04. PARTIAL PLANNING
05. deliverables
03. FULL-SERVICE PLANNING
02. Process
01. Welcome
CORPORATE & EVENT PLANNING PACKAGES
06. FREQUENT Q&A'S
We’re excited that you’re considering partnering with us for your upcoming event. Our role as your event planner is to seamlessly manage the many moving parts required to deliver a successful, well-executed experience. From initial concept through final wrap-up, we oversee timelines, coordinate logistics, and serve as your central point of communication—ensuring clarity, efficiency, and confidence at every stage.
Our approach is collaborative and strategic. We work closely with your team to understand your objectives, brand, and audience, while offering thoughtful guidance and creative direction to elevate the overall experience. Whether your priority is engagement, celebration, or operational excellence, we focus on delivering an event that is both impactful and flawlessly executed.
With a hands-on and detail-driven approach, we manage scheduling, vendor coordination, production timelines, and event flow to ensure everything runs smoothly. We proactively identify potential gaps, address logistical challenges, and refine the details behind the scenes so your event unfolds seamlessly. Our goal is to allow you and your team to remain present and focused, while we handle the execution with precision and professionalism.
In addition to planning and logistics, we prioritize the overall guest and stakeholder experience—ensuring that attendees, VIPs, and internal teams feel supported and well taken care of throughout the event.
We appreciate your interest in our services. The next step is to schedule a brief introductory consultation to discuss your event goals, review scope and logistics, and confirm whether we are the right fit to support your organization’s needs.
Let's Chat!
YOU HAVE AN EVENT
Once your date is officially reserved with a 50% retainer and a signed contract, we will create a client portal to host all of your event documents and send over a few emails to get started!
Date Booked
Make it official
We will start with 3 key things:
01. Budget analysis | 02. Venue selection | 03. Vendor selection
In this initial planning phase I want to make sure we tackle 75% of your key vendors before moving on to phase two.
Key vendors include venue, caterer, photographer, audio and visual, speaker, stationer, beverages, and transportation.
Planning Begins
vendor booking
Once the majority of your vendor team has been established, we transition into the design phase of planning, which focuses on the overall aesthetic and experiential elements of your event.
During this phase, we coordinate and finalize key design vendors such as florals, rental companies, lighting (including up-lighting), staging, draping, stationery, audio-visual production, and other visual and experiential components that bring the event concept to life.
This stage also includes the development and finalization of your event layout. The finalized floorplan serves as a comprehensive guide and operational blueprint for our team and all participating vendors, ensuring alignment, efficiency, and seamless execution on event day.
Event Design
all the pretty details
This is where it all starts to come together! We check in about two-three weeks before the event to start crafting your timeline and obtaining all of your special details, VIP's, and anything else we should know about your event. At this time, our main focus is for you to finalize your seating chart, speakers, and order of events.
I work closely with your venue and all vendors to establish a timeline that works with the contract and times allotted. Then I will contact the caterer, bartending company, florist, and rental company to make sure they are up to date with your final guest count and make any adjustments needed. This is the time that all of the pieces of the puzzle begin to create one beautiful spread!
If you are a couple that has hired us for month of coordination, this is where we jump in!!
Coordination
the last stretch
The week of your event is when all the preparation comes together in execution. During this time, we distribute final timelines, confirm all logistics with vendors, and manage all final communications on your behalf. Our objective is to minimize disruption to your team by serving as the central point of contact between all vendors and stakeholders, ensuring alignment with your goals and expectations.
Our team coordinates directly with all participating partners—including venue staff, catering, AV, production teams, and any additional vendors—to ensure every detail is executed according to plan. We provide up to 10 hours of on-site coordination on event day, overseeing setup, vendor arrivals, timeline execution, and breakdown.
We are typically among the first to arrive on-site and remain until the final details are completed, ensuring full accountability from start to finish. Throughout the event, we manage flow, troubleshoot in real time, and maintain communication across all parties to ensure a seamless and professionally executed experience.
The Event Day
It's finally here!
OUR EVENT PLANNING PROCESS
the packages
CUSTOM COLLECTIONS AVAILABLE UPON REQUEST
current 2026 pricing
Overview:
Our Full-Service Planning package is designed to manage every detail of your event from start to finish. Ideal for conferences, galas, fundraisers, commencements, and large-scale campus or corporate events.
**
Event Strategy & Concept Development
Event vision, theme, and branding alignment
Budget creation and ongoing management
Timeline development and milestone tracking
Event goal alignment (engagement, fundraising, brand awareness, etc.)
Venue & Vendor Management
Venue sourcing, walkthroughs, and contract negotiation
Vendor sourcing (catering, AV, décor, entertainment, rentals, etc.)
Vendor communication and full coordination
Contract review and management
Design & Experience:
Event design concept (layout, décor, flow)
Branding integration (signage, collateral, digital assets)
Swag & gifting curation
Guest experience planning (check-in, programming flow, engagement)
Logistics & Operations
Detailed production timeline and run-of-show
Floorplans and seating arrangements
Transportation and Hotel Accommodations (if applicable)
Permits, insurance, and compliance
Guest & Attendee Management
RSVP tracking and registration management
Guest communication (email campaigns, reminders, updates)
VIP coordination and speaker management
On-Site Execution
Full event day coordination and management
Vendor oversight and troubleshooting
Staff coordination
Post-event breakdown and wrap-up
Post-Event Services
Post-event reporting and analytics
Budget reconciliation
Debrief and recommendations for future events
$8000
I
FULL-SERVICE PLANNING
✨ Full-Service Event Planning Best for organizations seeking a hands-off, fully managed experience from concept to execution.
II
partial planning package
$4500
Overview:
Our Partial Planning package is ideal for organizations that have secured a venue or key vendors but need expert guidance, organization, and execution support.
**
Planning Support & Guidance
Review of existing plans, contracts, and vendor selections
Budget refinement and tracking assistance
Timeline creation and management
Vendor Coordination
Assistance sourcing remaining vendors
Communication with booked vendors
Final confirmations and logistics coordination
Event Design Support
Light design guidance to ensure cohesive look and feel
Floorplan and layout optimization
Logistics & Operations
Creation of a detailed event timeline (run-of-show)
Coordination of event flow and programming
Assistance with permits or campus requirements (if applicable)
Guest & Attendee Management
Registration management
VIP coordination and speaker management
On-Site Coordination
Event day management (typically 8–10 hours)
Vendor coordination and point of contact
Timeline execution and troubleshooting
✨ Partial Event Planning Best for teams who have started planning but need professional support to bring everything together seamlessly.
list of services INCLUDED IN BOTH PACKAGES
- Initial consultation to understand your goals, vision, and event priorities
- Ongoing communication with unlimited calls, texts, and emails throughout the planning process
- Access to curated vendor recommendations and planning resources (checklists, templates, timelines)
- Honest, strategic guidance and professional feedback to support decision-making
- Development of a comprehensive project plan (month-by-month checklist leading up to the event)
- Coordination and scheduling of final venue walkthrough at event space
- Collaboration with venue teams, including on-site coordinators and catering managers
- Collection and organization of required documentation from clients and vendors (COIs, contracts, timelines, arrival details, etc.)
- Vendor communication support, including managing questions, updates, and final confirmations leading up to the event
- On-site management and execution of the event from start to finish (up to 10 hours) led by a Lead Planner and Assistant Coordinator
- Early arrival to oversee vendor load-in, staging, and full setup execution
- Centralized point of contact for all vendors, venue personnel, and production teams
- Full oversight of timeline execution, production schedule, and event flow
- Continuous coordination of catering, AV, décor, entertainment, and all logistical components
- Real-time management of guest experience, arrival flow, and VIP coordination
- Execution of speaker schedules, program transitions, and event agenda flow (if applicable)
- Ongoing monitoring of setup integrity to ensure design accuracy and layout alignment
- Proactive troubleshooting and immediate resolution of on-site issues or adjustments
- Professional discretion and authority to make real-time decisions when necessary to maintain event flow and integrity
- Coordination of VIP needs, including accommodations, refreshments, or special requirements
- Oversight of vendor compliance, performance, and adherence to contracted deliverables
- Distribution of final vendor payments and gratuities (if pre-arranged and provided)
- Coordination and supervision of event breakdown and load-out
- Final vendor check-outs and confirmation of completed services
- Collection of any remaining materials or items on behalf of the client (if applicable)
- Final on-site walkthrough to confirm completion of all contractual and operational obligations
get a custom quote
A LA CARTE
Additional Event Day Coverage - $150/hour
Additional On-Site Staff - $500 per staff member
Registration Management - $1,000
RSVP Management - $500
Guest Communication Management (emails, reminders) - $500
Custom packages are available upon request
*If CC or ACH is used for payment, a 3% transaction fee will be added to the final cost*
**Additional Travel fees may apply to locations outside of 50 miles. Ask for details.**
***All packages listing are the starting price point. Depending on the scope of work, location, guest counts, and service needed; pricing may increase***
- Baker
- Calligrapher
- Caterer
- Cinematographer
- Décor
- Desserts
- Entertainment: DJ, Band, Quartet, etc..
- Florist
- Lighting, Draping, Dance floor,
- Staging, etc..
- Photobooth
- Photographer
- Pyrotechnics
- Rentals
- Room Blocks
- Staffing (Bartenders, Waiters, etc.)
- Stationery and Signage
- Tent
- Transportations
vendor category list
Frequently
asked
Questions
We offer both package pricing and a la carte services. Depending on the scope, pricing may also be structured as a flat fee, hourly rate, or percentage of the total event budget.
A:
Yes, a non-refundable retainer is required to secure your date, with remaining payments scheduled throughout the planning timeline.
A:
Do you require a retainer?
q:
Yes, we assist with reviewing contracts, managing communication, and ensuring all vendors are aligned leading up to the event.
A:
Do you handle contracts and vendor communication?
q:
Yes, we’re happy to step in and coordinate with any vendors you’ve already secured.
A:
No hidden fees. Any additional costs (such as extra hours, staffing, or travel) will always be discussed and approved in advance.
A:
Are there any additional or hidden fees?
q:
Yes, we have experience managing complex, multi-day events and programs with multiple moving parts.
A:
Do you handle large-scale or multi-day events?
q:
We recommend booking as early as possible—typically 3–12 months in advance depending on the size and complexity of your event.
A:
How far in advance should we book?
q:
We proactively manage challenges and use our professional judgment to resolve issues quickly and efficiently without disrupting the event.
A:
How do you handle last-minute issues or emergencies?
q:
Yes, we work closely with campus guidelines, risk management, and administrative requirements to ensure compliance.
A:
Are you familiar with university policies and compliance requirements?
q:
A signed agreement and retainer payment are required to officially reserve your event date.
A:
What is required to secure our date?
q:
Yes, you will have a dedicated lead planner who will be your main point of contact throughout the entire process.
A:
Will I have a dedicated planner?
q:
How are your services priced?
q:
Can you work with vendors we’ve already booked?
q:
No, you are not required to use our preferred vendors. However, we provide a trusted list of professionals we know deliver high-quality service.
A:
Do we have to use your preferred vendors?
q:
- Venue Hunting and provide a summary with pricing, capacity, etc.
- Schedule Venue Tours and help with the final selection
- Research, Manage, and Book ALL Vendors
- Schedule and attend all vendor meetings (based on availability)
- RSVP Tracking and Management
- Assist with Event Menu
- Assist with your paper goods creation -whether that be invitation wordings, menus, seating chart, and/or save the dates (With the Partial Planning, I will obtain quotes for you and make recommendations, but proofreading and entire paper goods creation will be handled by you specifically.)
- Budget Management and Payment Updates
- SWAG Bags prepping & distribution
- Assist with hotel room blocks and transportations
A:
what's the difference between full-service to partial planning?
q:
A:
Do you work with our internal team or committees?
q:
We offer ongoing support with unlimited calls, texts, and emails, along with scheduled check-ins to ensure everything stays on track.
A:
How often will we communicate during the planning process?
q:
We specialize in corporate events and university functions, including conferences, galas, fundraisers, commencements, brand activations, and campus-wide programs.
A:
What types of events do you specialize in?
q:
Absolutely. We regularly collaborate with corporate teams, university departments, boards, and committees to ensure alignment and smooth execution.
q:
A:
Do you offer customized packages?
Yes. Every event is unique, and we’re happy to tailor services based on your specific needs, goals, and budget.
We are grateful that you are considering us to be a part of your event! If you’re interested in working with us, the next step is to set up a time to chat! You can reach us directly at christine@houstonsoiree.com
