FAQ

FAQ

WHY SHOULD I HIRE AN EVENT COORDINATOR?

Our company provides top quality superior service to all of our clients on every occasion. Know matter which venue you choose we know that your Wedding, Corporate event, Baby shower, Surprise party, Anniversary dinner will need special attention . We want your memories to be of significant enjoyment, and a delightful one that you and your guess will remember for years to come. This is where the fun comes in to play for us and the stressful planning is alleviated from our clients and trusted in the hands of true professional experts that will handle the venue from start to finish. We take the edge off while devoting our time , energy and enjoyment to orchestrate the entire venue for you and keeping you a float every step of the way. You will stay enlightened on every decision of your special day. An Event Coordinator can remove the stressful burden and handle all of your decisions and planning for you. Leaving you with a peace of mind while you sit back, relax and watch us work for you . We will coordinate and oversee the event down to the smallest detail so that your only responsibility is to have fun and enjoy the ride!!!!!! We are excellent at what we do and will succeed at bringing you complete satisfaction that is our duty to give and your pleasure to receive.

CAN I JUST CONTACT VENDORS MYSELF AN LET THEM DO THE WORK?

While it may be quick to locate and contact vendors on your own it not an easy process. As a Event Coordinator we have a one on one strong business relationship with our vendors and have established many years of business to business affiliation with many vendors. Because we use their services on many occasions we can get excellent rates that you may be unable to negotiate on your behalf. It is also very important to know the quality of service you will receive at the cost that you will be required to pay. Knowing that they are ensured and listed with good ratings is very important. By us having this strong established business relationship with the best vendors we know who to trust. We also take the hassle out of delivery worries by bringing the vendors to you. Additionally, we will coordinate all contracts and payments, remind you of deadlines, and help you determine what you really need to make your special event a complete success. You will be relieved by just allowing us to lighten the load and working with one person to handle the entire process instead of dealing with !0-15 and stressing yourself before your big day. We believe that less stress is best before your event and want this to be an momentous occasion that you will cherish forever!

I AM ON A LIMITED BUDGET. CAN I AFFORD AN EVENT COORDINATOR ?

Yes we believe with confidence that you can. Our goal is to provide you with impeccable service and delegate ourselves to helping you make the best decision for your budget. We offer a variety of packages to fit your needs and range of budgets. We ensure you that you will receive the best value for your budget. By collaborating with our experienced professionals, we can help you to maximize your funds and create the breath- taking venue that you can afford at the best possible price. Understanding that planning a venue is not the easiest take for you, which is why so many couples hire planners to help minimize the stress. When you hire a coordinator you're getting a advocate too." We not only collaborate with you on the design of your venue but we negotiate with vendors on contracts; liaise with the venue and trouble shoot things like how many bathrooms or generators you will need in the building.

I HAVE DECIDED TO PLAN MY OWN EVENT BUT WOULD LIKE TO HAVE A COORDINATOR AVAILABLE THE DAY OF THE VENUE TO ASSURE THE ENTIRE EVENT RUNS SMOOTHLY. WOULD THAT BE POSSIBLE TO HIRE YOU FOR THE DAY?

Absolutely!

We would be delighted to see you relax and enjoy your special day. This is a perfect time for us to be there to over see your event as your day coordinator can be booked for the entire day or for a few hours of coverage. Meeting with you in advance to get clarity and cover all venue details would be of great importance so that the day of your event everything will run smooth sailing. Choosing a qualified coordinator is one of the best investments that you will ever make.

How do I know how much I will need up front for my event ?

When organizing an event , you are confronted by many decisions. Choosing a venue is the one decision that will have the largest impact on your event . The date of the event, catering options, attendees etc.... all of these decisions are affected by the decision you make. You will need to first understand the scope of the services that you are budgeting for and set your budget before hiring your planner. Only you will know how much you are able to afford overall. You will need to count the cost of many factors such as :

When to start looking for a venue? Once you have good incite and clarity on the following 3 things.... (1) Budget (2) Estimated event size? And space requirements? You can then begin your search. All other decisions can be handled by your event planner that will be coordinating the event for you.

When and why hire an event planner?

The earlier the better. Depending upon the time of year preference of selected dates may be an issue and already taken by other clients if you wait to late. Important to book a venue at-least 4-6 months in advance giving the time to plan other critical things that come into the picture such as catering, event brochures, websites etc.... the planner will need sufficient time to gather all the important details such as .... Location to hold the venue. Depending on the capacity of guest dates and availability of the location you choose may be difficult if you wait. Another factor is parking. If the parking area of the place you choose for your venue will not hold the capacity of guest you are inviting then the planner will need to do a thorough search for a place suitable.

Another important factor is Capacity and Minimums...Knowing the room capacity of the venue for a few reasons. First, 500 people if this is your estimated event size cannot be comfortable in a room size for 250-person capacity. Second, there are fire and safety codes that the venue must abide by.

Will need to know if the venue has a kitchen and can provide catering to your event? Or will an outside cater need to be booked. If so, the facility fee and only down payment charge along with the food cost for each guest will be required. The venues without kitchen facilities may have a partnership with a provider that you are required to use. Checking their menu in advance would be important. If the food is not tasteful and of good quality then this will have a negative impact on your event. Choosing a venue that serves great food or allows you to bring outside food vendors would be a plus. Will need to know if they supply the tables, chair and linens and if so you will save a fortune. If not the event planner will need to locate this for you and it can be costly.

Will they have a set up cleaning crew if so outstanding if not an event team will need to be built to handle the cleaning after the event. Another thing is to know if the venue will have AV capabilities ? Some venues have built in audio-visual equipment for you to use, and other's will require you to bring your own.

Layout is very important. Having a rough idea of the types of activities you will be including will be required, the amenities and the needs of your team and the attendees all need to be included for the venue to run smoothly. "The layout and floor plan will greatly affect a few different aspects of your event".

The flow of traffic will be different depending on each event, but determining high traffic areas will be important to know how much coverage is needed in those areas. If you looking to have event activities such as a keynote speakers, you will either need a stage , or a spot to set up a rented stage. If you need a demo area or a bar this will also need to be included in the list of needs for your venue.

Insurance will be needed. Some venues will not do business with you if you don't have the proper insurance coverage for the venue. Several venues require a certain amount of liability insurance. " Typically you can ask your general liability insurance agent for this endorsement for your event. A good idea to start early in planning so that this can be added to your policy along with the correct wording and required address.

Accessibility is an important factor for any guest that may require special needs, that may need to access the building and its amenities. Before you can answer this question, you will need to understand who you guest will be and what will be their special needs if any.

Cost and flexibility on event date

Being flexible on the day of the event can be a great way to negotiate with venues. They may have open dates on their calendar that want to be filled. By providing 2-3 date options, you are more likely to get discounted pricing which will cut some of the cost. After reviewing this page in full detail you will see the value and agree the importance of hiring an event planner to coordinator your entire venue from start to finish.