Absolutley! Your coordinator will be the person you see most on your day. We may have an assistant, or several, with us as well but your coordinator will be the go to person overseeing the details from the minute vendors begin to arrive for drop offs until the very last candle is blown out & the votives are put away at the end of the night!
How does our system flow?
Sample Check-list: PRE-EVENT Local Government Requirements • Inform local government of event and gain approval (if required) •Check with your local Visitor Information Centre to see if there are •any other events scheduled for the same date and location Budget •Prepare an event budget and monitor your spending Location •Select a location or venue for your event •Transportation – will people travel long distances to your event? •Is there parking and easy access from mass transit? •When is your location available? Event Agenda •What is the goal of your event? •Develop event timeline •Book entertainment and MC if needed •Collect written confirmation from entertainment or MC •Submit deposit for their services if needed Sponsorship •Create sponsorship proposal •Identify potential sponsors •Deliver sponsorship packages and follow up within 1 week •Use sponsor testimonials and always acknowledge sponsors Marketing & Promotion •Develop Marketing / Communication Plan •Design promotional material, basic text, logo •Build a website and optimise it for search engines •Distribution of flyers/posters/email/brochures to community •Submit event information to local events calendars and websites •Submit a press release Participant Registration and Invitations •Build an online event registration form •Host your online registration form on your website •Determine what is included in the cost of registration (event t-shirt, pre-event dinner, etc) •Deliver an email announcement to your past participants with link to your online registration form Permits & Licences •Apply for any food permits required •If using music, apply for a noise permit •Request for approval to erect promotional signage •Road closures – send applications early Contractors •Order equipment e.g. stage, lighting, PA system etc •Book portable toilets, fireworks, marquee, generators •Book and confirm all contractors in writing •Check insurance – public liability, staff, volunteers etc Risk Management •Book first aid officers •Conduct risk assessment involving all key stakeholders •Create risk management plan •Obtain relevant insurance and send copy to Council if required •Contingency Plans – wet weather, low attendance Security Plan •Book Security & two way radios •Crowd control •Cash security Waste Management •Develop Waste Management Plan •Promote reducing waste in marketing material Traffic Management •Design traffic plan including: •Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport Food Vendors •Book Food Vendors and confirm in writing •Request details of electrical requirements •Request copy of Health Department Registration Certificate •Application for temporary food premises permit Site Preparation and Plan •Design plan of venue / event site Cleaning and Maintenance Plan •Book toilet cleaners and extra paper if appropriate •Clean up venue/mow lawn/clear area of debris Other •Organise volunteers and staff •Prepare scripts or run sheets for ceremonies •Organise awards/trophies/certificates & decorations ON THE DAY •Gather staff for full briefing •Organise volunteer registration area & entertainers area •Circulate contact list with mobile numbers to all staff / volunteers •Review chain of command in case of emergency AFTER THE EVENT •Removal of all equipment and rubbish •Thank you letters to staff, volunteers, performers •Thank you presentation to sponsors •Evaluation / debrief with key stakeholders •Close off budget •Hold a de-brief session to look at ways of improving the event
How much communication will we have?
You can contact us any time you like. There are no limit as to the amount of time you want to contact us. You can contact through e-mails or phone. We will respond to them within 24 business hours.Our goal is to ensure you are always in the loop, feeling heard & feeling confident in the proceedings.
What do you do during the reception when you're done coordinating our ceremony, dances, cake cutting, ect?
Once our logistical duties are fulfilled we then act as an extension of staff to the remaing vendors. Often times we are assisting the caterers during the reception before, after or in between dances, cake cutting, the bouquet toss, ect. We help clear plates, we refill water glasses, we offer your guests another glass of wine, but we're also watching the clock to ensure that you are aware of the next event. Maybe it's the garter toss or maybe it's the fact that last call is 5 minutes away so we'd like to offer you another drink or ask if there are any additional songs you'd like played before the last dance is announced. Ultimatley, our work is never "done".