocation is reversible; venue or transport changes may carry cost 2 — HIGH Immediate-family portraits are protected, but city hall allows only ten minutes after the ceremony. Ceremony end → family gathered → groupings → city-hall release Approve a ten-minute essential grouping list and appoint one family wrangler. Move only nonessential combinations to a conditional rooftop fallback. Couple + photographer Before photo brief is issued Shot-list reduction is reversible before event day 2 — HIGH Guests departing at 3:25 PM would reach the rooftop at 3:50–4:05 PM calculated; departing at 3:35 PM gives 4:00–4:15 PM calculated arrival. Doors open at 5:00 PM. Ceremony release → guest travel → closed venue Do not operate an immediate guest convoy. Issue a 5:00 PM arrival instruction and a clear self-directed interval or approved holding plan. Planner + guest-flow lead Before invitations or transport message is finalized Communication change is highly reversible 2 — HIGH Rooftop vendor access starts at 3:30 PM; photographer arrives no earlier than 4:00–4:15 PM if completing city-hall photos. Setup duration is unknown. Access → setup → venue handoff → photographer arrival → doors Require a room-by-room photo-ready handoff and priority detail list. Scenario 2 may add a second coverage role at 3:30 PM. Venue manager + photography lead Before vendor call sheet Handoff standard is reversible; added staffing is expensive 2 — HIGH Toasts are planned before 6:15 PM portraits, but dinner start and toast duration are unknown. Final seating → service release → toasts → portrait transition → 6:15 start Caterer must approve the toast window. Calculate the toast cut-off as 6:15 PM minus confirmed transition time. Move overflow to after portraits. Catering captain + emcee + photographer Before banquet timeline approval Moving toasts is reversible; catering changes may not be 2 — HIGH Covered terrace is the fallback, but no weather threshold, reset duration, capacity, or dry route is supplied. Forecast/conditions → decision → setup allocation → guest doors Venue defines the threshold and terrace operating plan. The latest provisional event-day activation gate is 3:30 PM, subject to any earlier setup requirement. Venue manager + planner Before final call sheet; event-day confirmation no later than 3:30 PM Early activation is reversible; late reset may create labor cost 3 — MEDIUM HMU ends at 1:00 PM and first look is at 1:30 PM, leaving a 30-minute calculated readiness window. Dressing and transfer duration are unknown. HMU release → dressing → details → first look Treat 1:00 PM as a hard chair-release. Confirm dressing and movement requirements; drop non-priority preparation coverage before moving the ceremony sequence. HMU lead + planner + photographer Before HMU schedule lock Preparation coverage is reversible 3 — MEDIUM Sixty guests have only 20 minutes calculated between 5:00 PM doors and 5:20 PM final seating. Doors → greeting/check-in → finding seats → final seating Pre-assign seating, use visible table guidance, and place staff at entry and seating points. Exact staffing remains TBC. Venue manager + planner + caterer Before floor plan and staffing lock Signage and staffing are generally reversible 2 — HIGH No accessible transport, route, elevator, restroom, or rain-route information is supplied. City-hall exit → vehicle/loading → rooftop entry → seating Assign an accessibility lead and confirm an accessible route and vehicle plan for every guest who requires it. Planner + venue manager Before guest transport instructions May become expensive if vehicles or rentals are added late 3 — MEDIUM Photography ends at 7:00 PM; portraits begin at 6:15 PM, leaving a maximum 45-minute calculated window before coverage ends. Toast and portrait durations are unknown. Toasts → portrait start → portrait duration → coverage end Confirm portrait duration and final photographed moment. If toasts move after portraits, extend coverage or accept that they may be unphotographed. Couple + photography lead Before photography contract lock Coverage extension may carry cost 3 — MEDIUM Rooftop hard end, curfew, strike access, and vendor departure rules are missing. Reception activities → breakdown → strike → venue release Obtain written venue hard-end and strike requirements. Do not publish an event-end or strike time until confirmed. Venue manager + planner Before final vendor call sheet Late contract changes may be expensive 5. Guest-Flow Protected Run of Show Scenario objective: Protect ceremony integrity, guest arrival, seating, accessibility, meal flow, and low guest waiting. Time or sequence Duration source Location Owner Dependency Protected buffer Handoff 10:30 AM–1:00 PM — Hair and makeup Confirmed Preparation location TBC HMU lead Required personnel and space None stated HMU lead releases couple to readiness lead at 1:00 PM 1:00 PM — Photography coverage begins Confirmed Preparation/first-look location TBC Primary photographer Photographer arrival Coverage boundary begins Photographer checks readiness and first-look location 1:00–1:30 PM — Readiness and transfer reserve 30 minutes calculated from supplied times TBC Planner / attendant HMU must release at 1:00 PM Entire 30 minutes protected; task durations remain unknown Planner gives “ready” cue to photographer 1:30 PM — Private first look Proposed time; duration Unknown Must be confirmed Couple / photographer Readiness complete; city-hall route proven Release time must preserve 2:30 PM check-in Photographer releases couple to transport lead After first look — Transfer to city hall Duration Unknown; this route was not supplied First-look site to city hall Transport lead First look complete Must arrive for 2:30 PM check-in Driver hands couple to city-hall liaison 2:30 PM — Mandatory city-hall check-in Confirmed City hall Couple / planner Arrival complete 30 minutes until ceremony City-hall liaison confirms ceremony readiness 3:00–3:25 PM — Ceremony Confirmed City hall City hall / officiant Check-in complete Fixed ceremony block Officiant releases couple for exit 3:25 PM — Ceremony exit coverage Confirmed sequence point City hall exit Planner / photographer Ceremony complete Must not delay ten-minute group-photo block Planner moves family directly into position 3:25–3:35 PM — Essential immediate-family portraits Ten minutes confirmed by city-hall rule City hall approved area Photographer / family wrangler Essential grouping list approved; family staged No spare time inside city-hall allowance Photographer releases couple to driver at 3:35 PM 3:35 PM — Couple and primary photographer depart Calculated from 3:25 PM end plus ten-minute photo allowance City hall to rooftop Transport lead Family portraits complete Travel range 25–40 minutes Driver sends live arrival estimate to venue 4:00–4:15 PM — Rooftop arrival window Calculated: 3:35 PM plus 25–40 minutes Rooftop venue Driver / planner Traffic within supplied range Arrival leaves 45–60 minutes before doors Venue manager hands photo-ready zones to photographer 4:00/4:15–5:00 PM — Rooftop detail coverage Calculated available window: 45–60 minutes Rooftop Photographer / venue manager Setup zones released as photo-ready Doors remain closed until 5:00 PM Photographer confirms detail checklist complete or identifies omissions 3:25–5:00 PM — Guest self-directed interval and travel Calculated maximum interval: 95 minutes from ceremony end to doors City hall area to rooftop Guest-flow lead Guests receive clear 5:00 PM arrival instruction Prevents 45–70-minute early rooftop wait Guest-flow lead hands arrivals to venue hosts 5:00 PM — Guest doors open Confirmed Rooftop entrance Venue manager Guest areas safe and ready Twenty-minute seating window begins Hosts direct guests immediately to assigned seating 5:00–5:20 PM — Arrival and seating 20 minutes calculated Rooftop Venue hosts / accessibility lead Doors open; seating plan ready No discretionary program should impede seating Catering captain confirms all seated 5:20 PM — Final seating deadline Confirmed Rooftop dinner area Catering captain Guests seated Protects catering sequence Caterer releases or withholds toast cue After 5:20 PM, before portraits — Dinner and toast sequence Start and duration Unknown Rooftop dinner area Catering captain / emcee Caterer-approved service window Toast cut-off = 6:15 PM minus confirmed portrait transition duration Emcee hands couple to photographer 6:15 PM — Golden-hour couple portraits Confirmed Rooftop; covered terrace fallback pending approval Photographer Toasts complete; transition complete; weather decision made Maximum remaining contracted coverage is 45 minutes Photographer returns couple to reception or concludes coverage 7:00 PM — Photography coverage ends Confirmed Rooftop Photography lead Contracted coverage complete No coverage assumed afterward Photographer hands outstanding shot notes to planner Event end and vendor strike Unknown Rooftop Venue manager / planner Hard end and strike rules required Unknown Written venue release required Scenario 1 control conditions This scenario is viable only if: The first-look location and route are proven compatible with 2:30 PM check-in. The family shot list fits the ten-minute city-hall allowance. Guests receive a deliberate 5:00 PM rooftop arrival instruction. The venue provides a photo-ready setup handoff no later than the photographer’s arrival. The caterer approves a toast window ending before the calculated portrait-transition cut-off. 6. Coverage-and-Production Protected Run of Show Scenario objective: Protect setup documentation, venue details, production handoffs, golden-hour portraits, and coverage of moved toasts. All changed decisions are marked CHANGED. Time or sequence Duration source Location Owner Dependency Protected buffer Handoff 10:30 AM–1:00 PM — Hair and makeup Confirmed Preparation location TBC HMU lead Required personnel and space None stated HMU releases couple at 1:00 PM 1:00 PM — Primary photography begins Confirmed Preparation/first-look site Primary photographer Photographer arrival Contract boundary Photographer checks readiness 1:00–1:30 PM — Readiness and transfer reserve 30 minutes calculated TBC Planner / attendant HMU release Entire window protected Planner cues first look 1:30 PM — Private first look Proposed time; duration Unknown Must be confirmed Couple / primary photographer Route to city hall proven Must preserve 2:30 PM check-in Photographer releases couple to transport After first look — Transfer to city hall Duration Unknown First-look site to city hall Transport lead First look complete Must reach 2:30 PM check-in Driver hands couple to city-hall liaison 2:30 PM — City-hall check-in Confirmed City hall Couple / planner Arrival complete 30 minutes until ceremony Liaison confirms readiness 3:00–3:25 PM — Ceremony Confirmed City hall Officiant / city hall Check-in complete Fixed Officiant releases couple 3:30 PM — CHANGED: Added rooftop coverage role begins Proposed contract addition; duration TBC Rooftop Second photographer or video role New staffing approved; venue access open Captures setup from first legal access Second role receives setup priorities from venue 3:30–5:00 PM — CHANGED: Setup, detail, and vendor-handoff documentation 90-minute calculated access window Rooftop Added coverage role / venue manager Vendor access begins Full pre-door production window Added role hands image/status report to primary 3:25–3:35 PM — Essential family portraits Ten-minute confirmed limit City hall Primary photographer / family wrangler Family staged No spare time Primary releases couple at 3:35 PM 3:35 PM — Couple and primary depart Calculated City hall to rooftop Transport lead Portrait block complete 25–40-minute travel range Driver sends ETA 4:00–4:15 PM — Arrival window Calculated Rooftop Driver / planner Travel complete 45–60 minutes before doors Added coverage role briefs primary 4:00/4:15–5:00 PM — CHANGED: Primary/second-role overlap and final detail proof Calculated 45–60-minute overlap maximum Rooftop Photography lead / venue Both coverage roles present Production defects can be corrected before doors Primary signs off detail checklist 5:00 PM — Guest doors Confirmed Rooftop Venue manager Setup signed off Twenty-minute seating window Hosts seat guests 5:20 PM — Final seating Confirmed Rooftop dinner area Catering captain Guests seated Protects dinner service Caterer begins approved meal sequence After 5:20 PM — CHANGED: Dinner service proceeds without pre-portrait toasts Start and duration Unknown Rooftop Catering captain Final seating complete Removes toast overrun risk before 6:15 PM Caterer releases couple for portraits 6:15 PM — Golden-hour portraits Confirmed Rooftop / covered terrace fallback Primary photographer Couple released; weather decision active Portrait window protected from speeches Photographer returns couple to reception After portraits — CHANGED: Toasts occur after the portrait block Duration Unknown Rooftop dinner area Emcee / catering captain Portraits complete; guests attentive No conflict with 6:15 PM portrait start Emcee cues photography/video role 7:00 PM onward — CHANGED: Contracted coverage extension required Extension duration Unknown Rooftop Couple / photography lead Contract amendment approved Must cover post-portrait toasts and final handoff Photographer ends only at newly approved contract time Event end and strike Unknown Rooftop Venue manager / planner Hard end required Unknown Venue releases vendors Scenario 2 control conditions This scenario is viable only if: A second coverage role is contracted for rooftop access and setup documentation. Photography or video coverage is extended beyond 7:00 PM by a duration sufficient to cover the post-portrait toasts. Catering approves moving toasts after portraits. The same first-look, family-shot-list, accessibility, weather, and guest-arrival gaps are resolved. 7. Scenario Comparison Factor Guest-Flow Protected Coverage-and-Production Protected Guest impact Lowest if guests receive a clear 5:00 PM arrival instruction; toasts remain before portraits if catering approves Moderate; couple leaves dinner for portraits and toasts move later Coverage impact All priority moments are mapped, but rooftop setup is covered only after primary arrival Strongest setup proof and vendor documentation; protects golden-hour start Vendor risk Medium because the venue must complete enough setup before primary arrival Lower visual-documentation risk but higher staffing and coordination complexity Catering risk Medium until toast window and meal sequence are approved Lower pre-portrait collision risk; post-portrait toast timing still requires approval Cost exposure Low unless transport, accessibility, or coverage changes are required Medium to high due to second coverage role and contract extension Reversibility High; most changes involve communication, shot-list control, and cue order Medium; staffing and contract changes may have cancellation or amendment costs Primary failure mode Guests arrive early, setup is not photo-ready, or toasts overrun the portrait release Added staffing is not approved, coverage extension is unavailable, or dinner becomes too prolonged Alignment with stated priority Strongest Secondary Recommended status Recommended Contingency option when production documentation outweighs cost and guest-flow simplicity 8. Recommended Master Timeline Selected master: Guest-Flow Protected Each hard constraint appears once. Conditional items are identified rather than duplicated. Time or sequence Master action Owner Dependency and control 10:30 AM–1:00 PM Hair and makeup HMU lead Hard release at 1:00 PM 1:00 PM Photography coverage begins Primary photographer Contract start 1:00–1:30 PM Readiness and movement reserve Planner / attendant 30 minutes calculated; dressing requirements must be confirmed 1:30 PM Private first look Couple / photographer Location must preserve 2:30 PM check-in After first look Transfer to city hall Transport lead Duration Unknown; route must be verified 2:30 PM Mandatory city-hall check-in Couple / planner Hard venue requirement 3:00–3:25 PM Civil ceremony City hall / officiant Fixed block 3:25 PM Ceremony exit Planner / photographer Family must already be staged 3:25–3:35 PM Essential immediate-family portraits Photographer / family wrangler Ten-minute hard city-hall limit 3:35 PM Couple and photographer depart for rooftop Transport lead Fixed release created from ceremony end plus photo allowance 4:00–4:15 PM Calculated rooftop arrival window Driver / planner 3:35 PM plus 25–40 minutes Arrival–5:00 PM Rooftop details and room proof Photographer / venue manager 45–60-minute calculated maximum window 3:25–5:00 PM Managed guest interval and independent transfer Guest-flow lead Guests instructed to arrive at 5:00 PM, not immediately after ceremony 5:00 PM Rooftop guest doors Venue manager Hard opening time 5:00–5:20 PM Guest seating Venue hosts / accessibility lead 20-minute calculated window 5:20 PM Final seating Catering captain Hard catering deadline After 5:20 PM Caterer-controlled dinner and toast block Catering captain / emcee Start and duration Unknown; must protect portrait transition Calculated cut-off before 6:15 PM Toasts end and couple handed to photographer Emcee / planner Cut-off = 6:15 PM minus confirmed transition duration 6:15 PM Golden-hour couple portraits Photographer Rooftop or approved covered-terrace fallback 7:00 PM Photography coverage ends Photography lead Hard contract boundary Unknown Event end and vendor strike Venue manager / planner Requires written venue hard end and strike rules Explicitly accepted conditional blockers The first-look block remains conditional until its location and city-hall route are confirmed. The family portrait block remains conditional until the grouping list is approved as achievable in ten minutes. The dinner/toast block remains conditional until the caterer provides the service sequence and portrait-transition time. Accessibility and venue hard-end controls remain open and must be closed before the final call sheet. 9. Vendor Brief Vendor or department Call time Access Setup requirement Operational cue Handoff Strike Escalation contact Hair and makeup 10:30 AM confirmed Preparation location TBC Setup duration Unknown Complete and release couple at 1:00 PM HMU lead to planner/attendant Unknown Name and mobile TBC Primary photographer 1:00 PM confirmed First-look site, city hall, rooftop Equipment/prep duration Unknown First look; ceremony; family list; rooftop details; 6:15 PM portraits Photographer to planner after each priority block Coverage ends 7:00 PM; physical strike Unknown Name and mobile TBC City-hall liaison Couple check-in 2:30 PM City hall Venue-managed Confirm check-in, ceremony release, and ten-minute photo limit City hall to planner at 3:25/3:35 PM Not supplied Name and mobile TBC Couple transport/driver Call time Unknown First-look site, city hall, rooftop Vehicle readiness and route verification Ready before first-look release; depart city hall at 3:35 PM Driver sends ETA to rooftop venue Unknown Name and mobile TBC Rooftop venue Call time Unknown Vendor access begins 3:30 PM Photo-ready zones and guest-safe areas Hand photo-ready areas to photographer on arrival; doors at 5:00 PM Venue manager to photographer, hosts, and caterer Hard end and strike Unknown Venue manager name and mobile TBC Caterer Call time Unknown No earlier than 3:30 PM unless venue states otherwise Setup duration and service start Unknown Final seating confirmed by 5:20 PM; approve toast window Catering captain to emcee and planner Unknown Catering captain name and mobile TBC Emcee or announcement lead Call time Unknown Rooftop Speaker order and duration required Seat guests; cue toasts only on catering release; stop by calculated portrait cut-off Emcee to photographer Unknown Name and mobile TBC Guest-flow lead Call time Unknown City hall and rooftop arrival Guest message, arrival list, signage, and hosts Direct guests to arrive at rooftop at 5:00 PM Guest-flow lead to venue hosts Unknown Name and mobile TBC Accessibility lead Call time Unknown Both venues and transport route Accessible route and assistance plan Confirm each assisted guest’s transfer and seating Accessibility lead to venue manager Unknown Name and mobile TBC Optional second coverage role, Scenario 2 only Proposed 3:30 PM Rooftop at first vendor access Contract and shot brief required Capture setup, details, and handoffs Second role to primary photographer Proposed end no earlier than 5:00 PM; contract TBC Name and mobile TBC 10. Coverage Checkpoints Priority moment Responsible role Location Prerequisite Fallback Private first look Primary photographer Location TBC HMU release; private site; verified 2:30 PM city-hall arrival Move to approved private city-hall or adjacent location Immediate-family portraits Primary photographer; video role unassigned City hall Essential group list; family staged; wrangler assigned Remaining nonessential combinations conditionally moved to rooftop if caterer and coverage permit Ceremony Primary photographer; video role unassigned City hall 2:30 PM check-in complete No alternate supplied Ceremony exit Primary photographer City-hall exit Exit route clear; transport not blocking photography Use approved alternate exit point if city hall directs Rooftop details before guests Primary photographer in recommended scenario Rooftop Photo-ready venue handoff by 4:00–4:15 PM arrival window Capture only approved priority details; Scenario 2 adds a second role from 3:30 PM Toasts Primary photographer if completed before portrait release Rooftop dinner area Caterer release; speakers assembled; duration controlled Move overflow after portraits; extension required if coverage passes 7:00 PM Golden-hour couple portraits Primary photographer Rooftop Couple released before 6:15 PM by confirmed transition duration Covered terrace, subject to venue approval and rain plan Rain-location details Primary photographer Covered terrace Fallback activated and setup completed Prioritize couple area, tables, and key design elements Video moments Unassigned All locations Video vendor and coverage hours required No fallback can be promised without a video role 11. Contingency Triggers Trigger Threshold Decision owner Activation deadline Replacement action HMU overrun Couple not released at 1:00 PM Planner + HMU lead 1:00 PM Drop non-priority preparation images; protect first look and 2:30 PM check-in First-look route fails feasibility test Verified schedule cannot reach city hall by 2:30 PM Couple + planner + photographer Before final call sheet Relocate first look to approved private city-hall or adjacent site Family portrait list exceeds city-hall allowance Photographer determines approved groupings cannot fit ten minutes Couple + photographer Before final photo brief Keep only essential groupings at city hall; designate remaining combinations as conditional rooftop portraits City hall-to-rooftop ETA exceeds 40 minutes Live route estimate moves outside supplied range Transport lead + planner At 3:35 PM departure Notify venue; photographer prioritizes essential detail list on arrival; do not delay 5:00 PM doors Rooftop not photo-ready at photographer arrival Required detail zones are incomplete at 4:00–4:15 PM arrival Venue manager At photographer arrival Release completed zones in phases; prioritize couple table, room overview, place settings, and key design elements approved in advance Rain or unsafe rooftop conditions Threshold not supplied—venue must define wind, rain, lightning, temperature, or surface criteria Venue manager + planner Provisional latest gate 3:30 PM; earlier if setup requires Activate covered terrace and dry accessible route Guests begin arriving before 5:00 PM Guests reach venue before legal/operational doors Guest-flow lead + venue manager As soon as early arrival is identified Use the pre-approved holding or delayed-dispatch plan; no holding location is currently supplied Seating is incomplete near 5:20 PM Any unseated guest threatens caterer’s deadline Planner + venue hosts Before 5:20 PM Stop greetings and optional announcements; escort guests directly to assigned seats Toasts threaten portrait release Remaining speakers cannot finish before 6:15 PM minus confirmed transition duration Emcee + planner At calculated toast cut-off Stop the block and move remaining speakers after portraits Covered terrace cannot support fallback Capacity, lighting, accessibility, or operations fail venue check Venue manager + couple Before final call sheet Venue must identify another approved indoor option; none is supplied Photography approaches 7:00 PM with priorities incomplete Protected shot remains outstanding near contract end Couple + photography lead Before event day for extension; event-day escalation before 7:00 PM Use pre-approved priority ranking or authorized paid extension; do not assume overtime 12. Change Log and Open Decisions Change Log Change Reason Approver Confirmation deadline Selected Guest-Flow Protected as recommended scenario Matches relaxed guest-experience priority Couple / lead planner Before final timeline release Converted 1:00–1:30 PM into a protected readiness reserve HMU ends only thirty minutes before first look Planner / photographer / HMU lead Before HMU call sheet Made first-look location conditional Current location and city-hall travel are unknown Couple / photographer Before final call sheet Restricted city-hall family portraits to an essential ten-minute list Venue imposes a ten-minute limit Couple / photographer Before photo brief Set couple’s city-hall departure at 3:35 PM Calculated from 3:25 PM ceremony end plus ten-minute photo allowance Planner / photographer / driver Before transport brief Changed guest movement from immediate convoy to managed 5:00 PM arrival Prevents 45–70-minute early arrival Couple / planner Before guest instructions Added formal rooftop photo-ready handoff Setup duration is unknown and details must be captured before doors Venue manager / photographer Before vendor call sheet Made toast start conditional on catering release Dinner service timing is unknown Catering captain / emcee Before banquet timeline approval Defined toast cut-off by dependency rather than inventing a time Portrait transition duration is unknown Photographer / emcee Before final run of show Added Scenario 2 staffing and coverage amendments Setup-from-access proof and post-portrait toasts require additional coverage Couple / photography lead Before contract lock Open Decisions Open decision Owner Required answer Deadline Where will the first look occur? Couple / photographer Exact location and privacy permission Before final call sheet How long is travel from that location to city hall? Transport lead Verified route duration and parking/drop-off plan Before final call sheet Which immediate-family groupings are essential? Couple / photographer Ordered ten-minute shot list Before photo brief Who will gather family members? Planner / couple Named family wrangler and backup Before final call sheet How will guests travel and where will they wait before 5:00 PM? Planner / guest-flow lead Written guest movement plan Before guest communications What accessible route and transport are available? Accessibility lead / venue Vehicle, entrance, elevator, restroom, and rain route Before guest communications When will rooftop zones be photo-ready? Venue manager / vendors Setup sequence and phased handoff Before vendor call sheet When does dinner service start? Catering captain Service start, style, and interruption restrictions Before banquet timeline approval How many toast speakers and how long is the block? Couple / emcee Speaker order and total duration Before banquet timeline approval How long is the transition into portrait position? Photographer / venue Walking and preparation duration Before final run of show What activates the covered-terrace plan? Venue manager Measurable threshold and operational reset plan Before final call sheet What is the rooftop hard end and strike window? Venue manager Written curfew, breakdown, loading, and departure rules Before vendor call sheet Is there a video team? Couple Vendor, roles, and coverage hours Before coverage brief Will Scenario 2 staffing be authorized? Couple Second role and coverage-extension approval or rejection Before photography contract lock 13. Final Control Check Control category Status Control finding Hard constraints PASS HMU end, photography coverage, check-in, ceremony, city-hall photo limit, rooftop access, doors, final seating, portrait time, and photography end are each represented once in the master timeline First-look feasibility CONDITIONAL BLOCKER ACCEPTED Location and prep-to-city-hall travel remain unverified; approved fallback is relocation near city hall City hall-to-rooftop travel PASS WITH RANGE Departure at 3:35 PM produces a calculated 4:00–4:15 PM arrival window using the supplied 25–40-minute range Rooftop setup CONDITIONAL Legal access is represented at 3:30 PM, but setup durations and photo-ready handoff remain open Guest movement CONDITIONAL Early-arrival conflict is identified; 5:00 PM arrival communication and holding arrangements require approval Meals and seating PARTIAL PASS 5:00 PM doors and 5:20 PM final seating are protected; dinner-service start and interruption rules remain open Accessibility OPEN HIGH-RISK GAP No accessible transport or route details have been supplied Buffers PARTIAL PASS Thirty-minute readiness reserve and 45–60-minute rooftop-detail window are calculated; portrait-transition duration is unknown Coverage CONDITIONAL First look, family portraits, ceremony exit, rooftop details, toasts, and 6:15 PM portraits are mapped; video is unassigned and toast duration remains open Handoffs PASS BY ROLE HMU, photographer, transport, city hall, rooftop, catering, emcee, guest-flow, and accessibility handoffs have assigned role owners Rain contingency CONDITIONAL Covered terrace is identified, but threshold, capacity, setup, lighting, sound, and dry route require confirmation Photographer hard end PASS 7:00 PM appears once; no coverage is assumed afterward Venue curfew and strike OPEN GAP Hard end and strike requirements are missing and must not be invented Duplicate event blocks PASS The recommended master contains one ceremony, one family portrait block, one rooftop detail block, one toast sequence, and one golden-hour portrait block Remaining blockers EXPLICITLY OWNED Every unresolved blocker has an owner, corrective path, and confirmation deadline The master timeline should not be released to vendors until the first-look route, family shot list, guest movement, accessibility, catering sequence, rain trigger, and venue hard end are confirmed.