PARTY COORDINATION SERVICES
(Are you after a full party planning service? We can help! Just scroll on down the page...)
If you're going down the route of planning your own party (rather than hiring a party planner to take care of everything) but still want someone to oversee the setup on the day and keep a watchful eye over the antics on the night, a party coordinator could be just what you need!
Whether it be an engagement party, a milestone birthday (21st, 40th, 60th for example!), a celebration for your business, or one of those "just because" type occasions - we can be on hand to make sure everything goes off without a hitch. The aim of our services are to make sure you and your family can relax and chat with your guests, safe in the knowledge that everything is on track - you don't have to be that host who is fretting over greeting suppliers, making sure the food is going out on time or if guests are getting home safely.
"Importantly for both of us, we didn’t have any involvement on the day of the party (because April just got on and dealt with it all) and were able to enjoy ourselves without having to worry about whether the band were on time or if everyone was being fed etc. I highly recommend April and will definitely work with her again in future"
Alex, 2019 party client
With the help of an experienced event coordinator, you can enjoy your party without worry or stress, knowing that every detail and task has been taken care of and that your celebration will run super smoothly... leaving you to make memories with your family and friends, and focus on the fun stuff (like cocktails)! This service is especially beneficial (some would say essential!) for someone who is having a marquee/tipi in their garden, or at another kind of venue without an "in house" event coordinator (such as a village hall or some industrial-style venues.
WHAT DOES ON THE DAY COORDINATION ACTUALLY INCLUDE?
At parties, we encounter SO MANY different tasks, it's difficult to list everything! There's a lot of weird and wonderful things we do to help our clients on a day to day basis, but generally On The Day Coordination includes:
Around one month before your party, meeting with you at your venue to go through all your timings, suppliers and the smallest details, to put together a comprehensive running order for the whole day, and will give you advice on anything else that needs to be done by you before the event.
Approximately 2 weeks before the party we'll contact all of your suppliers and ensure they have the correct contact details, timings and directions, and encourage them to direct any last-minute questions to us. This means you shouldn’t have to worry about watching your phone constantly the week or so before your party in case a supplier calls/emails you with a generic query (leaving you to relax!)
We’ll be there on the day itself for up to 12 hours, to deal with any arrivals/queries from suppliers or guests. We will help with any last-minute bit of setting-up and decorating, and ensure the fine details at the venue are exactly as you envisioned. We'll make sure the party runs to schedule and super smoothly, all whilst making sure your guests have a fantastic time and that you’re left worry-free and able to relax and enjoy hosting your incredible celebration.
In addition to managing the other suppliers and ensuring things run to time, our clients often ask us to do jobs like: putting out garden games, filling up drinks dispensers with water, setting up dessert tables, switching on fairy lights, lighting candles, setting up and moving furniture, managing background music, making announcements, slicing up cake... the list is pretty endless! We don't just work off a list either - we're super proactive and if we see a job that needs doing, we'll get straight on it!
We always bring along an emergency kit to events – containing handy items such as safety pins, sellotape, paracetamol and a needle and thread.
We have public liability insurance of £1,000,000, which covers any work undertaken by us.
Throughout your party planning journey, feel free to contact us for advice on timings or for recommendations on suppliers - we're always happy to help point you in the direction of what you're after!
WHAT'S THE COST?
Our party coordination services listed below are based on a simple, easy to understand fixed fee. Our pricing for parties is a little lower than weddings, simply because they are usually less complex, require less time on-site and have fewer suppliers involved.
The costs quoted below include all mileage for parties within Yorkshire. We are always happy to travel across the UK, but there may be a surcharge for travel and accommodation based on the location of the event. If you have any questions, would like to secure your date with a 20% deposit, or would like to obtain a travel quote for an event further afield, drop us a line at email@example.com
ON THE DAY
We'll meet up at the venue around one month before the party and talk through your plans and your suppliers. I will then put together a detailed running order for the day, will look at what else needs to be done by you before the event and will introduce myself to your suppliers and pass on my contact details.
On the day itself, you'll have one coordinator on site for up to 10 hours. Usually overseeing the arrival of suppliers from the afternoon of the party, making sure it runs smoothly right through until the end of the night (usually about midnight).
I always bring an event kit, full of useful things (everything from elastoplast to spare cufflinks) so i'm prepared for pretty much any eventuality!
2023 & Beyond
(Optional Extra Service)
If you've decided to design your own party decor without using the services of a venue dresser or stylist, and have hired/bought your own decorations, the task of decorating a blank-canvas event venue or marquee/tipi can sometimes be a bit daunting! Often we have clients who'd rather spend the day before their party having their hair/nails done and want their vision brought to life whilst they have some me-time!
One of our really popular additional services is assistance with setting up the venue the day prior to the party. During your handover meeting, we'll look over any pinterest/moodboards you've put together and will discuss the placement of all decor and little design details which will need to be considered by us on the day of the set-up.
2023 & Beyond
(Optional Extra Service)
For celebrations where there's large guest numbers, with lots of different suppliers and logistical elements, or for outdoor events in tipis/marquees, we highly recommend bringing along an additional assistant coordinator. Our event team are always experienced and super friendly!
Of course this is completely optional (and in some circumstances it's not necessary) but we do find for certain event it is really helpful to have two or more coordinators on site to ensure the best service possible to our clients.
If you're unsure if you'll need an additional coordinator on site, just ask - we'll be happy to offer honest advice based on previous experience.
2023 & Beyond
PARTY PLANNING AND DESIGN SERVICES
Fully Booked for 2021/22 - Limited spaces remaining for 2023 and beyond!
As of 2020 we have limited the number of Full Party Planning clients we take on, and now mainly offer On The Day Coordination. This enables to offer you the best possible service level, and leaves you reassured you'll get the full attention your event deserves!
If you're looking for a full-service party planner for that special occasion - get in touch! Our full planning service is priced bespoke to your specific needs, so get in touch today for a no-obligation consultation and quote. We'd love to chat through your plans!
“We got in touch with April pretty much last-minute and, with a limited brief, met us on short notice and delivered a really memorable look and feel for us. Her creativity was very much appreciated, but we most valued that she delivered what we wanted with very little input which in the business of event planning is really helpful!”
Elliott, yorkshire water
Our Full Party Planning service starts from £3250
Photography credits on this page: Go Photo by Vicky Benge and Eddie Cain Photography