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.

Book Call

pre-event

Logistics

  • A neatly made hotel bed with white linens and gold-colored pillows, a decorative runner at the foot, flanked by bedside tables with lamps, and a window with curtains on the right.

    Transport + accommodation coordination

    Booking transport and accommodation, setting the reimbursement policy, communicating details to staff and guests, managing room lists, etc.

  • 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. 

  • Venue management

    Completing site visits, point of contact for the venue throughout the lifecycle of the event.

  • Vendor management

    Providing comparative quotes, aiding decision making on vendor selection, onboarding vendors, managing vendors through to after care post event

  • 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

  • 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

  • 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.

  • 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

  • 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.

  • 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.

  • 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.

  • 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.

  • 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

  • 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.

  • 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

  • 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.

  • 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.

  • 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.

  • Close-up of a person's hand flipping through a large stack of organized papers with colorful paper clips.

    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

  • 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.

  • 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.

  • 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.

  • 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.

  • 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