Custom Event Timeline

The Event Timeline is the backbone to every event!

If a Day of Coordinator is unable to be apart of your Event for whatever the reasons may be, an Event Timeline is a MUST to ensure all vendors understand their roles and your event runs smoothly without incurring additional overtime charges from your venue, caterer, and bar. An Event Timeline determines the type of event you want to have and want your guests to experience! It will also ensure all the important aspects of your event are executed and get to be enjoyed.

*Reminder, DJ's DO NOT make Event Timelines they only follow them.

Your Event Timeline will include:

Allocated time for hair and makeup, the timing of photos throughout the day and with who, transition times for guests, bar times, food service timing with Industry Standards depending on type of service, scripting for your DJ/MC, the flow of the party with special dances, guest dancing breaks, speeches, entertainment, weather back up timing, and built-in safety timing to account for last minute changes or unforeseen delays. Includes up to Three drafts*

$450

Crafted Event Diagrams

Event Diagrams are how your Venue and Vendors know where to place items and create event flow!

Depending on your selected Venue, some will create Event Diagrams for their set up team only, others will include your vendors set up items too, but most will require you or your event planner to provide the required Event Diagrams. Event Diagrams are created using special software systems that are manually set to scale, and an Event Diagram is used for each separate area around the venue or for each different set up (ie. Ceremony, Cocktail Hour, Reception, After Party each get their own Event Diagram made). A Dinner Reception Diagram will also have your Seating Assignments included per chair at each table.

*Reminder, onsite there is always an EXTRA CHARGE to move chairs/tables/dance floors/stages/photo-booths/lighting/aisles/floral arrangements whether it is because the placement is not to your liking, it starts to rain, everything does not fit as expected, or due to breaking Fire Codes. 

Your Event Diagram(s) will include:

To scale drafted layouts specifically for your event with your Venue's measurements and all your Vendors items with accurate measurements, Fire Code and Industry Spacing Standards are included, unlimited amount of items per Event Diagram, Dinner Reception Diagrams will include your Seating Assignments (with a list provided by you), and a Weather Back-Up Diagram. Event Diagrams will be created through Social Tables digitally shareable or directly through your Venue's preferred software platform. Includes up to Three drafts per Diagram*

$75 per Diagram (includes Weather Back-Up)

Vendor Load In & Out Manifest

Vendor Load In & Out Manifests can be time-consuming and frustrating to compile everyone's logistics! 

All Venues or Venue Security Directors will ask for a Vendor Load In & Out Manifest. When balancing multiple Vendor contracts on your own, collecting all the required details from each Vendor can be an exhausting process with a lot of back and forth incomplete information. If loading and unloading times are not coordinated properly based on set up logistics, time delays to your event can occur from overbooked loading docks.

*Reminder, Venues can have loading dock restrictions to plan around and your Vendors charge for loading and unloading time slots. Any delays caused from not having a Vendor Load In & Out Manifest can result in ADDITIONAL CHARGES from both your Venue and Vendors.

Your Vendor Loading Manifest will include:

Professional Coordination of all your Vendors loading needs (driver names, driver contact information, number of required loading bays, amount of & measurements of vehicles, length of loading time windows, and loading sequence) and an electrically shareable document of the collected information to provide to your Venue. Maximum of Two Weeks before event date*

$75

Vendor COI Coordinating

Proof of Insurance (COI) is required for all Vendors at every Venue!

Vendor COIs are another item on your to-do list to acquire from each of your Vendors and your Caterer to submit to your Venue. Due to the nature of this task, back-and-forth communicating usually transpires as your Vendors attempt to have their COI's filled out properly. Bringing in a professional to take this process off your hands can assist the leading up weeks to your event be less stressful.

*Reminder, Vendor COIs have certain liability coverage amounts depending on the services/items they are providing, along with specific verbiage for each Venue.

Your COI Coordinating will include:

Professional correspondence with your Vendor, COI template explaining the coverage amounts needed and placement of legal verbiage, and correspondence with your Venue to obtain their legal verbiage. Completed and correct COI will be emailed to your Venue.

$25 per Vendor

Contracting Assistance

Contracting can be tricky with hidden fees, restrictions, and spending minimums! 

Contracts can be daunting, and without the help of a professional you can be agreeing to terms that are very limiting or expensive in the long-run of your event. With my experience as the one on the other end of the contracting, I know what items are negotiable and what terms are usually not mentioned during contracting in the sales phase which then become an issue during the event planning and event execution phases. Contracting is the time to ensure Event Logistics have been discussed and are correctly included. An event professional can further assist with ensuring all items discussed are included in your contract to serve as your guarantor last look before signing.

*Reminder, contracting is a negotiation and your signed contract becomes the law. Just because you spoke with "so-and-so" or have an email, does not hold as a guarantee and labor turnover is an unfortunate but inevitable effecting factor in all areas of the event industry.

Your Contract Assistance will include:

Professional review of contract draft from your Venue, Caterer, and Vendors, upon review of contract draft a list of specific questions to ask regarding financial concessions, event logistic related allowances, labor levels, and specific industry loopholes will be provided to you, and final review to ensure all possible items have been included in your contract to cover you for all scenarios. 

$95 per Contract (includes a draft review, list of questions, & final contract review)

Budgeting

The first step and a continuous step in your planning process that dictates all planning decisions!

Budgeting is a very time consuming process, with constant changes as each quote or estimate becomes provided. It can be difficult to know where to even start and how to allocate your funds. With the guidance of Industry Standard amounts as a baseline, it is easier to determine how far your budgeted funds will allow you to go in each event item category. Budgeting also paints a picture when used to make comparisons between Venues and Vendors to determine the best packages for your needs and dollar amount.

*Reminder, to avoid overspending accurate forecasting with all pieces being included is key. Taxes, Service Charges, Gratuity, Shippping and Labor Fees are most frequently forgotten costs that add up if not accounted for from the start.

Your Budgeting will include:

A live spreadsheet with manually preset formulas, all event item categories that incur a cost throughout the planning process with their Industry Standard guiding amounts for each, Industry Standard calculations for sales tax, resort tax, service charge, labor fees, and gratuity, and a professional to complete all inputting of information as you acquire estimates/quotes from Vendors, Venues, and Caterers throughout your entire planning process.

$450

Venue Research

The most extensive step!

As your Venue will equate to a big chunk of your allocated event funds, the search for the right Venue is quite the extensive search. In each category from Rustic Farm, Beach View, Enchanted Forest, Romantic Garden, Unique Estates, European Oasis, Hotels & Resorts, to Luxury Extravagance there will be a plethora of options that will pull within a search. Having a professional's guidance to assist with populating searches for you based on your ideal Venue vibe, budget, key features, ideal city, and food & beverage needs a list of 50 venues can be narrowed down to a more digestible five-ten Venues to consider scheduling a site tour.  In addition to handling the research stress, having an Event Planner present with you on Venue site visits alleviates the pressures of what questions to ask and how to know if the Venue is the right fit.

*Reminder, your Venue determines certain event execution restrictions. From whether or not outside Catering or Alcohol are allowed, if haze and smoke machines are allowed with your DJ, to party end time restrictions. 

Your Venue Research will include:

An Event Professional to conduct your Venue search based on requirements and visions, expertise from previous experiences at a variety of Venues, a provided list of the best three - ten Venues to consider, and an Event Manager to attend your Venue Sit Visit.

Up to Three Venue Site Visits included with Event Manager* Additional Site Visits can be added at an additional cost*

$375 (Venue Research and initial Three Venue Site Visits)

$100 per Additional Venue Site Visit

Additional planning meeting

When the Traditional One Planning Meeting with your Day Of Coordinating Package, One Week Out, is Not enough!

Traditional only Day Of Coordinating Packages include just One Planning Meeting anywhere from One to Two Weeks from the big day. For some clients that have a lot of Vendor, Placement/Spacing/Flow, and Timing logistics another Planning Meeting is ideal at either the beginning and/or middle of the self-guided/DIY Planning Process to help set a proper Planning track.

*Reminder, your Day Of Only Coordinator(s) only begin working with you at that One to Two Week out period. This Planning Meeting is a pass on meeting for all the work done alone before you had a Planner, in order to have an execution operations plan. If Planning items were scheduled, booked, or measured incorrectly your Day Of Professional might not be able to fix the damage done.

Your  Additional Planning Meeting will include:

An Event Professional to either meet onsite at your Venue or not at your Venue to provide you with key Industry Standards for Event Flow, Item Placement, Spacing, Vendor Contracting, Event Timeline/Agenda Elements, Best Practices, Safety Guidelines, Budget Conscious Tricks, and the Ideal Planning Next-steps to follow in-order to be on time based on your specific Event details.

$200 per added 2hr. meeting

"DIY" Item Assembly

We are in the era of Do It Yourself!

There is nothing wrong with the DIY event route, and in this day and age so many beautiful, trendy, or creative options ONLY exist on websites such as Etsy, Amazon, Shein, Temu, and so on. As we all have learned, most of these items do not come all put together like the picture. If you don't have the time, the steady hands, or just need help with some of the crafting of these intricate save the dates, invitations, escort cards, menus, welcome favors, thank you gifts, or any other personalized items you ordered that need to be assembled we are here to support.

*Reminder, the key to a well executed DIY invitation or party favor is attention to detail while assembling them and the allocated length of time it takes to make them. Ordering a few extra is always great in-case of manufacturer error or user error! 

Your "DIY" Item Assembly will include:

Either drop-off or pick-up of your ordered items, detail oriented and experienced Event Coordinator assembly, pictures of finished items, pick-up or drop-off of completed assembled items.

Length of time required to complete assembling varies depending on amount of and complexity of items* Additional charge for gas/mileage to pick up items may apply*

$1-3 each (depending on complexity)