Vendor Booking

Support your event to include 10 or less vendors for the success of your event design. Types of vendors include: artesian & craft, food & beverage, family activities, healers, & more.

This service must be contracted 4 weeks or more from date of the event.

Inclusions:

• Outreach to vendors based on a list created based on your event design or from those identified as interested or aligned by you.

• Develop & manage vendor registration process, including collecting vendor information, licenses, certificates of insurance, and payments of any fees.

• Venue walkthrough to develop logistical information for vendors.

• Co-design vendor layout.

• Provide logistical details to vendors prior to the day of your event with a point of contact for the day of event determined by you or your event team.

Vendor Coordination

Most Popular! Support your event to include 10 or more vendors for the success of your event design and day of event vendor management.

Highly recommended for events that incorporate a marketplace featuring 20+ vendors.

This service must be contracted 6 weeks or more before date of event.

Inclusions:

• Develop of “Call for Vendors” for your event. This will include materials to be circulated on social media and featured on your website.

  • Posting from your social media will be your responsibility and I will support with circulation.

• Outreach to interested vendors to register.

• Develop & manage vendor registration process, including collecting vendor information, licenses, certificates of insurance, and payments of any fees.

• Venue walkthrough to develop logistical information for vendors.

• Lead design vendor layout.

• Mark vendor spaces either prior or day of event in preparation for vendors load-in.

• Provide logistical details to vendors prior to the day of your event.

• Serve as vendor day of event primary point of contact and manage vendors while onsite from load-in to load-out.

Event Planning

Participation in event planning team and support with event design, vendor coordination, volunteer management, and day of event support.

Recommend for nonprofit fundraisers and large scale events (meaning anticipated attendance will include 250-5,000+ people).

Must be contracted 12 weeks or more before date of event.

Inclusions:

• Virtually attend event planning team meetings.

• Support you and your event planning team in developing an event design including featured activities, entertainment, and vendors.

• Develop outreach strategy for activities, entertainment, and vendors with you and your event planning team. This includes all services within Vendor Coordination.

• Determine logistical needs for the success of your event, which may include permits, licenses, insurance, language access, & other needs.

• Participate in at least one venue walkthrough, ideally with you and/or your event planning team. Also provide considerations for accessibility guide to be developed by your event planning team.

• Develop event layout to determine where activities, entertainment, and vendors for attendees to engage.

• If your event includes volunteers, identify tasks for volunteers and recommended number per shift for the success of the event.

• Serve as day of event support to your event planning team with Vendor Coordination as my primary role.

Event Production

Robust event support including: management of event planning team, event design and production plan, vendor coordination, volunteer management, and day of event leadership. Large scale events may require additional subcontractors.

Recommend for nonprofit fundraisers, events with volunteer engagement, and multi-day events or event series.

Must be contracted 16 weeks or more before date of event.

Inclusions:

• Management, scheduling & facilitation of event planning team meetings.

• Support you and your event planning team in developing an event design including featured activities, entertainment, and vendors. Based on the event design, I will then develop an event production plan. This may also include identifying vendor options and securing a vendor for the event.

• Develop outreach strategy for activities, entertainment, and vendors with you and your event planning team. This includes all services within Vendor Coordination.

• Determine logistical needs for the success of your event, which may include permits, licenses, insurance, language access, & other needs.

• Participate in multiple venue walkthroughs, ideally one with you and/or your event planning team. Also offer considerations for accessibility guide to be developed by your event planning team.

• Develop event layout to determine where activities, entertainment, and vendors for attendees to engage.

• Support with volunteer recruitment and developing a sign up form and pre-event communications.

• Support with event marketing by reviewing media materials.

  • Development & design of event marketing materials will be your responsibility.

  • Posting on social media and/or your website will be your responsibility.

  • I will support with circulation of social media & digital for general promotion of the event.

• Event budget support by identifying aligned sponsors and/or grant opportunities.

  • Writing grants will be your primary responsibility. I may support with reviewing grant applications to ensure accuracy of what’s included in the event production plan. I may also support in identifying how to meet grant deliverables in event production.

  • Seeking out sponsors and developing materials  (like a pitch deck, one pager, website page) are your responsibilities. I will support with reviewing materials and written copy.

  • I may attend funder/ sponsor meetings scheduled by you. My role will in these meetings will be to support by answering questions and explain how grant deliverables or sponsor benefits will be implemented at the event.

  • For any grants and sponsorships acquired, I will ensure entities are properly recognized in event production through stage announcements, printed materials, slides, etc.

• Event expense tracking & management payments to entertainer and vendors.

• Serve as event producer day of which includes implementing the event production plan, managing your event planning team, vendors, and any volunteers onsite.