Detailed Areas of Service

From the first planning meeting through the post event wrap-up, we work with your organization to understand your goals and tailor each event to exceed your expectations.

Events by One can provide any combination of the below services or execute a full event management / production offering.

Detailed Areas of Service:

• OVERALL EVENT PROGRAM MANAGEMENT
  • Manage timeline, budgets and vendor relationships
  • Work with committees and leadership
  • Research and obtain all necessary legal documents and permits
  • Coordinate and manage event on event date
  • Coordinate and manage post event evaluation
• DAY OF EVENT PROGRAM SCHEDULE
  • Develop and prepare day of event program schedule and timeline
  • Manage and create event program including speakers, background music or entertainment, and / or audio-visual presentations
• ENTERTAINMENT
  • Provide input and support for identifying entertainment
  • Negotiate and secure event entertainment
  • Manage communication and coordination with entertainment after confirmation
  • Provide input and support for identifying master of ceremony and presenters
  • Negotiate and secure event master of ceremony and presenters
  • Manage communication and coordination with participants after confirmation
• PRODUCTION
  • Determine event program equipment and staging requirements
  • Develop and prepare event production schedule and timeline
  • Schedule run-through or brief all program participants
  • Script participants where needed
  • Coordinate run of show requirements with venue and vendors
  • Produce event program on day of event
• CHAIR / HONOREE / HONORARY CHAIRS
  • Provide input and support for identifying prospects
  • Manage communication and coordination with chair / honorees / honorary chairs after confirmation
  • Coordinate event material and day of event responsibilities with participants
• EVENT COLLATERAL AND PROMOTIONAL MATERIALS
  • Manage creation of all pre-event collateral including invitations, direct mail pieces, and reservation forms
  • Manage and coordinate the creation of all event day collateral, including event program, tabletops, place cards, and nametags, signage, etc. if applicable
• INVITATIONS AND GUEST RSVP’s
  • Manage and coordinate the mailing of invitations
  • Coordinate the collection of RSVP’s from guests and donors
  • Provide guest and revenue information upon receipt of RSVP
• GUEST REGISTRATION / SEATING
  • Manage follow up with confirmed guests (sponsors and individuals) to support reservations and seating
  • Identify and make recommendations on guest seating requirements
  • Manage guest seating process
  • Manage guest registration on day of event
• PROGRAM BOOK DEVELOPMENT
  • Manage the creation of the event program book with design and printing vendors
  • Develop and coordinate the layout and pagination of the program book
  • Manage creation of lead pages
  • Work with confirmed donors to facilitate acquisition of necessary artwork and materials for ads
• CATERING
  • Identify and recommend beverage and catering options
  • Manage meal selection and confirmation process
  • Work with event catering on day of event to coincide with event program
• DÉCOR / EVENT RENTALS / FLORAL
  • Identify overall theme/décor/design/color scheme ideas
  • Determine event rental needs
  • Manage all rental vendors, photographer and florists
• VOLUNTEERS
  • Identify event volunteer requirements
  • Manage and coordinate event volunteers as provided by the client
• FACILITIES / PARKING / SECURITY
  • Manage and coordinate all event facility requirements
  • Coordinate and set up parking requirements and in/out options
  • Identify and manage security plan of action
• REPORTING
  • Manage event income reporting
  • Manage guest reservation reporting – sorted by source, etc.
  • Conduct or participate in evaluation and make recommendations for future efforts
• GUEST GIFTS
  • Support and identify gift contributors
  • Manage collection, assemblage and distribution of gift items to event guests