Shop Talk: Full-Service Event Planning

For those that don't have the additional time or experienced staff to handle planning a successful event!

For many companies, a full-time staff event planner is not needed, but putting together one or two successful events per year is! With our full-service package, we handle all of your event needs from beginning to end and keep you informed along the way. We begin by meeting with you to discuss your vision, goals, budget and available resources. From there, we create a complete budget and timeline of tasks with due dates. We will schedule check-ins with your team based on an agreed-upon schedule, and give you access to our checklist so you can check-in on progress at any time beyond our group check-ins. This package allows your organization to produce successful events without adding a staff member that needs a full-time salary and benefits!

When does it make sense to hire a Full-Service Event Planner for your event? 

  • When you don't have an experienced event manager on staff

  • When you don't have the budget or need for a full-time staff event manager with benefits

  • When you don't have the time or resources to plan an event from start to finish

  • When you want to make sure you stay on budget and get the most out of your event (events are expensive, don't waste your money on an unsuccessful one!)

Our Event Planner will:

  • Create the event planning task list and sort by team role. Input into any planning software desired with specific dates, assignments, and subtasks noted

  • Create an event budget in conjunction with the Client team

  • Manage procurement of all vendors and venue, including sourcing catering, audiovisual, décor, and photography (working with client’s existing partnerships where applicable)

  • Create and send Request for Proposal to list of preferred venues with preferred dates

  • Book and manage hotel room block(s)

  • Manage all vendor communication

  • Speaker communication after contracting, send all pre-event details and speaker event file

  • Manage vendors and/or speakers as needed

  • Send monthly updates to Client’s team on where we are with each planning task

  • Review all vendor and venue contracts, event orders, and bills. Submit to Client for payment and document on budget

  • Review all participant documents and signage to ensure everything is accurate and included (sponsors, locations, times, etc.)

  • Consultation on sponsors, fundraising, speakers and programming as needed (answering general questions and reviewing processes)

  • Arrive approximately two hours prior to event start time each day, ensure all vendors, sponsors, volunteers, and staff know what they’re doing and when, and stay on-site until all exhibitors and vendors have departed after the event.

  • Facilitate one post-event wrap up meeting 

Want to know more about what we can offer your team? Contact us today to discuss your specific event needs!

♥, Megan

The Footnotes...

Currently stuck in my head:

Currently Reading (Usually On Audible):

Verse of the Moment... "...but those who hope in the Lord will renew their strength. They will soar on wings like eagles; they will run and not grow weary, they will walk and not be faint.” - Isaiah 40:31 NIV

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