Professional, experienced vendors will effortlessly lead you through this process and save you the trouble of knowing what you have to determine and what steps to take when. Generally, each vendor will contact you for needed information, or as you work with your event coordinator, they can handle all of those emails and calls and as host(ess), you can have them as your single point person.
Invitation courtesy of Tiny Prints
Some details can’t be finalized until closer to the event date, but we recommend you try to get these processes going as soon as possible, as that leaves you time to relax before the event, as opposed to constantly formulating details and meeting with vendors. Many of these steps can be taken care of by your event coordinator, if you don’t have the time or desire to do it yourself. At the very least, we provide a planning timeline to every client that outlines specific dates for each task to get done, so that you don’t have to worry about what to do next!
1-2 months out from your event, you’ll need to determine specifics for your venue and vendors. If you’re doing a smaller affair, perhaps one at your home, this can be done as late as 2 weeks before your event without a problem. The two key things you’ll need to determine are site layout (how do you want to design the room(s), based on your guest count and type of event), and timeline of the day. Depending on the event, these can be very simple documents or they can get long and extremely detailed. With your event coordinator, often you won’t have to do this step yourself at all! With us, we always create a detailed diagram and timeline for you to determine changes and approve, then take care of getting it to venue and vendors (and ensuring it happens and everyone’s on board!).
One week before your event, you’ll want to confirm all details with your vendors. Ensure you know their arrival time, specific responsibilities per your meetings with them and departure time. Make sure you know when final payment is due. Provide them with final timeline and any last-minute changes in guest count or preferences. Your event coordinator will likely handle this entire step for you!
Photo courtesy of Rhee Bevere Photography
Then relax and have fun! Your coordinator will ensure the day goes to plan – whether we’re there, or whether you’ve opted to simply use us for planning work and not for day-of, our work guarantees that your event will run smoothly and be exactly what you’ve hoped for. Our priority is that you enjoy your own event and pleasures of being a host(ess)!
If you would like to discuss your event with us, please feel free to contact us. We offer consultation-only services and a la carte help through full coordination. We can also provide you with a proposal for your event to show you how we can help plan, design and coordinate your event. If you’re interested, set up a complimentary initial consultation!