Description

 The Client hereby engages the Planner to perform the following duties relevant to the Celebration: 

• Two  hours in person or zoom meeting consultation to wrap up all the details and sign the contract. 

• Unlimited consultations via email and/or telephone during the office hours 8:00 am to 6:00 pm. Keep in mind that on weekends we may be at another event and not be able to take calls. 

• Get the list of the vendors ( names, phone numbers and emails) booked from my client. 

• Get special accommodations for the vendors if they need it. 

• Calls to the vendors to introduce myself as your Coordinator. 

• Create an extensive event day timeline/itinerary (from setup to break down) to be approved by the client prior to the event day and distributed to all vendors 3 weeks  before the event day. 

• Send the countdown for the upcoming days. 

• Get an approval Timeline from the Clients with all the names, music ( Links from you tube) four weeks before the event day. 

• Share the Timeline, Floor Plan created by the decorator to the venue five weeks before the celebration day. 

• Share the Timeline and Floor Plan created by the decorator with the vendors 2 weeks before the event, continuing doing one more call two days before the celebration to obtain the arrival time from each vendor. Text message to my client with the update from the vendor’s calls. 

• Supervising all the china set up on the tables, also if the clients want to bring some favors to the table I can set up them, card box, toasting flutes, special photos, guest book, unity candle, place cards, table numbers, seating chart. 

• Obtain pending  payment and tips from my clients to the vendors. Please place it in an envelope with  the vendor name on it.

• Event day until 10 hours of service. 

• Bring Reserve cards if my client wants to reserve some tables for their Family or Ceremony aisle. 

• Distribute  bouquets, boutonnieres, and corsages. 

• Organize the event party to ensure everyone is in place and ready for ceremony. 

• Greet the event guests and direct them to the ceremony or cocktail area and after to the reception. 

• The food will be served to the clients  first, and principal tables ( family) first during the event. 

• Coordinate events and announcements throughout the reception with the Dj. 

• Assist the guest and family in any situation. 

• Take care by the end of my work hours  of the pictures, photo album, any food or cake left, bouquet or any other object that is in the venue. 

• The Event Coordinator will use reasonable efforts to plan and coordinate the event according to the Client’s specifications. 

• The Event Coordinator is not responsible for the actions or services of third-party vendors, but will facilitate communication between the Client and vendors. 

• Emergency Kit. 

 

The Planner is required to obtain written consent from the Client prior to entering into any contractual agreements or prior to issuing deposits or invoices.