EVENT PLANNING 


Experiential selling is the concept of tying your brand to an event experience in a way that your customers can live your brand.

In the music world, the classic combination is the concert combined with the merch table; for consumer brands, the idea holds, but it gets a bit more complex.

For every event, we approach the project as an opportunity to highlight what's important about your brand in the context of the physical space, combined with what else we can program to deepen the experience. 

Events where our approach can add value are in product launches, fashion and trunk shows, board events, or public activations and even flash mobs. Venues can be traditional halls, public spaces, skyscraper lobbies, boardrooms and cat walks and beyond.

We work with vendors we can rely on for price and quality, and pull in experienced day-of staff to execute the food prep, catering and service for the event. We can also put the best venues based on target locations. Of course, we can promote the events across our social networks and in conjuction with traditional and social ad buy campaigns.

Our creative collective includes experts who have programmed events everywhere in the city and all around the country and worldwide. Let us help you conceive of the right event, bring together all the elements, lever our network for the best price and then have the right team in place for the big day.

 

GETTING STARTED

This package includes everything you need to get started including:

  • A customized to-do list from now until your event
  • A comprehensive budget worksheet
  • A list of event venue recommendations based on your budget, style and guest list
  • A list of preferred vendor recommendations based on venue, budget, style and your personality.

 

MONTH-OF COORDINATION

For YHL events, our month of coordination approach includes up to 10 hours on the event day, and many hours of planning prior to your event as we pull together all of the details to ensure a smooth and stress-free day. Typically, this would include the following:

  • Meeting with you to know your vision, as we develop close relationships with our clients.

  • Working with you and your vision, we develop a comprehensive day-of schedule, including all of your vendors and/or event contacts.

  • Contacting and communicating with you to develop a schedule that runs smoothly and works for everyone.

  • Negotiating all vendor and business contracts, if required, otherwise:

  • Reviewing of all vendor and business contracts to ensure efficient timing for the day.

  • Calling your vendors the week of the event to ensure the schedule and timeline.

  • Attending your final meeting and walk through at your venue and reviewing the operations schedule.

  • A digital assistant for the day of your event, if event is over 100 guests.

 

PARTIAL AND FULL SERVICE PLANNING

Our approach to events is as a creative collective, where we can bring all of our expertise to your vision. Because events can differ widely, we are prepared to offer you all of the items below:

 

  • Concept: Fully develop a cohesive idea of the event's goals are and how to achieve them.

  • Décor: Help with developing your style, colors, theme and incorporating your unique signature into your event. Provide recommendations and assistance for tying together your vision and all décor to complete the vision for your day.

  • Event styling: As an event service, a YHL designer can assist you with design and styling for the event itself.

  • Vendor recommendations and overall coordination:  We put together a customized list of preferred vendors (artists, photographers, videographers, caterers, musicians, florists etc) based on your style, budget and personality that we feel is the best fit for you and your event.

  • Contract review: We review your vendor contracts to ensure you’ve booked enough hours and there aren’t any missing links to watch out for.

  • Attendance at vendor meetings, tastings, site visits: We set up and attend meetings with vendors, site visits at your venues, coordinated décor and design meetings, set up meetings with service and staff.

  • Design coordination: This could include the management of the design and production of your save the dates, promotions, invitations, place cards, menus and other digital or printed materials.

  • Coordination of rentals: This could entail tents, linens, tables, china, silverware, chairs and also portable restrooms, heaters, generators, staging, flooring or draping.

  • Transportation coordination: Booking and ensuring smooth timing of all event day transportation for event party and guests.

  • Welcome bags & favors: Provide ideas, shopping for, assembling and delivery of welcome bags and favors for your event.

  • Hotel accommodations: Coordinating blocks of rooms at selected hotels

 

OUR UNIQUE EXTRAS

YHL knows that there are a lot of little extras that pop up while planning for any event. We offer the following services that make your life that much easier:

  • Personal Styling: shopping for event day attire and accessories for you. Putting together a complete look from head to toe.
  • Event website: creation of your own event website.
  • Destination events
  • Handling of your RSVP’s / VIP's (which can include receiving and tracking your RSVP’s/ VIP's)

 

Great Events offers comprehensive events services to ensure the overall success of your event.

WE HANDLE ALL OF THE DETAILS to help take the stress out of your event planning activities.

We know your event is very important to you.

Whether it is a show, wedding, social event, special outing, bar mitzvah, bat mitzvah, birthday party, corporate event, retirement, charity event, graduation, anniversary, event you are marketing, municipal, team building, reunion, bachelorette, or holiday party we can help you plan, execute, or provide needed services.

Contact us today for an event planning services consultation and get started with planning your great event!