HOW OUR EVENT COORDINATION PROCESS WORKS
A CLEAR HANDOVER. AN ORGANIZED EVENT. A MORE ENJOYABLE EXPERIENCE.
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STEP 1: INITIAL CONSULTATION
We begin with a conversation about your event.
We will discuss:
• The type of event
• Event date and location
• Estimated number of guests
• Current stage of preparation
• Whether you are working with a planner
• The level of coordination support required
This helps us determine whether our services are the right fit for your event.
STEP 2: SERVICE AGREEMENT
Once the service and availability are confirmed, we provide the coordination agreement and payment information.
Your event date is officially reserved after the required agreement and payment have been received.
STEP 3: FINAL HANDOVER
Approximately 20-30 days before the event, the client or planner hands over the completed event plan.
We collect and review:
• The final timeline
• Vendor contact information
• Venue details
• Program information
• Family and VIP contacts
• Setup instructions
• Special requests
• Cultural or traditional requirements
STEP 4: FINAL CONFIRMATIONS
We contact the appropriate vendors and key participants to confirm:
• Arrival times
• Setup expectations
• Service times
• Program responsibilities
• Important cues and transitions
• Final instructions
We also identify and clarify any coordination gaps before the event.
STEP 5: EVENT-DAY EXECUTION
On the event day, we coordinate the planned activities from setup through closeout.
We monitor vendors, protect the timeline, support the family and VIPs, manage program transitions, and address unexpected issues.
STEP 6: EVENT CLOSEOUT
At the end of the event, we coordinate the closing activities, vendor breakdown, and handover of designated items or responsibilities.
OUR ROLE IS TO EXECUTE—NOT REPLAN
We work from the completed event plan provided by the client or event planner.
Major changes, vendor replacements, or complete event redesigns should be finalized before the handover period.
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