GENERAL SERVICES

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• 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

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• 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

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• 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

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• Assist in the selection of a website.
   

 

DINING

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• 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

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• 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.

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PHOTOGRAPHER AND VIDEOGRAPHER

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• 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

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• 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

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• 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

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• 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.