Pricing

 

Our proposed pricing for end-to-end management of your event is created depending on the scope of the event.

 

After that, we will set up a kick off meeting with you to define your event plan and budget.

 

We are excited at the opportunity to partner with you to make your upcoming event a success.

 

For the company that wants a perfect event, does not have the time or energy to plan it and needs someone for complete beginning-to-end event planning, Eventastic Consultancy and Marketing Services handles all aspects of the special event or meeting, including planning, catering, invitations and more.

 

This package offers full-service meeting coordination from beginning to end; it's perfect for companies with staff who have demanding schedules. Eventastic Consultancy and Marketing Services will research and call vendors, visit sites, and bring all of the information to you for decisions. Eventastic Consultancy and Marketing Services will handle the coordination so you can concentrate on the content of your meeting.

 

This package includes:

 

• Set initial planning meeting as soon as meeting/event date has been finalized.

• Initial Preparations

  • Recommend stationery ideas, format & vendors for save-the-date cards, invitations, menu cards, meeting/conference agenda, place cards, and thank-you notes to speakers at your event.

  • Etiquette & protocol advice on such things as addressing invitations, seating arrangements, etc.

  • Telephone & e-mail consultation

  • Conduct regular progress meetings to address concerns, review plans, track progress, etc. Typically, these are held 3 months, 2 months, and 1 month prior to your meeting/event.

• Budget Formation & Guidance

  • Preparation & monitoring of a realistic budget to fit your needs

  • Track expenses incurred

• Vendor Coordination

  • Referral of vendors to include florist, music, venue, caterer, etc.

  • Arrange food and beverage service

  • Assist with entertainment or program

  • Attendance at any meetings with vendors

  • Contract review with each vendor

  • Contact and coordinate all final details with vendors

  • Prepare timeline for vendors (to be sent 2 weeks prior to the meeting) and confirm said arrangements with them.

  • Prepare seating chart display to be placed at the registration table, if needed.

• Arrange blocks of hotel rooms for your guests and meeting attendees (if required)

• Direct rehearsal, if needed

  • Check that A/V equipment is in working order

  • Check that agenda follows timeline

  • Confirm food and beverage needs and schedule of service

  • Verify that all handouts are prepared and ready for distribution

  • Arrange for set up of registration table and any display tables needed

• Direct meeting/event

  • Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the start time and staying on site for the duration of your meeting/event.

  • Greet guests/attendees

  • Ensure event starts on time

  • Assist late-comers as needed

  • Keep event on schedule, as needed

  • Be sure all necessary event requirements are arranged

  • Carry an “emergency kit,” including such items as pins, stapler, stamps, envelopes, markers, glue, scissors, and a few snacks – just in case!!

  • Deliver final payment to vendors, as needed

  • Ensure cleanup is complete

  • Coordinate the return of any rental equipment

  • Arrange for transportation after the event, as needed

• Schedule a follow-up meeting with you to review your event, determine if you achieved your   goal or expected end result, and evaluate the process

 

Eventastic Consultancy and Marketing Services handles the following services for an additional charge, depending on required level of service.

• Assembling, addressing & mailing meeting invitation

• Tracking RSVPs

• Creation and distribution of attendee packets/handouts

 

Remember, if the above packages do not suit your needs, you can still take advantage of Eventastic Consultancy and Marketing Services' planning skills and experience to ensure a successful event!

 

Advance planning is optimal, but we can often accommodate last-minute requests to help with emergencies. So please get in touch for a complimentary consultation to discuss how we may help!