Event Support
Planning events takes vision, time, and relentless coordination, and that’s where we come in. Whether you’re hosting a wedding, gala, retreat, or multi-day conference, our team provides behind-the-scenes operational support to keep every detail organized and on track. From vendor communication to timelines and guest management, we ensure your social and corporate events run seamlessly.
Client Communication & Inbox Management
Handle client emails, respond professionally, and keep your inbox organized and under control.
Vendor Research & Coordination
Find, vet, communicate with, and confirm vendors and venues efficiently.
Timeline & Run of Show Creation
Build comprehensive event timelines for weddings, galas, and conferences.
Budget Creation & Tracking
Develop event budgets and maintain real-time tracking of expenses and payments.
RSVP & Guest Management
Track RSVPs, guest details, dietary needs, and produce final organized counts.
Speaker & Sponsorship Management
Book and coordinate speakers, manage sponsorship sales, agreements, and deliverables.
Event Website & Invitation Management
Build and manage event or wedding websites, design invitations, and handle mailings.
Playbook Progress & Documentation
Update and maintain planning playbooks, SOPs, and final event documents.
Final Vendor Confirmations & On-Call Support
Confirm all final vendor details and provide day-of remote support for any troubleshooting needs.
Marketing & Guest Communications
Schedule and send email updates, social posts, and guest reminders to keep everyone informed.
Explore Our Event Support Services
Planning events takes vision, time, and relentless coordination, and that’s where we come in. Whether you’re planning a wedding, gala, retreat, or multi-day conference, our team provides behind-the-scenes operational and administrative support to keep every detail organized. From vendor communication to inbox management and timelines, we help ensure your social and corporate events run seamlessly.
Browse these services for inspiration. If you don’t see exactly what you need, contact us and we’ll tailor a solution to keep your events organized, on track, and stress-free.
Manage client inboxes: filter, respond, flag priorities, and organize folders
Draft, proofread, and send professional emails to clients, vendors, and teams
Create and manage email templates and canned responses
Schedule and confirm appointments, meetings, tastings, tours, fittings, and calls
Coordinate multi-party meetings across time zones
Draft scripts for ceremonies, MC notes, speeches, or presentations
Draft thank you notes for gifts, sponsors, speakers, and vendors
Maintain call sheets and quick-contact lists for event days
Update and maintain planning playbooks with milestones and progress tracking
Develop and document Standard Operating Procedures (SOPs) for repeated event processes
Prepare pre-event packets or board materials, including budgets, timelines, and progress updates
Create final event documents for team, vendors, and clients (staff binders, contact sheets, vendor packets)
Maintain team task lists and internal planning checklists
Create detailed event budgets from scratch
Maintain real-time tracking of expenses and income
Record deposits and payments received from clients or sponsors
Track payment due dates for vendors and send client reminders
Develop detailed timelines for weddings, galas, retreats, and conferences
Create run of show documents for team, vendors, speakers, and AV crews
Revise timelines based on feedback and redistribute updated versions
Prepare AV run of show scripts with cues and stage directions
Research venues or vendors and compile comparison spreadsheets
Contact venues and vendors for availability, pricing, and package details
Draft, send, and track contracts and agreements with vendors and speakers
Maintain vendor contact databases with updated information
Schedule and confirm vendor walkthroughs, meetings, or calls
Finalize vendor confirmations for arrival times, setup details, and special requests
Research, outreach, and book speakers or presenters
Gather speaker bios, headshots, and presentation materials
Coordinate speaker travel, lodging, and AV needs
Track speaker agreements and manage fulfillment requirements
Support sponsorship sales outreach with research, lists, and pitch decks
Draft, send, and track sponsorship agreements
Track sponsorship deliverables to ensure all benefits are fulfilled
Research, order, and track promo items, branded swag, or guest gifts
Coordinate ordering and delivery of day-of items (signage, favors, décor, branded materials)
Design invitations, save the dates, and event programs aligned with branding
Manage invitation addressing, stuffing, stamping, and mailing
Draft welcome letters for guests, attendees, or VIPs
Plan and organize welcome bags and VIP gifts
Create day-of printables (programs, signage, menus, place cards, table numbers, name badges)
Build and manage event or wedding websites with schedules, RSVPs, travel info, and updates
Update website content and links as details evolve
Coordinate website registration forms and guest list integrations
Manage social media scheduling for event announcements, reminders, and post-event highlights
Draft captions aligned with brand voice and goals
Conduct hashtag research for posts to maximize reach
Coordinate posting schedules and approvals
Manage email marketing campaigns for guests, attendees, and sponsors
Track RSVPs with meal selections, accessibility notes, and guest preferences
Compile final guest count reports for catering, rentals, and venues
Manage hotel block research, negotiation, booking, and reservation tracking
Prepare seating charts and table assignment documents
Communicate travel details, schedules, and updates to guests or attendees
Prepare registration tracking, attendee check-in lists, and name badges for conferences
Draft and send post-event thank you emails to guests, speakers, sponsors, and vendors
Gather post-event photos from photographers, guests, or vendors for social media and archives
Create post-event feedback surveys and compile results into actionable reports
Provide on-call remote assistance for troubleshooting and vendor communication
Assist with last-minute changes to timelines or vendor logistics
Monitor Slack, WhatsApp, or team apps for day-of coordination updates
Create quick-reference contact sheets with phone numbers and arrival times for all team members and vendors
Offer behind-the-scenes support to keep execution smooth and stress-free