a Ballad

Like a ballad, we’ll capture every note of your love story’s melody. Our package, “a Ballad”, is ideal for the couple that has a venue selected but seek a guiding hand to capture the vision of their story.

 

FIVE DESIGN AND PLANNING MEETINGS

 

THE FIRST meeting takes place after you’ve selected your venue and completed the client questionnaire. We’ll walk through the venue to talk about your vision and design.

 

THE SECOND meeting is to compare and review the vendor options and refine the design based on your budget.

 

THE THIRD meeting is for a design mockup and food tasting (optional, but highly recommended. Additional costs may apply from vendors).

 

THE FOURTH meeting is scheduled six months before your event to review deadlines, create a preliminary timeline, and review specific day-of details.

 

THE FIFTH meeting takes place two to three weeks prior to your event as a final walkthrough, and to review personal items you will provide for setup.

 

DESIGN & PLANNING

• Collaborate to define a color scheme, theme, and/or design concept.

• Refer and source vendors based on the client’s needs.

• Assist with developing and prioritizing the budget.

• Review contracts and estimates for accuracy prior to client’s signature and deposit.

• Proofread and provide feedback on wording for invitations and menus.

• Construct a diagram to illustrate the placement of all elements.

• Organize lists and catalog items provided by venue, vendors, and clients.

• Examine and verify the Banquet Event Order (BEO) given by your catering manager, as well as cross-check your vendor invoices.

• Collect vendor’s certificate of liability and any other document required by the venue.

• Ensure that all orders from vendors, including rental quantities, are confirmed.

• Craft and distribute a detailed, client-approved schedule to all vendors involved.

• Coordinate with vendors to schedule arrival times and to relay the venue's guidelines for loading, setting up, and dismantling.

• Conduct the ceremony rehearsal involving the officiant, wedding party, and family members.

 

EXECUTION

• Provide up to 12 hours of event day management, typically to include 4 hours of set up, 1 hour for ceremony, 6 hours for cocktail and dinner reception, and 1 hour for strike.

• Communicate with musicians on ceremony song selections and cueing wedding party for processional.

• Set up any necessary items such as welcome sign, programs, reserve seating sign, etc.

• Synchronize with your musicians, DJs, and MCs to coordinate and announce the reception key events, such as grand entrance, first dance, cake cutting, and tosses.

• Modify and reorganize the schedule in response to unexpected situations to ensure all key activities are captured within the vendors' working timeframe.

• Coordinate and support vendors in the execution of their services.

• Guide the banquet staff in the setup process and ensure the layout adheres to the floor plans.

• Arrange various elements such as escort cards, menus, favors, sign-in books, and gifts. (It's important to note that Poetique Events cannot install client-provided items requiring professional setup, such as large structures, specialized stations, or elaborate floral designs.)

• Oversee the breakdown and secure storage of all wedding-related materials post-celebration, ensuring everything is well taken care of until the end of your wedding day.

• Disburse final payments and gratuities to vendors.