ENVISIONED EVENT PLANNING — FAQ PAGE
Clear, thoughtful answers to help you feel supported from the very beginning.
GENERAL EVENT QUESTIONS
What does an Event Coordinator do?
An Event Coordinator steps in to manage the logistics, timing, communication, and flow of your event so you don’t have to. I handle behind-the-scenes details, vendor coordination, transitions, and problem-solving so you can stay grounded, connected, and fully present.
What tasks are not included in any package?
To ensure clarity and sustainability, the following are not included unless added through an approved enhancement:
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Full-service or partial planning
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Design concepting or décor building
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Heavy décor setup or teardown
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Bussing tables, serving food, bartending, or dishwashing
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Transportation booking or guest lodging arrangements
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Responding to guest questions
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Vendor payments or financial management
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Unlimited communication between planning sessions
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These boundaries help me serve you with calm, clarity, and excellence.
Do you travel outside Southern Maine?
Yes. Travel within 30 miles (one-way) from Windham, Maine is included. Additional mileage is billed at $0.70/mile, and events more than one hour away may include a travel time fee. Overnight lodging may be required for late-ending or long-distance events (details below).
How does travel billing work?
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First 30 miles one-way included
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Additional miles billed at $0.70/mile
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Travel over one hour one-way: +$25/hr travel time fee
When is overnight lodging required?
For client and coordinator safety, lodging may be required for:
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Events 90+ minutes from Windham
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Events ending after 10 PM with long return travel
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Early arrivals (before 8 AM)
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Island or remote-access locations
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Clients may book lodging or reimburse for hotel accommodations.
How far in advance should I book?
Most clients book 6–12 months ahead of their event. Weddings often book earlier; nonprofits and businesses typically book 2–6 months out. If you’re unsure — inquire anyway. If I’m available, I’ll do everything I can to support your date.
How do I reserve my date?
A signed contract and retainer secure your date. Once booked, I’ll send onboarding materials and we'll begin working through next steps based on your package.
Do you offer payment plans?
Yes — your invoice can be split into manageable installments leading up to your event.
What happens after I inquire?
I’ll reach out within 48 hours to schedule a consultation, learn more about your event, and determine which service best fits your needs.
WEDDINGS
Do you help with DIY projects or décor setup?
I offer light décor placement of client-provided items, but not DIY crafting, assembly, or heavy décor setup/teardown. My focus is on logistics, coordination, timing, and guest flow — the elements that make your day run smoothly and keep you fully present.
Do you offer full-service or partial wedding planning?
Not at this time. My specialty is Wedding Event Management, beginning 12 weeks before your wedding. If you need additional planning support before that point, you can add Planning Support Sessions as needed.
Do you manage rehearsal?
Yes — a one-hour rehearsal is included for weddings and takes place within 7 days of your date. I guide your wedding party through timing, cues, and flow so everyone feels confident.
Do you stay for tear-down or after-party coverage?
Wedding Event Management includes 10 hours of day-of support. Additional time can be added at $75/hr for the Lead Coordinator and $50/hr per assistant.
How many assistants will my wedding need?
Staffing is based on guest count and logistics:
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Up to 50 guests → Lead only
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51–100 → 1 Assistant
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101–150 → 2 Assistants
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151–200 → 3 Assistants
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200+ or complex setups → 3–4 Assistants
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We’ll review staffing needs together during onboarding.
What weekend enhancements do you offer for weddings?
You may add:
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Welcome Party Coordination — $500
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Rehearsal Dinner Coordination — $500
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Next-Day Brunch Coordination — $500
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Each includes pre-event prep, vendor communication, and onsite management.
Is rehearsal direction included?
Yes — a 1-hour rehearsal is included with all Wedding Event Management bookings.
If your weekend includes additional gatherings (like a welcome party, rehearsal dinner, or farewell brunch), those can be added as enhancements.
Can we add more coordination time on the wedding day or weekend?
Absolutely. Additional hours can be added for either the Lead Coordinator ($75/hr) or Event Assistants ($50/hr). This is helpful for long wedding weekends, multiple locations, or extended celebrations.
NONPROFIT, BUSINESS & MILESTONE EVENTS
Do you help with committee or volunteer coordination?
Yes — this is one of my strengths. I offer committee meeting facilitation, volunteer guidance, and logistics support for nonprofits, schools, churches, and business teams.
Do you help plan fundraisers or business events?
Not at this time. My specialty is Wedding Event Management, beginning 12 weeks before your wedding. If you need additional planning support before that point, you can add Planning Support Sessions as needed.
Do you help solicit donations or manage fundraising software?
Yes. I provide high-level strategy, run-of-show structure, and planning support through The Peace package (session-based). On event day, The Purpose package provides full coordination and management.
Do you help solicit donations or manage fundraising software?
provide logistics guidance and program planning but do not solicit donations or manage financial tools. This keeps my role focused on clarity, coordination, and event execution.
PLANNING SUPPORT SESSIONS
What can I use Planning Support Sessions for?
These sessions offer clarity, structure, and guided direction.
Use them for:
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Logistics + flow consultations
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Planning checklists
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Vendor shortlists
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Priority setting
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Budget clarity
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Committee or team facilitation
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Program timing guidance
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They are completely customizable to your needs.
Do you offer unlimited email support with Planning Support?
Planning Support covers session time only. Between sessions, communication is limited to scheduling and logistics — this ensures clear boundaries and prevents scope confusion.
ADD-ONS & ENHANCEMENTS
Do you offer RSVP management?
Yes — through the RSVP Tracking add-on ($375 minimum for 5 hours). I set up your tracking system, monitor responses, send reminders, and provide final counts.
To maintain boundaries, guests receive communication from YOU, not from me.
Can I add extra coordinators or staff?
Absolutely. Additional Event Assistants are available at $50/hr and help with guest flow, check-in, décor placement, vendor support, and multi-location logistics.
Can you help with layout or room flow?
Yes — Floor Plan Review is available as an enhancement and includes seating, layout, and room flow guidance based on your event goals.
Can you send the final details to vendors?
Yes — through the Final Vendor Confirmation Packet add-on. This provides vendors with one organized communication including timeline, arrival instructions, loading notes, and venue policies.