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Alexandria, VA
United States

7033140404

Coordination & Managment

We can save you time! -- Through a first consultation meeting we can strategize the most efficient way to tackle the coordination of you event. By assigning a professional event manager who knows the ins and out of your event and vision, We can design the most beautiful event to fit your timeline and budget.

 

~Let us take the responsibility off your hands.~

 

WEDDINGS & SPECIAL EVENTS


Here is what we will assist you with when getting started:

Budget
Creation of a custom budget spreadsheet or review of your existing budget spreadsheet, giving feedback  and suggestions

Planning
Custom month by month planning timeline to ensure that you don’t miss out on the best vendors, but also are able to enjoy your engagement

Venue Consulting
Haven’t found the perfect venue yet? We can help!

The Heart of Wedding Planning

Vendor Management
Hiring other Wedding Professionals
(Select at least one of the following)

  • Vendor recommendations that fit within your budget

  • Proposal procurement by iCater.menu Specialist 

  • Contract negotiation by iCater.menu Specialist 

Payment Tracking
Deposit and payment tracking by iCater.menu Specialist 

In-Person Consulting
In-person planning sessions

  • How many planning meetings would you like? (It is OK to say unlimited)

  • Would you like iCater.menu Specialist s to attend other vendor meetings with you? For example: floral design meetings, catering tastings, linen meetings, dress fittings

Design Consulting
Design & dècor ideas and planning.
(Select at least one of the following)

  • Assist with compiling and then editing inspirational ideas

  • Assist with floral and lighting design and execution

  • Assist with linen, table, chair, china, silverware and glassware rental selection

Protocol Consulting
Provide information on protocol, traditions and etiquette

Stationery Consulting
Direction of all stationery requirements

  • Up to two stationery meetings, review of proofs, offer guidance on proper envelope addressing, calligraphy and postage recommendations

Hospitality Consulting
Direction of guest accommodations and wedding day transportation schedules

Accompaniments

A few extras you may want to add on…

  • Receive and track guests’ RSVPs

  • Assistance in planning the rehearsal dinner

  • Assistance in planning a post-wedding brunch

  • Favor assembly and delivery to the reception venue

  • Welcome Bag assembly and delivery to wedding weekend hotels

  • Rental returns: such as linens, cake stands, floral items or tuxedos

Always Included

  • Unlimited email and phone support to discuss any questions or ideas you might have

  • Review of your other vendor contracts eight weeks prior to the wedding date

  • In-person meeting to write the timeline six weeks prior to the wedding date

  • Walk through at reception venue thirty days prior to the wedding date with your caterer

  • Detailed wedding day timeline and contact sheet for vendors, wedding party and family

  • Assistance with a custom floor plan for the venue(s)

  • Confirmation calls/emails to vendors two weeks and one week prior to the wedding

  • Consultation to finalize the timeline the week of the wedding

  • Attendance at the ceremony rehearsal, direction will be given as requested

  • Supervision of the event day set up

  • On site and in person direction of the ceremony

    • Set up ceremony items like ceremony programs and other items

    • Cuing the musicians for the processional

    • Directing the processional

    • Assistance with any transportation needs

    • Removing of personal items from the ceremony

  • On site and in person direction of the reception

    • Set up of personal items like escort cards, guest book etc

    • Collection of gifts from guests

    • Direction of guests to cocktail hour and to dinner

    • Cuing VIPs for welcome remarks, blessings, dances, and toasts

  • Access to the extensive iCater.menu “Emergency Kit”

  • Packing up your gifts, personal items and leftovers at the end of the reception, placing them in the predetermined location

  • Supervision of event break down and clean up



OUR PACKAGES

DAY-OF COORDINATION 

  • Your event specialist will be there for 8 hours on your wedding day, giving you peace of mind of having a skilled professional assisting you with all the logistics and making sure that all the parties involved are performing as contracted.
  • One (1) professional event coordinators present the day of the wedding.
  • Coordination of vendors to ensure the services are performed as contracted.
  • Coordination of event from start to finish.
  • Coordination of set-up/décor for ceremony and reception is according to client’s specifications.
  • Coordination of all guest management including parking, seating and guests with no RSVP attending.
  • Processional and recessional direction for ceremony.
  • Assistance with reception direction (introductions, toasts, cake cutting, etc).
  • Coordination of the collection of gifts received at wedding and other personal items to be delivered to pre-arranged location.
  • Distributions of vendor payments if necessary.

MONTH-OF COORDINATION 

  • Your event specialist will step in 6 weeks before the wedding, giving you peace of mind of having a skilled professional assisting you with all the logistics on the day of the wedding and making sure that all the parties involved are performing as contracted.
  • Complimentary initial consultation
  • Unlimited phone and e-mail consultations
  • 1 in-person meeting scheduled one week prior the event. Meeting includes preview of the wedding ceremony and reception site
  • 2 professional event coordinators being present on the day of the wedding
  • Wedding planning worksheet
  • Wedding emergency kit
  • Wedding rehearsal direction
  • Receiving deliveries and greeting vendors
  • Wedding coordinator will serve as the point person for every vendor
  • Distributions of vendor payments if necessary
  • Coordinators will direct the event from start to finish, ensuring vendor timely arrival and services contracted.
  • Coordinator will make sure set-up/décor for ceremony and reception is according to client’s specifications.
  • Processional and recessional direction for ceremony
  • Wedding coordinator will assure that all guest management is provided including parking, seating and guests with no RSVP attending
  • Assisting with Reception direction (introductions, toasts, cake cutting, etc)
  • Coordinating the collection of gifts received at wedding and other personal items to be delivered to pre-arranged location.

PARTIAL-PLANNING 

  • Complimentary initial consultation
  • Unlimited phone and email consultations
  • At least two wedding planning meetings
  • Wedding etiquette advice
  • Preparation of your wedding timeline and checklists
  • One visit to site of both wedding ceremony and reception to go over set-up
  • Assistance with venue design (selecting a color scheme, theme and style of the wedding)
  • Recommendations for vendor services needed and appointment set up with: Caterer, Florist, Baker, Musicians, Rental Facilities, Photographer, Videographer, Transportation, Hair and Make up artist, Wedding Attire, OffIciant.
  • Wedding ceremony planning
  • Final walk-through with the client at selected sites
  • Collection and inventory of wedding items to be set-up on wedding day (candles, wedding favors, toasting glasses, serving sets, photographs, guest books, table numbers, programs, seating cards, etc.)

FULL SERVICE PLANNING 

  • Complimentary initial consultation
  • Unlimited phone and email consultations
  • 5 wedding planning meetings
  • Assistance in preparing and understanding your wedding budget
  • Assistance with site tours, selection and booking of wedding ceremony and reception venues
  • Assistance with site design (selecting a color scheme, theme and style of your wedding)
  • Wedding etiquette advice
  • Assistance with selection of wedding attire and accessories, accompaniment to fittings if desired
  • Assistance with selection of wedding save-the-date cards, invitations, place cards, programs, menus, custom favors, etc
  • Help with finding, negotiating, and booking suitable vendors. We will schedule appointments and accompany you to the meetings if desired with: Caterer, Florist, Baker, Musicians, Rental Facilities, Photographer, Videographer, Transportation, Hair and Make up artist, Wedding Attire, Officiant, etc.
  • Coordination of vendors to ensure the services are performed as contracted
  • Ongoing updates and consultation with the bride and groom about vendor services
  • Wedding ceremony planning
  • Preparation of your wedding timeline and checklists
  • Final walk-through at your venue on the month of the wedding
  • Final meeting covering all details (week prior to the wedding)
  • Preparation of rehearsal and wedding day itinerary to be provided to the client and all vendors involved
  • Collection of wedding items to be set-up on wedding day (candles, wedding favors, toasting glasses, serving sets, photographs, guest books, table numbers, programs, seating cards, etc.)

 

 

 

 

 

CONFERENCES & MEETINGS


Registration Services

Give your attendees an easy to use on-line system.

  • Considerate Customer Service
  • Online Registration System
  • Online Credit Card Processing
  • Accounts Receivable Management
  • Badge layout and printing
  • Automatic email reminders for approaching registration deadlines
  • Refund Processing
  • Onsite registration staffing
  • Real-time reports
  • Post Conference Reporting

Event Organization

Successful conferences take a lot of planning and hard work.

Our team will manage the tasks from contract negotiation, supplier management, and more.

  • Site Sourcing/Selection
  • RFP Development and Distribution
  • Contract Negotiation
  • Contract Management
  • Conference Calling

Technical Paper Management

For many conferences and symposia the technical program and papers are the backbone of what draws people to attend.
iCater.menu can help with your technical program in a number of ways.

  • Provide a system for paper submission
  • Set up an on line review system and database for papers
  • Assist authors and reviewers with technical support
  • Assure that all papers are formatted correctly
  • Provide the technical program on conference website

Website Services

First impressions are lasting impressions.

iCater.menu can provide an enjoyable online experience with well designed websites to provide important information and on-line registration.

  • News and Announcements
  • Venue and Hotel Information
  • Up to date Technical Program and Schedule
  • Attendee Registration
  • Paper Submissions
  • Exhibitor Information

 

Exhibits and Sponsors

Exhibits provide opportunities for attendees to discover the newest products and services.

Vendors add an additional aspect for attendees to a conference, not to mention the extra income it may provide.

  • On-line Registration
  • On-line and Telephone Customer Service
  • Development of Exhibitor and Sponsor Prospectus
  • On-site Management
  • Supplier Management
  • Exhibitor Floor Plan Development

Accounting Services

iCater.menu is able to track all income and expenses, prepare periodic reports, and produce post-conference reports.

  • Track all income and expenses
  • Prepare periodic reports
  • Post-conference reports
  • Create and manage budgets

Recording Services

A new venture in our services includes screen capturing of presentations in conjunction with the audio of the speaker.

This is a great, inexpensive way to archive your conference or meeting.

  • Audio recordings of presentations
  • Slides synced with the audio
  • iCater.menu can store recordings for up to a year
  • Allows interested individuals to listen to presentations they might have missed.

Housing Management

iCater.menu can provid an housing reservation that will allow for constant real-time accurate information for you, the property, and the attendee.

  • On-line Hotel Reservation
  • Work with the hotels on contracts and venues
  • Identify an appropriate host hotel and additional housing opportunities covering a wide range of rates
  • Create and maintain a housing system on the conference web site
  • Negotiate contracts to insure the maximum benefit to the conference 

Publications Services

iCater.menu can organize the publication, printing, and mailings of materials for the conference. We will work closely with your Publications Coordinator and prepare conference materials that will contribute to a successful event.

  • Program of events on website
  • Printed Conference Guide
  • Electronic version of proceedings
  • Advertising Sheets and Brochures
  • Organizational signs
  • Exhibit Prospectus
  • Authors instructions on website

Mobile Application

Mobile applications allow attendees to manage their time through personalized schedules, network with each other, sponsors, and exhibitors, and receive real-time updates.

  • Editable Schedule
  • Up to the minute accurate information as changes are made
  • Brows presentations by speaker or topic
  • Stay informed about Social Functions
  • Share contact information with fellow attendees
  • View a list of exhibitors and keep track of which booths you have visited


CONFERENCE MANAGEMENT SERVICES

iCater.menu specializes in individual attention to your meeting or event. As a full service planning company, iCater.menu management encompasses all aspects of your conference. iCater.menu is also equipped to handle designated tasks for your event. Whether it is complete conference management or specific activity management, iCater.menu coordinates the details with the conference objectives. Check the list of professional services in each of the three phases of planning and managing a meeting or event.

  • PHASE I PLANS ARE FORMULATED AND IMPLEMENTED
  • PHASE II THE ACTUAL MEETING/EVENT
  • PHASE III THE POST-MEETING/EVENT PERIOD


PHASE I • DEVELOPMENT


Professional Planning

  • Establish the meeting/conference format and dates
  • Prepare preliminary operating budget
  • Make site inspections and site selection
  • Negotiate and contract facility to secure the best combination of service and price
  • Establish planning/action timetable including all pertinent deadlines
  • Arrange planning/committee meetings


Assure Informative Programming

  • Assist with program development and/or speaker selection process
  • Act as liaison between speakers and conference committee
  • Obtain session presentation materials to design and produce conference proceedings
  • Make arrangements for lodging, amenities and individual requirements of speakers
  • Plan and conduct meeting for presenters


Promotion Development and Distribution

  • Establish promotion plan—including research and procurement of mail lists, press packets and advertising
  • Create and host event web site
  • Design and produce promotional materials for print and web site


Advance Registration

  • Establish registration procedures
  • Respond to telephone, mail, email and FAX inquiries
  • Process registrations and accommodations; receive, record, and confirm
  • Process payments; check and credit card
  • Prepare registration/financial reports
  • Prepare name badges, speakers cards


Facility Management

  • Design meeting and function room set-ups
  • Arrange for on-site office facilities, equipment, and services
  • Determine audio-visual needs: order equipment and personnel
  • Locate and organize an email center
  • Order ground transportation
  • Coordinate food and beverage functions including menu selection and/or creation of special menus
  • Establish master billing and credit requirements
  • Conduct briefing of meeting facility staff
  • Obtain local informational brochures, restaurant guides and maps

Coordination for Exhibitors

  • Provide exhibitor information packet including contracts
  • Design exhibits floor plan and assign booth space
  • Act as ongoing liaison with exhibitors

Staffing Assignments

  • Determine staff requirements
  • Recruit volunteer or hire appropriate staff
  • Communicate job requirements and schedule to staff
  • Conduct staff training

Additional Services

  • Select and purchase souvenirs, gifts and awards
  • Design and produce signs
  • Organize recreational/sightseeing activities
  • Plan spouse program
  • Negotiate airline travel and car rental discounts for attendees
  • Negotiate and contract show decorator
  • Make VIP arrangements
  • Select and book music and/or theme entertainment
  • Hire photographer and arrange floral decorations


PHASE II • ON-SITE MANAGEMENT & LIAISON


Facility Management

  • Provide liaison with meeting facility
  • Check set-up of meeting and function rooms
  • Supervise set-up of exhibits
  • Confirm food and social function guarantees
  • Distribute gratuities
  • Coordinate materials delivery to session rooms
  • Position signs and room locators


On-site Check-in and Registration

  • Establish on-site procedures and arrange set-up
  • Supervise on-site registration staff
  • Distribute meeting materials and handouts
  • Expedite check-in and check-out procedures

Additional Responsibilities

  • Supervise press room and message center
  • Handle special requests
  • Arrange VIP greeting and amenities


PHASE III • FOLLOW-UP


Financial Review

  • Review hotel master account
  • Review and approve invoices for payment
  • Provide closing Financial Reports
  • Provide meeting summary


Individual Communications

  • Send individual acknowledgements to volunteers and staff
  • Issue "thank you" notes to presenters and committee members


CONFERENCE MANAGEMENT SERVICES

At iCater.menu we pay close attentioin to the individual needs of each meeting for each client. We offer the above list as a comprehensive array of services, each with the potential to be an important ingredient for the success of your event.

We would be happy to meet with you to discuss the particular needs of your next meeting. We hope you find us as easy to contact, and to do business with, as any of our existing clients.