Full-Service Event Planner 

25% of Final Cost

Pre-Planning & Consultation

• Initial client consultation

• Determine event goals and vision

• Establish budget

• Create event timeline

• Develop theme/design concept

• Guest count planning

• Venue research and recommendations

• Vendor recommendations

• Contract review assistance

• Event logistics planning

Venue Management

• Venue sourcing and site visits

• Venue contract coordination

• Floor plan design

• Layout planning

• Seating arrangements

• Venue walkthroughs

• Venue rules/compliance coordination

• Load-in/load-out scheduling

Budget Management

• Build detailed event budget

• Track deposits and payments

• Negotiate vendor pricing

• Monitor spending

• Recommend cost-saving options

• Final budget reconciliation

Vendor Coordination

• Source vendors

• Schedule vendor meetings

• Manage contracts

• Coordinate communication

• Confirm arrival/setup times

• Create vendor timeline

• Handle vendor payments

• Oversee vendor setup and breakdown

Typical Vendors Managed

• Catering

• Bar service

• Rentals

• Florist

• Entertainment/DJ/Band

• Photographer/Videographer

• Lighting & AV

• Transportation

• Bakery

• Décor

• Security

• Valet

• Staffing

Design & Décor

• Assist with event styling implementation

• Support color palette execution and coordination

• Coordinate with florist and décor vendors

• Assist with linen selection and setup coordination

• Support table design and placement

• Assist with lounge setup and arrangement

• Coordinate lighting vendor setup and execution

• Support ceremony and reception décor setup

• Coordinate photo backdrop setup and placement

• Work alongside the decorator and event team to ensure overall design execution aligns with the client’s vision

Guest Experience Management

• Welcome gifts/favors

• Transportation coordination

• Hotel block management

• Accessibility planning

• VIP management

Timeline & Production

• Create master production schedule

• Build day-of timeline

• Coordinate rehearsals

• Ceremony coordination

• Entertainment cue management

• Speech scheduling

• Meal timing coordination

• Setup/breakdown scheduling

Event Day Coordination

• Manage setup

• Vendor check-in

• Troubleshoot issues

• Keep event on schedule

• Coordinate ceremony/processional

• Handle emergencies

• Guest assistance

• Coordinate staff

• Ensure cleanup

• Final walkthrough

Post-Event Services

• Vendor final payments

• Rental returns

• Lost & found coordination

• Post-event cleanup oversight

• Client follow-up

Day-Of Coordination Services

$125 an hour

• Initial coordination meeting with client

• Review all vendor contracts and event details

• Creation of detailed wedding/event day timeline

• Vendor communication and final confirmations

• Coordination of setup and breakdown schedules

• Event space walk-through 1–2 weeks prior to the event

• Final logistics meeting with client

• Ceremony rehearsal coordination

• Processional and recessional organization

• Distribution of final timeline to vendors and key participants

• Point of contact for all vendors on event day

• Management of vendor arrivals and setup

• Oversee ceremony and reception setup

• Ensure décor and personal items are properly placed

• Coordinate timeline throughout the event

• Cue entertainment, speeches, special dances, and key moments

• Assist wedding party, family, and VIP guests as needed

• Handle any last-minute issues or troubleshooting

• Coordinate guest transitions throughout the event

• Monitor overall flow of the event

• Oversee cleanup and vendor breakdown

• Ensure personal items, gifts, and décor are collected at the end of the event

• Final walkthrough of venue before departure