Event Planning
Make Your Next Event Unforgettable
Welcome to what will become the most memorable time of your life. It’s a time for you to take in each moment to treasure forever. It’s not, however, the time to feel stressed or unhappy; running around, trying to juggle the myriad of details that must be attended to. You deserve this moment, and what’s more, you should enjoy it. That’s the belief of Exotic Creations Dewdrop.
You can relax and let us handle the details. Exceeding Expectations, from an Intimate Dinner to a Grand Affair. At Exotic Creations Dewdrop, our goal is to consistently exceed your expectations by delivering the absolute finest event management services. We offer the highest level of personalized service, spectacular venues, delectable menus, breathtaking floral designs, and referral to the finest, most reliable vendors in the industry.
Event management doesn’t have to be a nightmare. Simplify the process by letting us take care of the particulars. We’ll put our experience to use for you, effortlessly orchestrating venues, catering services, decorations, and atmosphere to work in perfect harmony. That way, you can spend less time setting your own stage, and more time celebrating!
An Event Planning Company Like No Other
While you may very well be capable of orchestrating your own large-scale event, why would you ever put yourself through so much stress? Your guests shouldn’t be the only ones who are able to enjoy the party.
A planner’s purpose is to take the stress out of your event planning process. Our team is committed to stay true to your vision and reflect your personal style. We’ll guide you professionally and efficiently to the event of your dreams.
Growing Solutions of All Sizes
As your event’s audience grows, so does your hosting responsibility. From food and beverages to entertainment, appropriate venue size, and more, the list of concerns soon starts to overflow. That is, unless you’ve got us on your side.
No matter how big or small your party will be, you can rest easy knowing our event planners capably coordinate all types of events. We live for anniversaries, birthdays, graduations, reunions, holidays, and all other types of celebration. From lavish banquets to small office parties, modern affairs or traditional get-togethers, we do it all, and we do it perfectly.
Give Us a Call! We can’t wait to hear from you! To get started, write down questions and concerns you may have about your upcoming event. Then, we will discuss your plans, details, and your vision of what you want your special day to be. After that, we’ll take you through a day, an evening, or a weekend-long celebration, step-by-step.
You will be assured that our personalized services and high level of event execution will make your celebration remembered for years to come. With years of collective experience, our team will work hard to to ensure your event is everything it’s meant to be. Give yourself a break – contact us by phone or email today to see what our passionate event planners can do for your big day.
Event Planning Checklist
- 6 to 12 Months before the event
- Decide event purpose (raise funds, visibility, celebration)
- Choose a theme
- Visit potential sites
- Appoint an event coordinator/manager
- Get cost estimates
- Get offers for entertainment
- Get offers for decorations
- Get offers from designers
- Finalize budget
- Create sponsorship amounts
- Create mailing list
- Decide on time and date
- Get written contracts
- Think of alternative site
- Invite VIPs
- Hire graphic designer
- Create logo for event
- Order hold-the-date cards
- Set marketing schedule
- Develop press release
- Hire photographer
- Investigate need for special permits
Careful planning required
- 3 to 6 Months before the event
- Send requests for sponsors
- Review with graphic designer invitations, programs, posters, etc.
- Prepare final copy for invitations, return card, posters
- Prepare final copy for tickets
- Complete mailing lists for invitations
- Order invitations, posters, tickets, etc.
- Sign contract with entertainment company
- Make list of locations for posters
- Finalize mailing lists
- Set menu with caterer
- Secure permits and insurance
- Get written confirmation of celebrity participation/special needs
- Finalize audio/visual contract
- 2 Months before the event
- Assemble/address invitations
- Mail invitations
- Distribute posters
- Obtain contracts for decorations and rental items
- Release press announcements about celebrities, VIPs, honorees
- Follow up to confirm sponsorships and underwriting
- Obtain logos from corporate sponsors for program printing
- Review needs for signs at registration, directional, etc.
- All major chairpersons to finalize plans
- Hold walk-through of event with responsible committees
- Review/finalize budget, task sheets and tentative timeline
- Start phone follow-up for table sponsors (corporate, VIP, committee)
Details, Details, Details
- 1 Month Ahead before the event
- Phone follow-up of mailing list (ticket sales)
- Place newspaper ads, follow up with news media, on-air announcements
- Confirm staff for registration, hosting, other
- Write to VIPs, celebrities, program participants, confirm participation
- Complete list of contents for VIP welcome packets
- Get enlarged site plan/room diagram, assign seats/tables
- Give estimate of guests expected to caterer/food service
- Meet with all outside vendors, consultants to coordinate event
- Review script/timeline
- Continue phone follow-ups for ticket/table sales
- Continue assigning seats; set head table, speaker’s platform
- Confirm transportation schedules: airlines, trains, buses, cars, limos
- Confirm hotel accommodations
- Prepare transportation and accommodations
- Confirm special security needed for VIPs, event
- Prepare welcome packet for VIPs, chairmen, and key staff
- Schedule deliveries of special equipment, rentals
- Confirm setup and tear down times with event site
- Finalize plans with party decorator
- Give caterer revised numbers
- Meet with chairpersons, key staff to finalize any of the above
Keep a close eye on the time
- 1 Week Before the event
- Meet with all committees for last-minute details
- Finish phone follow-ups
- Confirm number attending
- Finish seating/table arrangements
- Hold training session with volunteers; finalize assignments
- Secure two or three volunteers to assist with emergencies
- Finalize registration staff
- Distribute seating chart, assignments to hosts/hostesses
- Schedule pickup or delivery of any rented or loaned equipment
- Double-check arrival time and delivery times with vendors
- Reconfirm event site, hotel, transportation
- Deliver final scripts/ timelines to all program participants
- Finalize catering guarantee, refreshments
- Confirm number of volunteers
- Make follow-up calls to news media for advance and event coverage
- Distribute additional fliers
- Final walk-through with all personnel
- Schedule rehearsals
- Schedule volunteer assignments for day of event
- Establish amount of petty cash needed for tips and emergencies
- Write checks for payments to be made for the day of the event
- Day before the event
- Lay out all clothes that you will need the day of the event
- Recheck all equipment and supplies to be brought to the event
- Have petty cash and vendor checks prepared
Do a final check
- Event Day
- Arrive early (with your change of clothes)
- Unpack equipment, supplies and make sure nothing is missing
- Be sure all VIPs are in place and have scripts
- Reconfirm refreshments/meal schedule for volunteers
- Go over all the final details with caterer and setup staff
- Check with volunteers to make sure all tasks are covered
- Setup registration area
- Check sound/light equipment and staging before rehearsal
- Hold final rehearsal
Relax and Celebrate…YOU DID IT!!
From a lavish banquet to small office party…we do it all!
