Event Coordination

EVENT MANAGEMENT

   First Meeting Go over the event logistics, receive copies of vendor contracts, provide vendor referrals, and provide suggestions.

   Preliminary Timeline  Contact vendors to ask additional questions about their services, arrival and departure times to ensure compliance with agreed-upon terms and meet venue requirements. Create an itinerary.

   Venue Visit Conduct a walkthrough of the venue to create a floor plan of the event and collect vendor contracts.

   Communication Over the next few months, there will be updates, which you can send via email. Client tasks include sending new contracts, seating chart, music list, sample photo of your tables.

  Final Timeline One month prior to the event there will be a zoom meeting to review the timeline.

  Week of Event The schedule will be sent to all vendors. A one-hour visit to the venue will be conducted, either to rehearse the ceremony, the grand entrance, or to review deliverables. The client will bring their additional items in boxes labeled with a description of their placement.

  Event Day On the day of the event, Thalia and her Assistant will provide 8.5 hours of onsite work.

 

Coordinator Services
*These services may or may not be needed, depending on the schedule of the coordinator and her hired assistant, and depending on the decor and vendors.

• Create the event schedule

• Create a floor plan of the venue and the layout

• Maintain contact with vendors throughout the process regarding their schedules, services provided, and facilities

• Resolve unforeseen issues

• Light decoration: set up tablecloths, centerpieces, tableware, and stationery

• Move lightweight decorations from one space to another

• Distribute special items to guests (sparklers, glow sticks, petals, favors)
  Direct the client or VIPs to the following activities

• Welcome guests, receive their gifts, and direct them to their tables

• Oversee the execution of event activities (special dances, cake cutting, toasts, games)

• Make important announcements if your DJ/band is not acting as MC

• Serve as the event manager and handle emergencies

• Store the couple's personal belongings and gifts and deliver them to a designated person

• Pack decorations and load them into the designated vehicle

• Load the cake, desserts, or food into the designated vehicle

• We work in conjunction with security if an emergency arises in order to minimize interruption

 

The coordinator and her assistant are very helpful, so on the day of the event, with time permitting, they will step in to assist in areas that require attention, but they will not replace the vendors. Each vendor is responsible for their own contracted work. We guide them, but we don't micromanage them; we treat them as professionals. However, we will address any issues we identify if they affect the event.

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What we Don't do...

Day of Coordinating is not Design & Full Planning which is a start to finish process. Couple makes all final decisions, comes up with their own decorative ideas, chooses, hires, meets with and pays their own vendors. It also does not include heavy decorating (like ceiling drapery or floral arrangements) and moving of large equipment. Hired staff are responsible for handling food service duties and heavy cleaning duties (serving, clearing plates, moving tables & chairs, cleaning the facilities). Once you've finalized services with your vendors, we can step in for timeline & set-up questions. All vendors should be paid before event day (we don't deliver payments). Also, please keep in mind that at the end of the day, we are not security guards or nannies. We try to minimize problems, but we do so by using designated providers for these tasks.

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Additional Considerations:

* For guest count of 200+, add $400. 

* Venue cleanup can be added for $250.

* Serving staff can be added for $25/hr per person. 

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Sample Coordinator Schedule on Event Day 

*The final timeline is much more detailed than this example

8:00am Coordinator team stays in direct communication with vendors for deliveries.

9:00am “ “

10:00am “ “

11:00am “ “

12:00pm Coordinator team arrives at the venue and checks that vendors have arrived or delivered.

1:00pm If any remaining items need to be set up, coordinating team will take care of it.

2:00pm We'll provide the photographer the personal detailed items for the pre-shoots.

3:00pm We assist the Wedding Court with their garments, boutonnieres, or veil. 

4:00pm [Guest Arrival] Meantime, the coordinator team

 - checks on the DJ's ceremony cues & sound

 - organizes the Wedding Court for the ceremony processional order

 - hands bouquets, flower baskets, ring boxes, or other ceremony items to designated people.

 - hands the marriage license to the Officiant

 - releases the Wedding Court to enter the ceremony

4:30pm [Ceremony Starts] A tray with drinks & appetizers is prepared for the Wedding Court

5:00pm [Ceremony Ends] The Wedding Court is escorted to their break area to gather for photos while guests head to reception. Guests are guided to the cocktail/reception space.

[Start family Photo session] Drinks/appetizers are provided to the Wedding Court.

5:30pm [End Photo session] The Wedding Court is prepared for their Grand Entrance.

5:30pm [Dinner Starts] Meals are handed to the couple and the vendors.

6:00pm Prepare toasts

6:30pm [Toasts] The toast-givers are called to the microphone for their speeches

7:00pm [First dance] The cakes/desserts are prepared for cutting. Items for the special dances are organized.

7:30pm [Cake cutting] Escort couple to cake cutting table

We ensure the cake is cut and plated for serving

8:00pm  [Money dance & games] Couple is brought back to the dancefloor to start additional presentations

8:30pm  [Open dancing] Pack up the Couple's personal items

9:00pm Coordinator says good-bye [dancing]

10:00pm [dance]

11:00pm Music ends / Bar closes

11:00pm - 12:00am Venue cleaning

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*This timeline is adjusted to the venue’s requirements, personal needs, type of vendors and type of ceremony (religious vs civil); the hours of work provided can be adjusted.

 

Additional assistance may include…

Placing linens on tables

Centerpiece setup

Setup of the plates, cups, napkins & silverware

Distribution of the name cards, menus, table numbers, favors and programs 

Moving of ceremony decor to reception space for dual use

Passing out send-off items to guests (i.e sparklers, glow sticks, rose petals) 

Cutting & serving of cake

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Additional Considerations:

* For guest count of over 200, add $400. 

* Venue cleanup can be added for $250.

* Serving staff can be added for $25/hr per person. 

 

* Month of Coordination (aka Day of Coordinating) is not Design & Full Wedding Planning which is a start to finish process. Couple makes all final decisions, comes up with their own decorative ideas, chooses, hires, meets with and pays their own vendors. The Event Manager and her assistant provide the majority of their contracted work, the month of the event. It also does not include heavy decorating (like ceiling drapery or floral arrangements and moving of large equipment). The catering & venue team are responsible for handling food service duties and heavy cleaning duties (serving, clearing plates, moving tables & chairs, cleaning the facilities).