Description

Our full coordination package service is designed for clients who have only booked or not the Venue and want a totally stress-free event planning.  

I’ll work closely with you to ensure you have every service you need for an unforgettable event. Beyond our standard offerings, I can create a customized package tailored to your unique vision, collaborating with my trusted vendors to provide everything from decor to entertainment. Together, we’ll bring your dream event to life with ease and style. 

The Client hereby engages the Event Coordinator to perform the following duties relevant to the Event:  

Six hours during the planning in person or zoom meeting consultation to wrap up all the details about the Itinerary 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 ideas for: decorations, food, cake, music, entertainment. 

• One meeting to show you the decorations, tasting of food and cake, after,  I will send you a mook of your party including the Decorations, Selected food, Cake design that you choose. 

• One meeting with the Photographer to talk about the service.                  

• Give information about the vendor according to your needs and set an appointment for Photography, Food tasting, Cake Tasting and Decorations..
• Get special accommodations for the vendors if they need it. 
• Coordinate the ideas with the vendors. 
• 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.

• Create a Floor Plan for the venue. I will send it when my client gives me the approval. For this I need the exact number of guests. 

• Send the countdown for the upcoming days or months. 
• Get an approval Timeline from the Clients with all the names, music ( Links from you tube) six weeks before the event day. 
• Share the Timeline, Floor Plan to the venue five weeks before the celebration day. 

• Obtain the final headcount from the client to reconcile count services needed. 

• Share the Timeline and Floor Plan 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. 
• Obtain the final headcount from the client to reconcile count / service needs. 
• Coordination of the vendors set up guided by the floor       plan ( created by the decorator). 
• 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 if you want it. Please place it in an envelope with the vendor name on it. 
• Assist my client during the day by getting ready. 
• Event day until 12 hours of service during the event day. 
• Bring a reserve cards if my client wants to reserve some tables for their Family or Ceremony aisle. 
• Assist clients and event parties as needed prior to ceremony. If they want to do a rehearsal. 
• Distribute bridal bouquet, bridesmaid bouquets, boutonnieres, and corsages. 
• Organize a wedding party to ensure everyone is in place and ready for the 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. 
• Receive guests who come during the party, sit them and bring the food if we are on dinner time.
• Take care by the end of the event 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.