GENERAL SERVICES

  • Create a master calendar from hire date to the event date, which will include deliverables and deadlines for decisions.
     

  • Brainstorm with you and devise a plan for an incredible celebration. Create a guest journey.
     

  • Suggest programmatic and aesthetic themes to excite and surprise your guests over the course of an evening.
     

  • Assist in the development of a master guest list and RSVP management (cocktails, receptions, late night – tbd additional guests).
     

  • Develop a comprehensive event-staffing plan to provide a “run of show” service.
     

  • Manage a “shadow” support staff member for any designated individuals during events.
     

  • Generate a client event timeline and a vendor production timeline for the workweek.
     

  • Assist in the selection of third party vendors and review all proposals and contracts for completeness, omissions and payments.
     

  • Conduct on-location vendor meetings to assign and review their scope of work and communicate site-specific rules and policies to protect the property.
     

  • Direct all vendor load-ins, set-ups and load-outs during the week.
     

  • Serve as the on-site point person and assist in any general troubleshooting during the event.


     

 

ADDITIONAL SERVICES

  • Generate and maintain a master project budget for the areas within the scope of these planning responsibilities.
     

  • Provide a payment schedule for third party vendors under our management.
     

  • Assist in the brainstorming, the creation, the organization and delivery of any guest welcome notes/bags (if applicable).
     

  • Create a list to include all guests’ names, select contact information and the name of their weekend hotel to provide to all guests at hotel check-in.
     

  • Assist with the selection, purchasing and distribution of guest favors at the event.
     

  • Assist with making make-up and hair appointment for immediate family members for the event day. Additionally coordinate any travel needs for these vendors and manage their on-site schedule.
     

  • Assist in obtaining permits (if applicable).
     

  • Other services to be discussed.



     

PARTY VENDORS

Third party vendors will be presented for you to engage in the following areas:
 

 

VENUES

  • Research and assist in the selecting of event venues.

  • Assist in the securing and reviewing of contracts for the venue rentals.

  • Manage and communicate all necessary information with venue contracts.

 

WEBSITE

  • Assist in the selection of a website.
     

 

DINING

  • Recommend caterer(s) (when applicable).

  • Assist in choosing food & beverage (wine, champagne, and alcohol) selections.

  • Schedule a tasting.

  • Recommend pastry chefs / cake vendor and assist in the delivery and set-up (when applicable).

     

PRINTER AND CALLIGRAPHER

  • Assist in the selection, text and execution of printed materials:

    • Save the date notices

    • Event invitation(s) – TBD separate late night invitation

    • Schedule and map cards

    • Welcome itineraries and printed materials

    • Seating cards, place cards / menu cards and table numbers

    • Buffet cards

    • Thank you note cards and envelopes

    • Nightly hotel turn down notes with favors

    • Printed notes to company any gifts

    • Printed napkins / cups, etc.

                                                                                                                     

PHOTOGRAPHER AND VIDEOGRAPHER

  • Recommend photographers and videographers.

  • Assist in creating and managing a shot list.

  • Manage the vendors on site during the events.

  • Liaise with a video company creating & executing a video slideshow.

  • Coordinate the rental of a photo booth or digital booth with props.
     

 

TRANSPORTATION AND LODGING

  • Assist with the hiring of a valet company.

  • Assist in making hotel room “blocs”.

  • Liaise with guest hotels to keep an updated Excel rooming list.

  • Coordinate round-trip ground travel with a transportation company for guest airport arrivals and departures.

  • Coordinate round-trip ground travel from the guest hotels to the event.

  • Coordinate any separate day-of and weekend transportation for the immediate family members (cars, trolleys, buggies, scooters, shuttles, rickshaws, etc.).

  • Liaise with a travel agent to assist guests with their round-trip weekend travel (airlines and rental cars).
     

 

ENTERTAINMENT AND MUSICIANS

  • Propose band(s), DJ(s) and / or environmental entertainers (3-5) for the series of gatherings over the evening.

  • Suggest song selections for cocktails and reception.

  • Assist with communications between the entertainers and the client.

  • Arrange for their travel, accommodations, meals, etc. if applicable.

  • Manage the musicians to stay on time and on task.
     

 

SECURITY AND SANITATION

  • Assist with the hiring of a security company.

  • Assist with the hiring of a cleaning company / sanitation service.

  • Assist with the hiring of a landscape company for insect spraying or property maintenance.


     

ALEX HITZ EVENT DESIGN

COORDINATION AND VENDOR MANAGEMENT SERVICES OVERVIEW