an Ode

As an ode to the love you share, we’ll bring the wedding that you’ve planned to life. Our base package, “an Ode”, is our day of event management. This package commences as soon as your venue and vendors are secured.

 

THREE ESSENTIAL PLANNING MEETINGS

 

THE FIRST meeting is scheduled when all your vendors are booked. We will review vendor agreements and gather a basic vision of how the day will go.

 

THE SECOND meeting is scheduled after your invitations are sent. We will review deadlines, create a timeline, and review specific day-of details.

 

THE THIRD meeting takes place one to two weeks prior to your event to finalize the day's schedule and review personal items you will provide for setup.

 

PLANNING

• Review all vendor contracts to ensure requirements and terms are met.

• 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 10 hours of event day management, typically to include 2 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 announcement the timeline of the reception key events, including the 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.