Flightless Bird is an event planning company that specializes in destination weddings and corporate events. They work with clients to create unique, memorable events all over the world. But who actually hosts and runs these events once the planning is complete? Let’s take a closer look at how Flightless Bird executes events from start to finish.
Pre-Event Planning
The first phase of any Flightless Bird event is the planning stage. This is when the vision for the event is brought to life. Flightless Bird has an expert team of event planners who handle all aspects of pre-event planning, including:
- Identifying and securing the event venue
- Creating the guest list and managing RSVPs
- Booking hotel rooms for attendees
- Hiring vendors like caterers, florists, photographers, etc.
- Developing the event schedule and timeline
- Creating and sending invitations
- Coordinating travel for guests
- Developing event design concepts
- Arranging entertainment, activities, etc.
Flightless Bird’s event planners act as the main point of contact for clients during the planning process. They have established relationships with venues and vendors worldwide that allow them to quickly book quality services. The end goal is to handle all the details, so clients can relax and get excited for their big day!
Venue and Vendor Management
Securing an appropriate venue is one of the most important parts of event planning. For destination weddings and corporate events, the venue sets the tone and creates the atmosphere for the event. Flightless Bird has connections at luxury resorts, estates, hotels, and unique event spaces around the globe. Their team works closely with the on-site venue team for months leading up to an event to prepare.
Some of the key elements Flightless Bird coordinates with venues include:
- Room blocks and group rates for guests
- Welcome bags or amenities for guest rooms
- Scheduling vendor delivery and setup timelines
- Arranging decor, furniture rentals, tenting, etc.
- Planning food and beverage menus
- Coordinating timing for events, meals, entertainment, etc.
In addition to the venue, the planners work with all hired vendors to ensure seamless service delivery. From the lighting company to the photographer, transportation providers, and more – the Flightless Bird team serves as the liaison and manages the process from start to finish.
Event Staff
While Flightless Bird planners handle the pre-event preparation, a dedicated team of event staff takes over on the actual day(s) of events. Flightless Bird has professional event teams based in strategic global destination hotspots. For example, they have staff based in:
- Mexico – Cancun, Puerto Vallarta, Cabo
- Caribbean – Jamaica, Dominican Republic, Bahamas
- Hawaii
- California
- New York
- Europe – Italy, Greece, France, Spain
Events held at or near these locations are hosted by Flightless Bird’s trained event teams. These on-site staff members oversee the event execution, including:
- Setting up decor, furniture, tents, lighting, etc.
- Greeting and assisting guests upon arrival
- Managing the itinerary and event schedule
- Cueing music, special moments, announcements, etc.
- Troubleshooting any issues
- Coordinating with vendors and venue staff
The event team arrives early to get everything in place according to the planners’ specifications. They remain on-site for the duration of the event to orchestrate all activities and details. Having an experienced event team oversee each detail allows the hosts and guests to truly relax and enjoy the event experience.
Day-Of Coordination
On the actual event day(s), Flightless Bird’s event team serves as the main point of contact to coordinate all logistics and troubleshoot issues. This allows the hosts and guests to focus on enjoying the special moments. The team has staff assigned to various roles, such as:
- Event Manager – This lead person oversees the entire event team and execution. They work closely with the venue and vendors to cue music, announcements, activities and more. They also troubleshoot any issues.
- Bridal Attendants – These assistants help the bride, bridesmaids and female family members with their dresses, accessories, touch-ups, etc.
- Greeters – Greeters have guest lists and welcome attendees upon arrival. They can also assist guests with special needs.
- Servers – Servers attend to guests during meals and ensure service flows smoothly.
- Parking and Transportation Attendants – These staff direct cars where to park, arrange transportation and help guests get around the event.
- Bar Tenders – Professional bartenders prepare drinks and manage the bar areas.
- DJ/Emcee – The DJ/emcee keeps energy levels high, facilitates special moments like first dances, and makes key announcements.
- Photographers & Videographers – Contracted photographers and videographers document the event story through photos and videos.
- Security – Depending on the size of the event, security guards may assist with crowd control and safety.
In addition to the personnel, Flightless Bird’s event managers utilize detailed event orders and timelines to coordinate all activities down to a precise schedule. With the right team and schedule in place, Flightless Bird can orchestrate incredible events from start to finish.
Post-Event Follow Up
The job does not end once the event wraps up – Flightless Bird’s planners also handle post-event follow up. Important post-event tasks include:
- Arranging transportation for guest departures
- Collecting any lost items and returning them to owners
- Coordinating vendor payments and gratuities
- Distributing final photos/videos taken during the event
- Issuing thank you notes to venue, vendors, guests
- Gathering client feedback, reviews, testimonials
- Following up on any final invoices or payments needed
Good post-event follow up ensures all details are tied up neatly after an event. The planners want to be sure thank you’s, payments, and all loose ends are handled properly. This provides immense peace of mind for their clients.
In Summary
When it comes to flawless event execution, the magic is in the details. Flightless Bird handles every detail from start to finish with precision and excellence. Their team works tirelessly behind the scenes to orchestrate unique event experiences. By taking care of each piece of the planning process and managing skilled teams on-site, Flightless Bird allows hosts and guests to simply attend and enjoy their special event.
So in summary:
- Flightless Bird’s expert event planners handle all pre-event planning tasks like securing the venue, booking vendors, sending invitations, etc.
- The planners work closely with venues and vendors leading up to events to prepare.
- Trained, on-site event staff in key destinations worldwide oversee event execution on the big day(s).
- Experienced event managers coordinate all event activities and details down to the minute.
- Planners also follow up after events to tie up loose ends and get valuable client feedback.
- With their guidance from start to finish, Flightless Bird flawlessly hosts events and allows hosts/guests to enjoy the big moments.
The combination of thoughtful planning, coordinated logistics, and skilled on-site teams enables Flightless Bird to expertly host personalized, meaningful events around the globe.
Frequently Asked Questions
Here are some common questions related to Flightless Bird’s event hosting services:
How early should I book Flightless Bird for my event?
It’s best to book your Flightless Bird planner and on-site event team at least 9-12 months in advance if possible. This gives ample time to secure your preferred venue and vendors as well as plan all the intricate details.
What does Flightless Bird provide on the day of my event?
Flightless Bird provides a trained, experienced event team to oversee your event execution every step of the way. This includes an event manager, bridal assistants, servers, bartenders, greeters, parking attendants, and any other necessary staff.
Can you plan an event in any location?
Flightless Bird specializes in destinations, so they work primarily in luxury vacation locations worldwide. However, they can coordinate events just about anywhere through their extensive network of venue and vendor partners.
What type of events does Flightless Bird handle?
Most commonly, Flightless Bird plans destination weddings and corporate retreats. However, they are also experts in coordinating reunions, birthdays, vow renewals, anniversaries and more.
Do your fees include travel costs for event staff?
For events held near Flightless Bird’s bases like Mexico, Hawaii, New York etc. there are no additional travel fees for the event team. For more remote locations, travel may be an additional cost factored into your quote.
Featured Client Testimonials
Here are just a few rave reviews from actual Flightless Bird clients:
Client | Event Type | Location | Testimonial |
---|---|---|---|
Rebecca S. | Wedding | Hawaii | “Our wedding was an absolute dream thanks to Flightless Bird. The team was with us every step of the way and handled each detail to perfection. We didn’t have to worry about a thing!” |
Michael R. | Corporate Retreat | Mexico | “Coordinating an event overseas can be daunting, but Flightless Bird made it happen seamlessly. Our corporate retreat was executed flawlessly thanks to their dedicated on-site team.” |
Olivia and Ryan P. | Vow Renewal | Italy | “We wanted our 10-year vow renewal in Italy to be magical and memorable. The Flightless Bird team absolutely delivered and made it a day we’ll never forget!” |
These glowing testimonials speak to the passion, talent, and execution Flightless Bird pours into every special event they coordinate. Their unique approach makes event hosting seamless and stress-free.
About Flightless Bird
Flightless Bird was founded in 2005 by Claire Smith, an experienced event planner dedicated to crafting luxury event experiences worldwide. What started as a small destination wedding planning company has grown over the past 15+ years into an award-winning international event firm. When planning an event with Flightless Bird, you can expect:
- White-glove service and stress-free experience
- Meticulous attention to every detail
- Experts in orchestrating luxury, unique events worldwide
- Established relationships with top venues and vendors
- On-site event teams to flawlessly execute your vision
- Completely personalized events from start to finish
Offices in New York, Los Angeles, Miami, Hawaii, and London allow Flightless Bird to coordinate events all over the world. Their dedicated planners and on-site teams handle each piece of the planning and execution process. This enables clients to completely outsource their event coordination and simply show up to celebrate.
The Flightless Bird Difference
What sets Flightless Bird apart from other event planners? Here are a few key distinctions:
- Extensive experience planning over 500 destination events worldwide
- Proprietary system for managing details and client preferences
- Own professional equipment such as dining rentals, decor, etc. at key venues
- Largest global network of luxury venue and vendor contacts
- Ability to negotiate unmatched rates and perks
- Licensed and insured with an expert legal team
- Real-time online portal for collaborating with clients
- Predictive data and reporting to uncover optimization opportunities
Simply put, no other planner can match Flightless Bird’s destination expertise, attention to detail, and flawless execution. They have the proven process and teams in place to orchestrate events worldwide while clients enjoy the journey.
Start Planning Your Event
Flightless Bird is ready to bring your wedding, corporate event or special occasion to life! Get in touch today to start planning an unforgettable event:
Phone: 1-800-555-5555
Email: [email protected]
Website: www.flightlessbird.com
Instagram: @flightlessbird
Facebook: @flightlessbirdevents
YouTube: Flightless Bird
Connect with Flightless Bird to make your vision a reality. Their team of planners and on-site staff will handle every detail and allow you to relax and enjoy! Contact them today to get inspired.