Services

Events by One has the experience and talent necessary to make your event a success. We are a complete start to finish Event Management company that can manage every aspect of your event, a portion of your event, or any area in-between. Our attention to details and “can do” attitude set us apart from our competition.

At Events by One we take great pride in the partnerships we share with our clients. Our style and manner take the stress involved in managing an event out of your working environment so that you can attend to your normal day-to-day operations. From the first planning meeting through the post event wrap-up, we work with you to understand your goals and tailor your event to exceed your expectations.

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

MARKETING / STRATEGY / PROMOTION

  • Provide input and recommendations on overall event strategy and goals
  • Manage and provide recommendations for event branding

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

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

ITINERARIES/FACILITIES / PARKING / SECURITY

  • Create and distribute itineraries to accompany all briefing materials for program participants.
  • Secure Rooming Blocks and manage rooming lists.
  • 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 guest