ORGANIZING CHATTANOOGA EVENT PLANNING AND COODINATING

Organizing Chattanooga is your go-to source for planning and coordinating the perfect event. We offer a variety of services to make sure your gathering is one that attendees will remember for years to come. From designing the perfect atmosphere to coordinating logistics and catering, we have a team of experienced event planners to handle every detail.

We pride ourselves on creating unique experiences for all of our clients. Whether it’s a birthday party, corporate event, or wedding, we make sure that each event is tailored to our client’s needs. Let us help make your event one to remember.

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• Wedding Ceremonies

• Wedding Receptions

• Special Occasions

• Corporate Events

• Virtual Events

• Hybrid Events

• Conferences

• Seminars

• Meetings

• Team Building

• Trade Shows

• Receptions

• Dinners

• Themed Parties

• Award Ceremonies

• Holiday Events/Parties

• Board Meetings

• Birthday Parties

• Family Events

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Full-Service Event Planner Package – ($2,400 Total)

Pre-Event Planning: 

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• Recommend venues and vendors in accordance with event budget and style

• Schedule and attend all vendor meetings and interviews

• Attend site visit(s) with client to establish the event style, direction, and flow

• Unlimited face to face meetings, phone, and e-mail communication/advice for client

• Guidance on wedding etiquette

• Create budget; manage deposit schedule and payments

• Review and negotiate all vendor contracts

• Decor conceptualization and coordinate overall event vision and design

• Act as the liaison between client and vendors for all logistical needs

• Create complete timeline for celebration and share with all vendors

• Lead all-vendor walk-through

• Provide guidance and sample text for printed materials including save the date, invitation, programs, and menu

• List Organizing Chattanooga as a point of contact on website, save the dates, invitations, and welcome notes (if desired)

• Format guest list for calligraphy

• Set up and manage hotel blocks for out-of-town guests

• Schedule and book all guest and family transportation to/from ceremony and reception

• Collate, stamp and mail save the dates and invitations

• Advise on menu planning and attend tasting with caterer

• Coordinate sample table

• Source and order items and packaging for favors, swag items, and welcome gifts bags

• Provide and maintain spreadsheet templates for the following: guest list, RSVP’s, seating plan, photography shot list, payment schedule, and contact list, vendor list…

• Coordinate aspects of rehearsals/practices/preparation, and any pre-event activities discussed in consultation (including but not limited to, site scouting and decor design)

 

Event Week (Included in Package above):

 

• Attend final meetings with client and collect all celebration elements

• Confirm all details and arrival times for vendors

• Provide schedule for family, staff, important attendees, and VIP guests

• Coordinate all printed materials

• Assemble and deliver welcome gift bags for guests

• Coordinate rehearsal, setups, decorating sessions, practices…

• Manage flow of event including timing, announcements, awards, and/or speeches

 

Day-Of Event (Included in Package above)

(Also see below-Day Of Event Coordinator for additional Day-Of Information)

 

• Coordinate all aspects of Event

• Oversee check-in of rentals

• Create “steps of service” for catering team

• Coordinate all deliveries and installations of celebration in accordance with vendor contracts

• Coordinate distribution of final payments and gratuities

• Manage and coordinate transportation for family and guests

• Provide event emergency kit

• Provide and place restroom amenities basket

• Organize and set up escort cards, place cards and menu cards

• Oversee timely “flip” of space(s) if needed

• Conduct final lighting, sound, and temperature inspection prior to guest arrival

• Conduct final seating and table check prior to guests arriving

• Cue all music changes and speeches with band/DJ

• Cue special moments

• Serve as point person for all vendors—cueing timing throughout event

• Manage and remedy all moment-to-moment challenges

• Arrange favors (if applicable)

• Oversee strike of venue

• Collect any celebration elements and gifts

• Double check return/pick up of all rental elements from caterer and floral designer

 

 

Day-Of Event Coordinator – 10 Hours ($400 Total)

The OC Planner will create a detailed timeline, contact the vendors for formal introductions, check timelines confirming day of contact information and reviews copies of all contracts to clarify all contractual obligations of all vendors. After discussing the client’s vision for their event, the OC Planner would oversee running the Event preparation/rehearsal. On the day of the Event, their responsibilities would be to be present at the venue and ensure every detail is set up the way the client has envisioned it.

As a Day of Coordinator, the OC Coordinator will be the liaison between the client and the vendors for the day. This greatly relieves the client of unnecessary stress, which is, in a nutshell, what being a planner and coordinator is all about. During the Event, the planner’s/coordinator’s responsibility is to ensure everything runs smoothly. The goal is to adhere to the timeline, but if this isn’t possible (and that will happen more often than you think!), it is the planner’s/coordinator’s responsibility to ensure that events are rearranged in such a way that incurs minimal cost and stress to the client and their guests.

 

 

Event Consultant ($60/hr.)

Consulting packages are typically billed by the hour and consist of the client sitting down with their OC planner and asking questions based on the area or areas they need help in. This may be pulling together design ideas, confirming or suggesting vendor or venue choices or ensuring that the client is on track and has not forgotten anything. These types of meetings typically take place early in the planning process, but we are onboard with helping jump in closer to the event as well!