Event Planning Terms: What They Really Mean

By: Shenette Prevo

Teacup Planning & Events | Houston Wedding Planner

There are a lot of terms and different ways the industry talks about "Planning". When you are trying to decide what package is right for you, some of the terms may be confusing.

In this blog post I have outlined the key event planning terms, what they really mean, and which packages may be the best fit for your needs.

Planning vs. Coordination

Planning and coordination is often used interchangeably. However they are quite different. Planning is the creation of the event strategy, while Coordination oversees the execution and production of the strategy. 

Planning outlines the key players, logistics, and what it takes to make the event happen. 

Simply put, if you need help pulling together ideas, sourcing the vendors and items needed,  and guidance on how to make the vision you have a reality; you need planning. 

If you've already made a plan and sourced what's needed to make it come together then you need coordination or what is now known as Event Management.

Planning vs Design 

Planning and design are two different functions. Design focuses on the visual details while planning focuses on the overall event logistics. Not all planners offer design, and not all designers offer planning.

I am a certified event design professional (IEDP©) which allows us to offer design with the Royal-Tea package or as an a la carte item if design is the only service you need.

Vendors

Last but not least, let's talk about vendors. Vendors are the professionals that provide the services needed at your event. It is a common misconception that event planners will automatically handle serving food or cleaning at the end of the event for example, but these are not functions of event planning. These functions are handled by your vendors. 

There are key vendors such as catering, baker, florist, photography, videography, and DJ and there are day of vendors such as coat check, valet, and janitorial services. Key vendors are the vendors you need to book as soon as you've secured your venue. Day of vendors can be booked closer to your event date. 

When you need help sourcing all of your vendors, the Royal-Tea package is perfect for you. If you've already booked your key vendors and need help sourcing your day of vendors, the Special-Tea package is where it's at!

Breakdown of the Packages We Offer

We recognize every event is unique and offer packages that meet you where you are in the process.

Royal-Tea is our full-service planning package which allows us to create a flawless event design and be with you every step of the way up to 18 months before your event.

If you've already got the ball rolling and need help tying up loose ends the Special-Tea package is just right for you. Special-Tea is our partial planning service offering which allows us to step in 2 months before your event, review what you've put together, meet your venue and vendors, and get you to the finish line. 

Hospitali-Tea is the perfect support package for anyone that has completely planned their own event and don't want to fuss with behind the scenes the day of. We step in 2 - 4 weeks before your event for the plan handoff and then run the show for you the day of your event. 

Are you still with me? Is your head swimming yet? I know it's a lot to take in.

We've covered planning, coordination, design, vendors and what packages may be the best fit for you. 

Let me know in the comments if you gained a better understanding of event planning terms. I'd love to know!

Happy Planning!✨✨‘Til Next Tea Time!

-Shenette 

Need help with planning? We'd love to help. Message us here.

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