05. deliverables
06. a la carte
03. Event design
04. packages
02. Process
01. Welcome
EVENT PLANNING PACKAGES
We are so excited that you are interested in choosing us to be your event planner! As your planner, our role is to facilitate all the moving parts of your special day. Throughout our process, we will coordinate schedules, manage logistics, and answer all of your event planning questions. From inception to conclusion, we will cover the complete orchestration of your event.
Our approach is to work closely with you to define your wants and desires and to inspire you with ideas for an incredible luxury experience. Most importantly, our hands-on approach means that your event is orchestrated brilliantly and delivered seamlessly. We will tie together the remaining details and control the event weekend with well-constructed timelines, diagrams, and vendor communication. We will shore up any logistical concerns and skillfully manage the behind the scenes to ensure a flawless event and familiarize ourselves with every single detail. Our job is to let you know things you may have missed so that they can be corrected prior to your event day without causing any unfortunate calamities. In addition, we will take care of you, families, and your guest the day of your event!
Welcome
You've thoroughly combed through our website, and Instagram feed and you like what you see. So the next step is setting up a time to chat to make sure we're the perfect fit for one another.
Let's Chat!
so you want to throw a party?!
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, entertainment and cake baker.
Planning Begins
vendor booking
Once we’ve established the majority of your dream team, we move on to the design phase of planning, which is centered around the things that are aesthetically pleasing.
In the design phase, we’re booking things vendors for your florals, luxury rental companies, up-lighting, staging, draping, stationery, custom seating chart, etc..
This is also the time we start creating and finalizing your layout. If you would like to add on our Event Design I or II, as an "A la carte" then we will move forward with your digital renderings. This will acts as a playbook and guide for our team, florist and rental companies on your 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, obtaining all of your special traditions, and every little details that you would like to incorporate.
At this time, our main focus is for tie up any loose end by working closely with you and all your vendors to establish a timeline that works for everyone. We will confirm and send your final guest count to your rental company, caterer, and bartenders to make sure we can make any last minute adjustments.
This is the time that all of the pieces of the puzzle begin to create one beautiful spread!
Coordination
the last stretch
The day we have been planning for the last several months and weeks is finally here! Just know we're excited to celebrate this special day with you! It's going to be amazing!
The week-of… when all the magic happens! I will be sending out final timelines, diagrams, handling emails and logistics for you. My goal is to have to ask you the least amount of questions and to be the go-between for vendors and your desires.
My team will coordinate up to 10 hours of your event day. I’m typically one of the first vendors to arrive, and usually one of the last (if not the last) to leave. We will supervise, coordinate setup, breakdown, and everything in between!
Your Special Day!
LET's CELEBRATE
OUR EVENT PLANNING PROCESS
- An in-depth event questionnaire to assess your needs and design aesthetic
- A more detailed and in depth lookbook creation (also known as Moodboards) based on your colors, inspiration, and theme. Typically consist of 4 or more pages.
- Suggested Floor Plans and overall event layout
- Two in-person rental and decor table mockup with your chosen vendor to make any necessary changes or revisions.
- 3D Video Rendering of your reception space with view points to choose from.
- 1 finalized sketching of your overall design so you know what to expect the day of your event!
- Ability to make 2 edits on the overall decor/sketch
- A PDF Design blueprint to be shared with your vendors
- Suggested Floor Plans and overall event layout
- One in-person rental and décor table mockup with your chosen vendor to make any necessary changes or revisions.
- A finalized digital drawings of the overall design and tablescape so you know what to expect the day of your event!
- A PDF Design blueprint to be shared with your vendors
the packages
CUSTOM COLLECTIONS AVAILABLE UPON REQUEST
10 hours of event day coverage
2 Venue Site Visits (Initial and Final Walkthrough)
1 Lead Planner, 1 Assistant Coordinator
Venue Hunting and provide a summary with pricing, capacity, etc.
Schedule Venue Tours and help with the final selection
Unlimited Call, Text, In person Meeting (based on availability)
Research, Manage, and Book ALL vendors (please see list below)
Schedule and attend all vendor meetings (based on availability)
Facilitate delivery of sample florals, mockups
Assist with invitations, day of paper goods prepping & proofing
Schedule and Attend Vendor Meetings (based on availability)
Assist with Menu, Bar selections and tasting
Budget Management and Payment updates
Assembly of Favors
Assist with Hair & Makeup Schedule
Welcome Bag Prepping & Distribution
Hotel Room Block
RSVP Tracking and Management
Assist with Transportation Schedule
Assist with event related errands (up to 4 hours)
Develop ideas for favors, seating chart, & table place settings
Timeline and Diagram Creation
…and everything listed in "The Essentials" (see list below)
One
package
Two
package
8 hours of event day coverage
1 Venue Site Visits (Final Walkthrough)
1 Lead Planner
Unlimited Call, Text, and Email (based on availability)
Limited to 4 In-person Meetings
Research, Manage, and book 5 chosen vendor categories (please see list below)
Evaluate any contract that's already in place, provide vendor referrals
Schedule and Attend Vendor Meetings (based on availability)
Attend and assist tastings (Cake, Caterer, Bar, etc.)
Develop ideas for favors, seating chart, exit, & table place settings
Timeline and Diagram Creation
Assist with event related errands (up to 2 hours)
...and everything listed in "The Essentials" (see list below)
"the essentials"
list of services INCLUDED IN both PACKAGES
- Initial meeting to get to know each other
- Unlimited calls, texts, and emails throughout your planning process.
- Access to Client Portal to host all event documents
- Access to preferred vendor list and resources (checklist, templates, etc.) to help with the planning process.
- Provide honest feedbacks and guidance as needed
- Coordinate final venue walkthrough at Reception space
- Obtain any necessary documents from couple and/or vendors (COI, arrival time, contract, etc.)
- Distribute Final Payment and Gratuity to all vendors
- Meet with the on-site venue coordinator and catering manager
- Prepare project plan (month to month checklist of tasks leading to the event day)
- Creation of master timeline and review diagram
- Develop ideas for favors, seating chart, & grand exit.
- Help facilitate the production of all items needed for seated reception (Menu, escort card, custom napkins, etc.)
- Provide final headcount to Catering Manager
- Arrange for any special request (saving top tier, dietary restriction, drink preference, etc.)
- Manage vendors questions, concerns, and details
- Ensure all vendors obtain a copy of event timeline, diagram, and information at least 1 week before the event.
- 1 Planner included
- Supervised vendors set up and confirm arrival
- Assist host with any need day of the event
- Set up any décor not handled by a specific vendor
(with limitations- no climbing up a ladder, no ironing tablecloths, no hanging lights or ceiling installs, etc..) - Direct guests throughout the event
- Cue host of all special events
- Distribute favors to all guests
- Act as a liaison between vendors, family members, and party
- Collect any gifts given
- Arrange for refreshments for host upon arrival to reception
- Assist DJ and/or entertainers in coordinating special songs, announcement
- Cue photographer & videographer for all important events to ensure they capture details, and special moments.
- Multiple check in's throughout the event with host and VIP's to ensure they are satisfied
- Orchestrate the Welcome Toast, Prayer/Blessing, Speeches, etc.
- Ensure things are going smoothly with banquet staff
- Arrange meals for the host and their VIP guests
- Handle any last minute implications with vendors
- Planner/Coordinator to use best judgement and act accordingly should any problems or emergency arise.
- Coordinate breakdown of the event
- Return cake rental items such as plateau, cake boards, etc. to baker
- Perform a final venue walkthrough with the venue coordinator & family member/representative to ensure no damages were made
- Ensure all personal items are not left at the venue
- Gather all personal decor items and give to designated person
- Send thank you notes to vendors on behalf of the host
get a custom quote
A LA CARTE
Additional Event Day Coverage - $75/hour for Lead
Additional Event Day Coverage - $50/hour for Assistant
Additional Event Day Assistant - $300
Additional In-person meeting - $100 per occurrence
A la Carte Event Design I - $500
A la Carte Event Design II - $300
Event Design I upgrade from Event Design II - $300
Additional Vendor Management, Research, and Booking- $150
RSVP Management - $100
Budget Management & Updates - $100
Hotel Room Blocks - $100
Travel Fee - starts at $50
Custom packages are available upon request
*A 3% transaction fee will be added to all packages*
**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..
- Hair & Makeup Artist
- Officiant
- Photobooth
- Photographer
- Pyrotechnics
- Rentals
- Room Blocks
- Staffing (Bartenders, Waiters, etc.)
- Stationery and Signage
- Tent
- Transportations
- Others: Attire, Live Painter
vendor category list
- Unlimited In-person Meetings
- Package I has 12 hour event coverage vs. Package II has 10 hour event day coverage
- Package I has 1 Planner and 1 Assistant Coordinator vs. Package II only has 1 Planner
- 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
- Attend and assist all tastings (Cake, Caterer, Bar, etc.)
- 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
- Welcome Bag Prepping and favors prepping & distribution
- Assist with hotel room blocks
- As for the vendor booking- Partial Package would be more ideal if you have your venue, some vendors booked, and just need help finalizing other vendors and details for the day of the event. If you don't have any vendors booked and do not have your venue chosen, or don't know how to start with the event planning then Full-Service Package would be the best option.
A:
what's the difference between full-service (Package 1) to partial planning (package 2)?
q:
A:
When do you charge travel fees for events?
q:
We typically have 1 Lead Planner on an event day. Depending on your guest size, we will adjust as needed. We recommend 1 coordinator per 50 guests.
A:
How many assistants will be there on the day of the event?
q:
Fantastic! To reserve your event date, we’ll need a completed and signed contract and a 50% non-refundable deposit. If you don’t have a contract yet, just let us know and we’ll send one over! 25% will be due halfway your event and the remaining balance will be due 2 week before the event.
A:
We love your work and want to book. What is the next step?
q:
Frequently
asked
Questions
We typically add travel fees on to any events outside of a 20 mile radius from our home in downtown, Houston. Fees vary depending on location so ask us for more details. For event(s) outside of Houston, lodging fee may apply.
A:
q:
q:
A:
which package will the event design renderings include?
Unfortunately, none of our Event Design Renderings are included in our Event Planning Package. However, you may choose to add one of our Event Design package at an additional fee. See "A la carte" cost listed above.
We are grateful that you are considering us to be a part of your special day! 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
