Event Planning Process
what do we do?
We offer a fully flexible, end-to-end event planning experience. Whether you want to be deeply involved or prefer to hand everything over, we adjust to your comfort level. In short, we handle everything, taking ownership of every aspect of your event that you’ll allow us to, so you can focus solely on the big decisions. Our team oversees every element from creative concept and vendor coordination to on-site management and post-event wrap-up, ensuring every detail aligns perfectly with your vision.
Scroll down for a complete overview of our services and how we bring each event to life.
pre-event
Logistics
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Transport + accommodation coordination
Booking transport and accommodation, setting the reimbursement policy, communicating details to staff and guests, managing room lists, etc.
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![Close-up of a historic building with ornate architectural details and a green, gold, and beige roof, surrounded by modern skyscrapers, with tree branches partially framing the scene.]()
Venue selection
Performing the venue search, presenting researched options, and spearheading contract negotiations.
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Venue management
Completing site visits, point of contact for the venue throughout the lifecycle of the event.
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Vendor management
Providing comparative quotes, aiding decision making on vendor selection, onboarding vendors, managing vendors through to after care post event
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![Group of volunteers in red shirts at the starting line of a race, with an archway overhead and a crowd of participants and spectators in the background.]()
Volunteer management
Communication and management of volunteers
Finances
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![A detailed event budget template with charts and tables showing estimated and actual expenses for a grand gala fundraiser, including categories for venue, entertainment, marketing, staffing, and food and beverages.]()
Budget management
Providing a full estimated budget, broken down into individual line items for each cost based on experience, research and vendor quotes. Recording each individual expense with an invoice. Keeping track of incoming funds. Keeping the client up to date on decisions required to stay within budget
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![A black desk with a coffee cup, a white folder with a check, calculator, and a pen, alongside authorized IRS tax forms and a cup of coffee.]()
Invoice management
If preferred, we can handle vendor payments and related compliance, such as 1099 filings for U.S. vendors. This optional service is always itemized in your quote so you have full control over how you’d like it managed.
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![Person making a purchase using a tablet at a store, with another customer in the background.]()
Inventory Management
Tracking, purchasing, and maintaining all event-related items (decor, signage, giveaways, production supplies, etc.) to avoid overspending or duplication.
Event design
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![Collection of branded stationery and digital items for the Gospelahs Foundation, including business cards, brochures, a mug, a tablet, a smartphone, a notebook, a list, and various branded accessories on a yellow background.]()
Branding
We help define the visual identity of your event and bring it to life across every touchpoint. From signage and name tags to stage backdrops and décor, we make sure everything looks cohesive, intentional, and on brand.
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![Person looking at interior design magazines on a wooden table.]()
Aesthetic design
Our team creates mood boards, theme decks, and detailed floor plans to visualize the event before it comes to life. Every visual choice supports your desired atmosphere and reflects your brand personality.
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![Young woman playing the cello on stage with purple and pink lighting and a projected screen in the background.]()
Performers
Sourcing, booking, and coordinating performers, speakers, or entertainment talent.
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![Indoor shopping area decorated with cherry blossom trees, red lanterns, food stalls, and signage in Japanese. There are tables, carpets, and signs for various stores and eateries.]()
3D floor plan render
Creating 3D visualizations of the event layout for client approval and vendor coordination.
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![Exhibition booth with a white wall, black furniture, and a wooden floor, displaying a sign that says "Free exhibition mockup" along with promotional text, a monitor showing a woman's face, and a brochure stand.]()
Event mockups
Providing digital or physical mockups of branded materials, decor, and setups before final production.
Guest communication
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![People attending a Huawei booth at a trade show, with large screens displaying electronic components and technology advertisements.]()
Communications Plan
We create a complete guest communication strategy tailored to your event. This includes everything from save the dates and invitations to confirmations, reminders, and post event thank yous.
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Inviting guests
We handle the full invitation process, whether your guest list is 50 or 5000. This can include designing and sending digital or printed invitations, managing RSVPs, tracking attendance, and coordinating special requirements such as VIPs or speakers.
Client reporting
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![A person working on a MacBook Air with a webpage showing analytics data, next to a white mug with blue diagonal stripes and two black markers on a black surface.]()
Reporting
We keep you updated with regular progress reports tailored to your preferences. You choose the cadence, content, and format, and we make sure you always have a clear view of where things stand.
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![Four young women sitting together at a table in a café, smiling and engaging in conversation, with coffee cups and a tablet.]()
Event team meetings
We organize and run all planning meetings, including kick-offs, weekly check-ins, production schedule reviews, and post-event retrospectives. Agendas, action points, and follow-ups are always managed and documented for you.
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![A panel discussion at the World Economic Forum, with eight prominent participants seated in a circle on a stage, surrounded by an audience in a conference room. Large screens behind display a close-up of a speaker.]()
Production Schedule
We create a detailed production schedule that outlines every part of your event timeline, from setup to teardown. This includes arrival times, deliveries, staff call times, and all key milestones to keep everything running smoothly.
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Documents
All documents related to your event are organized and accessible in one place. This includes the production schedule, budgets, meeting notes, check-in guides, vendor lists, inventories, and final reports, everything you need, clearly structured and easy to reference.
Legal
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![Whiteboard covered with colorful sticky notes and handwritten notes, organized into sections, in a modern office environment.]()
Review
We manage contract reviews and negotiations with vendors, venues, and partners to protect your interests and ensure clarity on every agreement.
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![Two people shaking hands over a desk with papers, a pen, and glasses on it.]()
Writing
We prepare and organize key legal documents such as photo release forms, NDAs, and terms and conditions for guests, vendors, and collaborators.
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![Blueprints of a building with a red stamp saying "APPROVED."]()
Permits
We handle the permit process from start to finish, ensuring your event meets all local regulations and requirements.
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![A person in a suit holding hands together with an overlay of a diagram showing arrows connecting to multiple people and the word 'insurance' underneath.]()
Insurance
We secure the appropriate event insurance to cover your event’s unique needs, providing peace of mind against unforeseen circumstances.
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![Security guard wearing black uniform, cap, and badge, holding a walkie-talkie, standing in an outdoor urban area between two tall modern buildings.]()
Security
We coordinate all necessary security measures, including crowd control, staff management, and access oversight, to keep your event safe and well-managed.
event
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Setup
We lead and manage all aspects of event setup, ensuring every detail aligns with the plan. From overseeing load-in schedules and vendor arrivals to final styling and technical checks, our team ensures your venue is transformed exactly as envisioned before doors open.
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![Two women are looking at a menu or a document inside a restaurant or cafe, with warm lighting and decorative rattan lamps hanging from the ceiling, surrounded by plants and wooden furniture.]()
Day of coordination
On the day of your event, we take complete ownership of operations. Our team manages vendors, staff, and timelines in real time, handling any last-minute adjustments so the event runs seamlessly while you focus on your guests.
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Teardown
After the event, we oversee a smooth and efficient teardown process. We coordinate vendor pack-downs, manage returns and clean-up, and ensure the venue is restored to its original condition on time and without stress.
post-event
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Exposure
With an engaged audience of over 40,000 followers, Shift + Alt Events can share highlights from your event on our Instagram, tagging your brand to extend reach and visibility to a wider community.
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![A person wearing a brainwave headset seated in front of a Ferris wheel with illuminated blue lights.]()
Case study
We can produce a detailed case study of your event, showcasing visuals, outcomes, and key moments. This can be featured on the Shift + Alt Events website and shared with your audiences to capture the story and impact of your event.
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![Two colleagues, a man and a woman, smiling and giving each other a high five at a desk in an office.]()
Retrospectives
After each event, we host a structured retrospective with you, the venue, and vendors. This session helps identify successes, challenges, and lessons learned, ensuring every future collaboration builds on what worked best.
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![Wooden pegs representing people, with one peg showing signs of anger and the other showing signs of surprise, amid other pegs in the background.]()
Disputes
If post-event issues arise, such as vendor or venue disputes, refund negotiations, or contract clarifications, our team manages communication and resolution on your behalf to ensure a fair and timely outcome.
behind the scenes
pre-event
Below is an example template of what we use to help plan your event from start to finish
We use Trello to manage every stage of your event, from first ideas to post-event wrap-up. Each board is customized to your project with clear sections like Venue, Guest Communications, Budget, Production Schedule, and Event Design.
post-event
Our Post-Event list keeps everything organized once the celebration ends. We handle all follow-up details from supplier wrap-ups and guest feedback to storage, returns, and final budget checks, ensuring nothing is left unfinished.
This stage of our back-end gives you a clear view of the aftercare process, so you can see exactly how we tie up every loose end and prepare for future events.
Our event process
Here are the key milestones in the end-to-end event planning process
Why Shift + Alt Events?
When everyone knows their role, planning becomes collaborative, not chaotic. We bring the structure, experience, and execution skills; you bring the vision and decisions only you can make. Together, we create events that feel effortless and impactful.
FAQs
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Shift + Alt Events manages everything from venue sourcing and vendor coordination to budgeting, event design, guest communications, and on-site logistics. You decide how hands-on or hands-off you want to be. We can manage the entire event from start to finish or collaborate closely with your internal team.
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At the start of each project, Shift + Alt Events uses a Responsibilities Menu to clearly outline which tasks our team will handle, which belong to the client, and which are not needed. This keeps everything transparent and eliminates confusion.
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Yes. Events often evolve, and so can your plan. You can add or remove responsibilities at any point, and we will adjust the scope and quote accordingly.
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The Pre-Event phase covers logistics such as travel, venue, and vendor coordination, as well as budgeting, event design, and guest communications. This is where Shift + Alt Events plans, researches, and locks in all the details to ensure everything runs smoothly.
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During the event, Shift + Alt Events leads setup, manages day-of coordination, and oversees teardown. We are the first to arrive and the last to leave, ensuring every detail goes according to plan while you focus on your guests.
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After the event, we take care of follow-up tasks such as social exposure, case studies, retrospectives, photo organization, and final budget reconciliation. This ensures a complete and well-documented wrap-up.
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That is completely fine. You can hire Shift + Alt Events for specific areas such as venue selection, budgeting, event design, or production management. We tailor our services to fit your needs and budget.
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We use professional project management tools to map out every responsibility, deadline, and update. You have full visibility into progress at all times, including what is being worked on, who is responsible, and when tasks are due.
