Planning that Special Occasion.
Parties & Events are BACK- This is a reason to celebrate!
This industry has been greatly affected in the last few years and because of the present climate few and mostly non-existent. A solution had to be found by My Special Event and other businesses. What would it be? Where would it take us? How long will we survive in this current climate?
The solution was for My Special Event to take a different direction. Party and Event Planning had to take a back seat for a while, unfortunately.
The Events and Wedding Industry has been hit hard by the COVID-19 Pandemic and businesses like My Special Event have had to adapt and change to keep in business.
This is one of the remaining services My Special Event continues to offer clients helping them to organise and plan for that “special” party.
How do we begin?
My Special Event offers a FREE initial consultation with their clients wanting to organise a party or event. This allows clients to discuss any ideas they have. My Special Event will make suggestions to their client and this is to make their event “special” to them.
The initial consultation is normally for 1 hr and between the client and My Special Event. If the client requires subsequent consultations then these will be charged or included in their package total.
Fees Involved in Organising a Party or Event
| Service Provided | Fee Involved – Charged at Hourly Rate unless stated otherwise |
| First 1 Hour Consultation to discuss ideas and plans | £0.00 Included |
| Subsequent 1 Hour Consultations between the Client and My Special Event (Up to 1 Hour) | £25.00 Per Hour |
| Hourly Rate chargeable for any work up to the Event date and on the day (if applicable) includes emails, telephone calls, meetings etc… | £30.00 Per Hour |
| Mileage Costs for meetings (except the initial meeting and on the day of the event this is included in the hourly cost to the client) | £0.45p per mile |
Costs are based on the amount of electricity, power and petrol used to carry out these events. Fees are discussed at the initial meeting and payment plans can be put into action to make payments more amenable to the client. We can be involved as much or as little as you require.
The idea of the initial consultation is to get the ball rolling with ideas and make a plan of how to organise the event and the timescale needed to complete all the tasks.
After the initial consultation, My Special Event will prepare a contract for the client to outline what is expected of them. This will then be signed by both parties and a deposit paid to secure My Special Event’s services and the date of their event.
Parties or Events, involving more than 150 people would incur a larger deposit of £200 would be required due to the amount of work involved. This will be discussed at the initial consultation and is normally for large-scale events which would involve other companies coming on board alongside My Special Event. Any discussions would need to take place and deposits paid BEFORE any work commences.
Restrictions may apply to Hen/Stag Parties, clients wish to organise. Some venues will require a damage deposit to cover any incidents which may happen at the venue. Some venues, however, may not permit Hen or Stag parties so the client will have to bear this in mind when they present their ideas at the initial consultation.
Any payments should be made to My Special Event by BACS transfer (bank details will be given on the invoice when sent to the client). A receipt of payment will be given as a record of all payments received and no PayPal payments, Cash or Cheques will be accepted unless prior agreement has been made. A deposit of £25.00 will be required to secure the booking, along with a signed contract.
Any late payments will incur a late payment charge of £15.00
Parties & Events – Is there a set package for my event?
The basic answer is every party and event is different depending on what each client requires. My Special Event can offer a package to suit their needs. My Special Event aims to make each one unique and “special” in their own way. The basic costs will remain the same but the optional extras will change depending on what the client wants and how much they would like My Special Event involved in the organisation and planning of their event.
“There is no right or wrong way to have a party!
Timings & Planning
Each event is different. Depending on the type of party and the venue required for the event will depend on the amount of time and planning needed. My Special Event will talk about this at the initial consultation and with the client to come up with a plan.
The best advice is to start as early as possible. Popular venues get booked up early.
Parties and Events are easy to organise – aren’t they?
Why should I hire an Event Planner?
Hiring My Special Event to help organise and run your Event will help relieve some of the stress and allow you to enjoy your event. Some people see hiring an Event and Wedding Planner as a luxury or extravagance.
My Special Event aims to fit in with every client’s budget the best way they can. Zoe Pniewski of My Special Event is on hand not to blow the budget.
My Special Event will aim to negotiate better deals for you and hopefully save you money!
Types of Events I Cater For?
My Special Event as a qualified Event and Wedding Planner can organise the following types of Personal Parties and Events for their clients.
- Birthday Parties (for children and adults*)
- Anniversary Parties – that special 25th, 30th, 60th Anniversary
- Christening Parties
- Engagement Parties
- Baby Showers
- Easter Parties
- Christmas Parties
- Halloween Parties
- Hen** & Stag** Parties
There are various points to consider if organising any of the above. My Special Event can help their clients to source relevant suppliers for their event liaise with the suppliers and even attend the day for them to make sure it runs smoothly.
*Adult Parties for those ages 21+ Only, please
** Hen and Stag Parties will be considered depending on the size of the party, location and other requirements which will be discussed at the initial consultation with My Special Event.
Points to consider:
Event Venue
Make sure it is available and big enough for the client’s needs. It is important to make sure the venue is suitable for the type of event.**(some venues will not permit large groups for Hen or Stag parties).
Event Type
Is it for mixed-aged groups, children and adults, or just adults? The decision on the type of event will depend on the client’s needs. To make a great party, each guest will need to feel included and somewhere they can comfortably socialise with others.
Event Catering
Food and Drink for the Event. Are there facilities to do this at the venue? Does the venue offer its own catering and beverages? If not, hire a caterer – picking the right one and liaising with them about budgets, requirements, dietary requirements and availability for the client’s event.
Event Photographers
Does your client require a photographer for their event?
Permissions needed.
Guidelines for photography and social media.
Photography requirements will differ depending on the type of event.
Entertainment for your Event
Organising games/activities/DJ/Bands for the event.
Licences, fees, availability and equipment requirements.
Supervision
Chaperones and checks are carried out if necessary.
This is mainly relevant to events where there are children present. Names and contact details of any adults who are supervising children at the event
Cake
Sorting out suppliers for cake quotes for the client’s event, arranging designs, payments and delivery.
Stationery
Invitations/ guestlist for the event. – Sort our RSVPs and liaise with the clients regarding any guest requirements.
Decorations & Party Bags
Depending on the venue/ type of venue will depend on the amount of decoration needed for the event.
Party bags
Contents/ Quantity needed and Suitability of Contents.
Dinner Parties
Dinner parties are like Wedding Breakfasts.
Guests sit down after arriving at the event.
Dinner parties are themed and styled to suit the client’s needs and requirements.
Catering
Organising the menu with the clients – sourcing caterers to cook the dishes required. Organising beverages, canapes, desserts, and even staff for the dinner party.
Seating Plans and Menus
Client menus their event. Discussions with the clients about seating plans and organising their guests.
Invitations for the Dinner Party
Liaising with the client regarding the type of invite they would like, sending to the guests and managing RSVPs and any requirements the guests may have.
Dress codes
Make sure all the guests are aware of the dress code for the evening and that the decoration for the evening is appropriate to the look and feel of the event.
Insurance for the event will be the responsibility of the client/ host of the event. My Special Event has its own Public Liability Insurance and Professional Indemnity Insurance, but the client would have to make sure all the other appropriate licences and insurances are in place with the venue (if needed) and other participants of the event. – This is something we can help with but not provide it is your responsibility.
My Special Event is there for you
My Special Event is there to help, organise and plan your event. We can be involved as much or as little as you require.
How do I contact My Special Event?
If you have any questions or would like to book a consultation to discuss your ideas for your Party or Event.
Telephone: Zoe Pniewski 07587158999
Email: info@myspecialevent.co.uk
Alternatively, fill out my contact form with your requirements and I will get in touch.
Follow My Special Event on our Social Media Pages or click on the link here.