How will we receive feedback and updates throughout the planning process?

We typically set up a standing monthly meeting to review progress and next steps. Around the second or third week of each month, we’ll schedule a call or virtual meeting to go over updates, tasks, and any questions you may have. In addition to these meetings, we send monthly email progress reports, so you’ll always know what we’re working on.

Meanwhile, you’ll have 24/7 access to our project portal, which we aim to update at least twice a month. That way, you can compare real-time progress against your checklist at any point. As we get closer to the event date, we’ll likely transition from monthly to biweekly updates, ensuring you have more frequent check-ins and support as the event approaches.

How do you handle hotel reports and room blocks?

A. Hotel Options & Selection
Before finalizing a hotel, we’ll provide you with three carefully selected options. Each will include details on rates, amenities, accessibility, and more. You choose which hotel you prefer, and once you sign the contract, we’ll take the lead in managing the room block.

B. Booking Link & Payment Options
You’ll receive a dedicated booking link for attendees who are paying on their own. If your organization is covering hotel costs, you can supply us with a rooming list. We’ll handle the logistics accordingly.

C. Weekly Pickup Reports
After the hotel room block is established, we request weekly pickup reports from our hotel partners. These reports let us track how many rooms have been booked compared to our targets, helping us understand if we’re on pace or if we need to adjust any strategies.

D. Monthly Progress Updates
We also include these pickup details in our monthly reports, and you can request them at any time for a real-time view. All updates are saved in the client portal’s notes section, so you can access the information 24/7.

E. Cut-Off Date Reminders
A month before the hotel’s cut-off date, we’ll remind you so you can ramp up marketing or outreach if needed. This ensures you maximize room usage before any penalty or release of unbooked rooms.

Do you set up and manage Eventbrite, or what is your role in event registration?

It really depends on your preference and how much control you’d like over the registration process. Here are the two main approaches we offer:

A. We Handle Everything
We can set up the Eventbrite page, design graphics (if needed), and provide you with a registration link to share on your website or social media. You’ll still have access to see how many people have registered, and we can update you regularly on attendance figures.

B. You Manage Eventbrite
If you prefer to keep all attendee data within your own organization, you can set up and manage the Eventbrite (or other registration platform) and give us limited access—either by adding us as admins or just sending us periodic reports. This way, you maintain full control over your attendees’ information until you’re ready to share details we might need for name tags, seating charts, or cross-referencing hotel room pickups.

Regardless of which path you choose, we’ll keep an eye on registrations to ensure everything aligns with hotel room blocks and other event logistics. You can also view all relevant updates and timelines in the client portal. As we get closer to the event, we’ll only request the attendee list when needed to finalize on-site details.

What does live event design include, and are materials part of that cost?

A. Design & Stage Presence
The final step in our process is designing the physical space—especially the stage area. We handle layout plans, room diagrams, and strategic placement of décor or branding elements.

B. Tech & AV
If our tech team is providing audio-visual support, most of the essential equipment (lighting, microphones, basic screens, etc.) is included, as we already have these items in our warehouse. More specialized equipment—like large LED walls or additional high-end gear—would appear as a separate line item on the vendor invoices.

C. Inclusions vs. Extras
We “bake in” the cost of standard materials and labor required for a cohesive event design. However, if you want to elevate the setup with advanced technology or extra décor, those would be added separately to ensure you have transparent pricing.

D. Personalized Approach
We tailor our designs based on your event objectives, venue specs, and any visuals you’ve shared with us (e.g., videos, photos). By the time we finalize the design phase, we already understand what’s needed to achieve your desired look and feel without adding unnecessary costs or clutter.

How do you handle sponsorship fulfillment for events?

A. Primary Funding Source
Many of our events—especially those for nonprofit or foundation clients—are largely funded through sponsorship. Because sponsorship is crucial for these organizations, we integrate it strategically into every aspect of the event experience.

B. Focus on Relationships
We want our clients to concentrate on building meaningful connections with sponsors so they feel invested in the mission, vision, and values of the organization. Once sponsors are on site, we take over to ensure they have a premium, personalized experience.

C. On-Site ‘Red Carpet’ Treatment
Depending on the event, this might include a meet-and-greet, a special reception, or a sponsor luncheon—whatever creates a memorable “wow” factor. These thoughtful touches help sponsors feel appreciated and encourage them to support future events.

D. Part of Our Overall Strategy
Sponsorship is woven into our three-part framework of Content, Curate, and Culture. Under “Culture,” we focus on strengthening the relationship between you and your sponsors. By the time the event wraps up, they feel valued, recognized, and excited to continue collaborating.

E. Long-Term Engagement
When sponsors leave with a positive impression, they’re more likely to come back for the next event, contribute additional funds, and spread the word to other potential partners—ensuring a sustained, mutually beneficial relationship.

How do you coordinate sponsors who also want to exhibit, and how does that involve the venue?

A. Early Decision in the Strategy Phase
We clarify whether sponsors wish to exhibit right from the start. During sponsor registration, we include a question asking if they’d like a booth or table. This helps us determine how many exhibit spaces are available based on the venue’s layout.

B. Exhibit Space & Upcharge
If sponsors choose to exhibit, there may be an additional fee. This fee typically covers essentials like a six-foot table, two chairs, and possibly water and power. Offering exhibit space as an add-on (rather than in every sponsorship package) frees up your budget for other enhancements—like décor, floral arrangements, or catered receptions.

C. Cut-Off & Confirmation
We set a cut-off date to finalize the number of exhibit spaces. Once sponsors sign up, they receive a confirmation detailing what’s included in their exhibit area.

D. Detailed Logistics (60–90 Days Out)
Closer to the event—around 60 to 90 days beforehand—we provide additional instructions. This might include load-in times, booth setup guidelines, and a day-by-day schedule if it’s a multi-day event. We also confirm any power needs, whether overnight security is necessary, and how exhibitors might share booth duties across different times of day.

E. Venue Coordination
We collaborate with the venue on your behalf to make sure space, tables, power, and any extra requirements are arranged. This streamlined approach reduces confusion for sponsors, exhibitors, and venue staff, ensuring everyone knows what to expect.

By settling these details during the early planning stages, we ensure a smooth, cohesive experience for both sponsors and attendees—whether they’re simply funding the event or also showcasing their products and services on-site.

What does the post-event debrief and feedback process involve?

A. “Rap Session” (1 Week After the Event)
We hold a debrief session within a week of the event’s conclusion. This is where we review the overall experience—what went well and what could be improved.
If we engage photographers or videographers, we aim to have initial assets (photos, videos) ready for preview around this time.

B. Billing & Final Invoices
We typically negotiate payment terms so that major event bills are settled after the event. On the final day of the event, we’ll receive the closing invoice, which we then share with you to review and finalize.

C. Asset Delivery
After bills are settled, we deliver the remaining event assets (final photo edits, video highlights, etc.). This ensures you have everything you need for post-event marketing, reports, and future promotions.

D. Metrics & Feedback
In the debrief, we discuss attendance at various activations, breakout sessions, or other metrics you wanted to track. We also relay any attendee feedback, which often provides insight into areas for growth or new opportunities.

E. Areas for Improvement & Next Steps
We’ll provide an honest assessment of any challenges—whether they stemmed from the venue, staff coordination, or logistical hiccups. These learnings become the foundation for planning future events, so you have a clear roadmap on how to enhance attendee experience next time.

By consolidating all feedback, invoices, and creative assets in this streamlined wrap-up process, you gain a comprehensive view of your event’s successes and opportunities—and a head start on improving future gatherings.

How do you navigate internal team challenges or conflicts during event planning?

A. Adapting to Your Culture
We take time to understand each client’s internal dynamics and values. By “gelling” into your culture, we can better anticipate potential friction points and address them proactively.

B. Maintaining Neutrality & Focus
Our priority is the success of your event and the well-being of the organization and its stakeholders. We remain neutral in any internal disagreements, always guiding decisions back to what’s best for the event’s objectives.

C. Open Communication
Depending on your preference, your team can have direct access to us for all event-related matters. When issues arise or staff members confide in us, we carefully assess how it may impact the overall event and maintain confidentiality.

D. De-Escalation Onsite
Once we’re on the ground, we do our utmost to create a calm, welcoming atmosphere. If conflicts surface, our team steps in to diffuse tension—sometimes by pulling individuals aside for a private check-in or offering a designated “calming space” for a quick break.

E. Respect & Empathy
We recognize that everyone has personal challenges and unique working styles. Our goal is to approach each conflict with kindness, ensuring people feel heard and respected while keeping the event running smoothly.

F. Culture-Setting Measures
If necessary, we’ll establish areas like a “calming room,” complete with soothing music or tea, to help staff or attendees regroup. By promoting a supportive environment, we help minimize disruptions and keep the focus on delivering a successful event.

VENUE COORDINATOR VS PLANNER

We’d like to take a moment to clarify the differences between venue coordinators and full-service planners, as this distinction might help explain our pricing.

Venue coordinators focus only on logistics related to the venue—ensuring things run smoothly within the space and complying with venue policies. They typically don’t handle off-site vendors, décor, or other personal details. On the other hand, full-service planners, like us, manage every aspect of the wedding. This includes working with multiple vendors, overseeing design elements, and coordinating the entire experience, ensuring everything aligns with your vision and runs seamlessly.

We care deeply about the overall experience for our clients, vendors, and guests. Our rates reflect the quality and level of service we provide, and because we never compromise on that, our prices are non-negotiable.