Our Planning Tools

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CLIENT PORTAL

This portal is a online system keeps everything organized in one place, and simplifies the planning and event design process.

• You'll continually access the portal throughout the planning, it's our information hub!
• We set up manageable bi-monthly checklists, which are interactive + easy to use through the portal system.  It communicates both what you need to accomplish, as well as what The Eventz Team is working on.
• We can upload all your vendor contracts, for easy access + storage
• It sends simple questionnaires, etc.
• Most planning docs are managed through this system as well:  maps, table scapes, mood boards, and all important links - including items like the budget guide, your guest list spreadsheet, your event boards, and inventory list, for example.

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THE WORKBOOK

This workbook has been developed and used by numbers of events over our past few years of planning and desing mangaing. It  covers everything you need to know for the wedding weekend.
 
WHAT IT DOES:   

• Defines your event style
• Layout, design & logistics of ceremony & reception
• Food + beverage plan for the entire  event week
• Vendor organization
• Guest management
• Checklists from event to dos day, to day after the event
• Timelines for event date/s​

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GUEST LIST TEMPLATE

This spreadsheet was developed after The Eventz Team saw one event after another using multiple pieces of paper or unorganized excel spreadsheets to manage guest lists.  Neither of these methods create an easy solution to send invitations, track RVSPs , manage the gifts and more.
WHAT IT DOES:

• Uses a complete, but simple format for you to enter guest's names + address information
• Helps you calculate paper product quantities + final guest list numbers
• Allows you to print or easily format invitation and thank you note address lists
• Track RSVPs, menu selections, and the gifts in a simple format
• Use it to organize seating arrangements + a reference for photography needs
• Simple, sort-able columns allow for printable reports for a variety of guest list management needs

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THE BUDGET GUIDE

Trust us.  This is what happens.  You must a budget before you have any idea what each part of a event should cost.  You budget "X" amount of dollars to towards your event details, only to find that your dream venue or etc. is double that price.  Do you not get the dream venue?  Do you cut back in other areas? Or do you make a decision to spend more than what you budgeted?  Most don't have the luxury to go over budget.  This will help you and us as your planners stay on track for your event budget!

WHAT IT DOES:

• Simply plug in your total budget
• It calculates, based on average percentages, what each aspect of your event would then cost
• Shows a breakdown of all typical event costs
• Helps you set "spending goals" and account for minor details that add up at the last minute
• Allows you to enter actual amounts spent
• Tracks what you've actually spent and what is left in your budget

VENUE LAYOUT

Another tool we use for events is an aerial view of your event areas from cocktail to reception to after party layout. 

WHAT IT DOES:

• This makes sure we're on the same page with where your event activities will take place
• Rental vendors are also on board with the layout for setup + drop off
• It also states the address of the venue, so your vendors can find it!

EVENT DESGIN-SCAPES

We understand how difficult it can be to have this idea in your mind, but not know how it will translate in reality.  Our graphic design table-scapes offer a solution!  

WHAT IT DOES:

• We typically send 3-4 different designs to get your creative juices flowing
• Helps you see your event day design, and ensures you love it, before it becomes a reality
• We hand draw each table-scape digitally, so they are simple to edit
• Ensures we've got the proper chairs, tables, linens, centerpieces planned

PINTEREST BOARD

Oh Pinterest, how we love/hate you!  We start a private Pinterest board for each of our full service + event design clients.  We love how it can visually communicate what we're thinking! But we always suggest once we get through the initial planning stage, wean yourself off of Pinterest before the ideas become overwhelming, or you're tempted to keep adding more to a finished plan!

WHAT IT DOES:

• We begin by pinning images based on what you communicated you liked + wanted
  
• This helps you see what the design-scape options we're suggesting look like in real life
  
• Pinterest then becomes a communication tool, where you can "like" and give feedback on what we've pinned - this is helpful to us, to understand your style
  
• Your event Pinterest board begins to really help form your event design
  

MOOD BOARDS

Once you've made comments on your Pinterest board, and I have a good understanding of what you like, I then prepare Mood Boards!​
WHAT IT DOES:

• It narrows down your Pinterest board to manageable sections
• We create 4 mood boards:  main event areas, Cocktail Hour, Reception + centerpieces/decor/design setup
• These are a great tool for your vendors, so they understand your style at a glimpse
• This avoids the need to go back through Pinterest and delete hundreds of pins

CAKE AND SWEETS

We don't believe in telling professional vendors HOW to do their jobs.  If you're hiring true event/wedding pros, you merely need to communicate your inspiration + the facts.  That's your recipe for success!  Therefore, we create communication tools that help these vendors do their jobs to the best of their ability.

WHAT IT DOES:

• Communicates inspiration, sizes, styles, colors, flavors,  stands + decor
• Reviews the total cost + delivery

STATIONERY

This is the final layout approval process we go through with our stationery partners, if you choose the full planning service package.  This process saves YOU money by ordering at the wholesale rate, and also minimizes shipping.

WHAT IT DOES:

• Double checks the color, size + quantity of your order
• Verifies that we're on the same page with your invitation style
• Gives you a grand total for ALL you event paper products upfront (printing, paper + postage)

Familiarization

Whether you're a local Nashville client, or from out of city or state, we highly recommend visiting your vendors face to face!  But we also recognize that our clients are very busy people.  Our solution has become the familiarization trip!  Give us one day of your time, and we'll escort you to all your vendors!

WHAT IT DOES:

• We schedule up to 6 meetings in a day, taking into account locations + time needed at each location
• Touch + see rentals and get a visual of your event decor
• Taste your suggested menu, specialty beverages + try cake flavors
• It gives you a comfort level with your vendors + builds trust
• It also allows us to tie up loose ends with contract signing + deposits to be paid
• By doing this over the course of one day, you really see how the details work together

Banquet Event Order

The Banquet Event Order is the single most important document for your event day.  Think of this as the instruction manual for your event day.  This is sent to vendors about  2 weeks - 1 month prior to your event day, and this document is the event day lifesaver!  Any vendor questions or issues are addressed in advance, allowing a much narrower margin for error on the event day!

WHAT IT DOES:

• Written instructions for setting up the event day:, cocktail hour + reception or other areas settings.
• Food + beverage selections + setup notes
• The event day timeline
• Contact information for your vendors + vital family members
• Audio visual  + power needs

ITINERARY

We tell our clients this over and over, but you can't over-communicate with your VIP members.  If you email them in advance, they can forget.  We've found a great solution.​
WHAT IT DOES:

• We take your event day schedule and convert it in a way that applies to your VIPs
• It lists:  dressed + ready times, event day responsibilities, when photos begin, etc.
• This is distributed to  members guest/attendes VIPs members at the rehearsal
• We distribute to everyone in attendance - this has been our best method of communicating the next day's plan

INVENTORY LIST

This is the packing list for all vendors.  This is the most valuable tool when coming in from out of state!
WHAT IT DOES:

• Provides you with a checklist of what to bring to your event
  
• Also provides a shopping list + decor list for The Eventz Team
  
• It is also a double check of quantities of rental items + other vendor supplies
  
• A packing list for when event crew is cleaning up after the event  celebration is complete
  

EMERGENCY KIT

We always come prepared!  Although we want our clients to be fully prepared for the we ding day, we also ready in the event of an "emergency."  In our minds, emergency is forgetting a pair of socks, breaking a nail, getting a stain on your dress, or popping a seam.  We can turn these emergencies into "no big deal" in a moment's notice.​
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WHAT IT DOES:

• Provides you with a backup in the event of an "emergency"
• It includes over 200 items, ranging from first aid kit materials, to stain fighters, sewing kits, beauty supplies, floral arranging supplies, and more!
• We come prepared so you don't have to worry!