Event planning & Coordination
At Signify Collective Planning, our expertise extends beyond weddings – we have a passion for curating a diverse array of events. Whether it's birthdays, fashion shows, art exhibitions, charity events, corporate gatherings, enchanting gala dinners, engagements, milestone anniversaries, or heartfelt celebrations of life, we're here to transform every occasion into a masterpiece.
No matter the scale, we have the perfect solution tailored just for you. Whether you seek full event planning, partial coordination, or seamless on-the-day execution, Signify Collective Planning crafts personalized packages that embrace your vision. Our services span Gauteng and beyond, and they go beyond just what's listed – they're designed to exceed expectations.
Explore below for a glimpse into our Event Planning and Coordination package. Let's make your event a timeless memory together.
Consultation:
We start with an initial meeting to talk about your needs, preferences, event style, ideas, and theme. We fill out a detailed questionnaire, help you choose a venue, discuss your personal style and vision, and maintain open communication with regular meetings, as well as unlimited phone and email availability.
Suppliers:
( Venue, Caterers, bar services, rentals, DJ, Photographers, Entertainment, Make up & Hair, Attire, Cake, Décor, Flowers, Stationery, etc)
We engage in thorough research and offer vendor suggestions, while also coordinating vendor meetings. Our responsibilities encompass reviewing supplier packages and contracts, and providing support with décor, floral arrangements, and stationery suppliers.
We guide discussions on the necessary vendors and assist in securing their services. Throughout the planning process, we maintain open communication with your vendors. We create venue floor plans and outline logistics, arranging deliveries, setups, breakdowns, and collections from suppliers. Mock-ups and meetings are thoughtfully organized, and we ensure that all aspects of staffing, venue, logistics, and catering are confirmed with suppliers.
We liaise with in-house coordinators or managers and assist with food and beverage decisions, including wine selections, tastings, and menu finalization. Our detailed timelines and checklists guide vendors, and we handle administrative tasks such as requesting insurance certificates if needed. In the final week, we conduct comprehensive meetings with all suppliers, confirming all details via email and phone, including delivery times and items. Lastly, we participate in a final walk-through meeting at the primary venue.
Personal Assistance:
We offer guidance on event etiquette, ensuring a seamless experience for all involved. On the day of the event, we provide an Event Day Emergency Kit, ready to address any unforeseen needs. Prior to the event, we proactively connect with the MC, introducing ourselves and outlining the event's flow and expectations. We schedule a walk-through meeting on the event day, aligning everyone's understanding of the proceedings.
On the event day, we orchestrate a seamless experience by coordinating a multitude of details.
We ensure that all arranged suppliers, including makeup artists, hairdressers, and others, have arrived promptly and provided their agreed-upon services.
Carefully placing the table seating plan as per your preferences, we oversee correct sound and lighting setup. The photographer captures intricate details from invitations to table settings while we manage delivery notes and adherence to schedules.
Our vigilant attention extends to the entirety of the day, addressing any client needs, overseeing timely setups, and liaising with the MC for a comprehensive run-through.
We confirm decor and flower alignment with quotations, overseeing candle lighting and on-site supervision until formalities conclude.
Guiding guests smoothly, placing gifts, answering questions, and ensuring drink and canapé service align with agreements, we seamlessly manage the event's rhythm.
The MC and venue function manager are briefed on house rules, and candles are meticulously lit before guests enter the main venue. Precise seating and thorough inspections finalize our commitment to creating a flawless event atmosphere.
With meticulous attention to detail, we carefully place name cards, menus, table numbers, and gifts on the tables according to your preferences. Our coordination extends to liaising with the MC, DJ, and caterers, ensuring a seamlessly flowing timeline and transparent communication of any adjustments to all involved.
Thoughtfully arranging seating for both family and guests, we collaborate closely with all vendors to guarantee comprehensive coverage. We expertly manage the entrance of key figures if required, and extend our coordination prowess to reception sites, musicians, photographers, videographers, florists, bakers, and caterers.
Throughout the day and evening, we keep track of meal service and beverage limits, providing you with updates. We handle special items such as cake toppers, knife sets, and toasting glasses with care. Encouraging guest book signatures and overseeing gift placement, we ensure that scheduled speakers are prepared and entertainment runs on time.
Guests find us approachable for questions or concerns, and we're always ready to assist with wardrobe adjustments. We even ensure that suppliers receive their meals.
After the event, we provide a comprehensive report, including a detailed recon of any additional expenses that may have arisen.
Elevate your event experience with our exquisite On-the-Day Coordination. Don't miss out on this opportunity to ensure a flawless celebration. Simply fill out our contact form to unlock exclusive package details tailored to your needs.
Get in Touch
Please complete the contact form to receive your full Event planning and coordination packages
123-456-7890