EVENTS - PLANNING GUIDE

Planning and event can be an easy, stress free experience though the help of one of our highly experienced event planners. We use an easy four-stage process that includes information gathering, a proposal, the contract, and finally the completion of the event.

Preliminary Planning/ Information Gathering

   • Determine the event purpose (trade show, party, wedding, fundraiser, etc…)
   • Consider the size of the group, gender mix, ages or attendees, and any special needs
   • Determine event date. Avoid dates that coincide with other major events or holidays.
   • Is the date firm or flexible?
   • Create an outline for the event that includes and submit a Request for Proposal
             · Expected Attendance
             · Required Set Up Times
             · Starting and Ending Times
             · Audiovisual Needs
             · Production Needs (including props and décor)
             · Food and Beverage Requirements
             · Entertainment and Recreation Needs
             · Transportation Needs
   • Prepare a time line for achieving goals
   • Discuss the budget
   • Formulate a guest list
   • Schedule an appointment with one of the event managers to discuss ideas
     and view the extensive photo gallery

Proposal

   • A custom proposal is created based on your exact needs including your event theme,
     purpose and budget from initial impact to final guest farewell.
   • Typically, a proposal takes at least 24 hours; however, it may take more time depending
     upon the extensiveness.
   • If the venue is one that we are not familiar with, a site visit is required to confirm that all
     of the items will fit in the space.
   • If the proposal is not exactly what you have in mind or exceeds your budget, the event
      manager will formulate additional ideas to better meet your goals.

Contract

   • After you are happy with the proposal, a contract is created that has all of the pertinent
      information regarding your event (date, time, location, and items that will be provided).
   • Payment/ Deposit: A 50% deposit reserves the items, and the final balance is due prior to       the date of the event. We accept cash, check, and major credit cards (American Express, Visa,
      and Mastercard). A 3% surcharge is assessed to all credit card transactions.
   • After the deposit has been received, all of the items are ordered, secured, touched up
      and coordinated.

Completion
We arrive at the location at the agreed to set up all of the items based on our months, weeks or, in some cases, days of planning. We will remain on-site to coordinate any vendors, i.e. equipment rentals, entertainers, etc…, if necessary.