Published On: 14 June 2021Categories: Blog7 min read

Everyone loves a good celebration or party, but not everyone has the time, patience or creativity to successfully plan such an event – it takes a lot of dedication. That’s where full event planning services from professional planners come into play. The services provided for an event will vary depending on the size and type – whether it be an intimate wedding, large scale charity fundraiser or sophisticated conference, a planner will take instruction from the client, organising to meet their requirements and hopefully go beyond their expectations! Planners will often specialise in a specific type of event as the specifications can vary wildly, but here at Vanilla Bean, we have an expert, handpicked team that can work to any brief – corporate or private.

So, what is really included with these professional services and what does it mean for your next event? In this Vanilla Bean blog, we’ll be highlighting how a planner can assist you, taking the worry and stress out of the picture. Ultimately, you want your celebration to run as smoothly as possible so you can fully enjoy the experience – whether it be a more private gathering of your very nearest and dearest, or on a larger scale, a planner can transform both the planning process and actual event day too.

So, what’s included with full event planning services?

There are several components to any occasion, typically these are catering, decor, entertainment and production when detailing these at a basic level. And, this celebration or party will usually take place in a venue such as a hotel or perhaps a private marquee in the garden of your own home – already you can see there are a lot of different elements to consider and keep track of! Each plays a pivotal role in the overall success and lasting impression of an event and, therefore, requires a lot of hard work and dedication. So, let’s look at what is actually included with full event planning services and the benefits associated with it…

  • Venue sourcing and management
  • Stationery design and guest communications
  • Event concept, design and venue plans
  • Supplier selection and coordination, hand-picked and trusted
  • Caterer collaboration, menu design, tasting coordination and consultation – we embrace each season, supporting local artisan produce
  • Time plan creation and management
  • Creative direction
  • Artist booking and liaison
  • Accommodation coordination and bookings
  • Travel arrangements for all local and destination transport
  • Event planner availability and attentiveness from the outset
  • Event day leadership, supervision of all logistics and time management
  • Event day support for all planned and changing needs
  • Post-event follow up and care of the highest quality

 

#1 One point of contact

With so many elements to coordinate, it can be difficult keeping track of phone numbers, conversations and progress. Particularly if you are organising an event alongside your full-time job, it’s easy to lose sight of the overall event and ultimately you may find yourself missing crucial deadlines or frustrated at the number of questions you are asked.

When you utilise the full services of a professional planner, you eliminate the need for an overflowing binder full of lost snippets of conversation and endless phone numbers! Instead, you have just one point of contact that you know you can go to time and again, not only to successfully detail your requirements but also for advice and support throughout the process offering you ease and peace of mind. Any change needed, any burning question you want answering – it all goes straight to one, dedicated expert that has a full understanding of your event. Your celebration will be their focus and priority, able to quickly reel off any detail rather than it being brushed aside.

#2 Access to a tried and tested network of suppliers

As reliable event planners that have been in the industry for over 30 years, we have built up a formidable reputation and strong relationships with a variety of other suppliers, each with equally strong accreditations. From florists to lighting experts and DJ’s – we’ve got a range of tried and tested contacts to suit the overall feel of your event. From an Ibiza-themed hen party to a children’s party and everything in between, it’s important you can trust who you are working with to deliver.

Not only does this guarantee the quality you’ll receive but it also ensures that all those working the event can successfully cooperate; there are no arguments around who should be doing what. Instead, with these solid connections and previous experience working together, planners and their ‘black book’ of suppliers will know how to work in harmony.

#3 High-quality guarantee

When you work with a professional planner and utilise their full event planning services, it is their responsibility to ensure the event operates smoothly. If you have several different suppliers with no one leading the charge, you will be the go-to individual for all questions. This, of course, is not ideal when you want to enjoy the event!

At Vanilla Bean, we will take ownership and should any issues arise, we’ll smoothly provide a solution without worrying you. We provide excellent results time and again, check out some of our case studies here for more information.

#4 All elements created in harmony

It’s likely you have a vision or some idea of what you want when you host an event. However, trying to translate this from your mind onto paper is a different story! And, if you have to do this more than once and aren’t sure of the correct terminology, you may find each element clashes. Without specific guidance, each supplier will follow their own interpretation and agenda – for example, the phrase “quintessentially English” can have a number of different associations and lead to wildly different looks.

If you brief one event planner on your vision, they’ll be able to pull together the final look succinctly. Every piece will tie in as the professional planner will be able to confidently brief other suppliers, sharing mood boards to ensure all works in harmony.

#5 Expertise

When working with a professional planner, you have access to an array of knowledge and expertise. Instead of spending hours researching on the internet, you can simply turn to your dedicated planner and ask for their advice. With years of experience in the industry, they’ll have an unrivalled insight into all aspects of an event. Whether it’s table settings or lighting, it’s easy to get lost in the details and feel like you are getting nowhere when trying to do everything yourself. Often, you just need another perspective or someone with insider knowledge to turn to.

And, all event staff will be briefed prior to the event. So, this expertise and in-depth knowledge will be shared with all those working on your celebration, from the waiting staff to venue managers.

But aren’t full event planning services more expensive?

Many people believe this full service is far more expensive, but this is simply not the case. A full package can actually be more cost-effective, as your event planner may be able to secure you discounted rates with their trusted suppliers. Plus, the benefits of choosing a full planning service far outweigh any additional charge, it offers you full security and peace of mind.

In addition, when you are left to organise all aspects of an event, payment is typically a tricky subject. When you use the planning services of a professional, all payments will be processed from one point. You’ll usually pay one fixed fee, agreed prior to the start and all aspects will be budgeted accordingly.

Why choose Vanilla Bean as your event planner…

Whilst we specialise in catering, having come from a background in luxury hospitality, our passion is event design from concept to completion in every aspect of catering; from venue hire to equipment rental, floral arrangements, music, entertainment décor, transportation and valet parking. We pay attention to every detail, treating the event as not just a one-off, but the start of a long-term relationship – we strive to be the planner you come back to time again, whatever your requirements are!

We work creatively to provide you with an event that stands out – with exquisite catering and a complete design to match, we can handle it all! To find out more about us and what we do, please visit our website by clicking here, or get in touch to discuss your upcoming event.