Booked Event

A booked event is an event that has been secured by an event planner or company by a deposit and signed contract. Once an event is booked this signifies that the event planner is responsible for the event and it becomes one of their accounts. The event planner is then responsible for the securing of vendors and has been hired by the client. An event is usually considered booked, when a client and the company signs a contract which lists the agreements of both parties. The client is responsible for paying all fees promptly and communicating properly with the event planner so that all expectations are clear. The event planner is responsible for meeting the expectations of the client in terms of:

• The Food Quality
• Menu Selections
• Décor and Floral Arrangements
• Entertainment
• Setup and Cleanup on the Day of the Event
• Overall presentation

Once an event is noted as being booked, the event planning company can begin to book vendors and staff who will help with the event. An event planner works to book an event by first sending a proposal that lists all the food, décor, entertainment and venue options that is in line with the client’s vision. The company might also invite the client to a complimentary tasting. The purpose of the tasting is to ensure the client of the quality of food- especially if the prospective client is meeting with other vendors. The food served at the tasting could be a sample of the menu items on the proposal or something totally different. If the client has shown interest in the menu items that the event planner pitched on the proposal then that is what will most likely be served. After the tasting the client can usually make their decision and then contracts can be sent to sign. It is helpful if an event is booked at least a month ahead of time. This way both parties have the opportunity to adjust the components of the event as they see fit especially, if the cost of the event is slightly over budget