02
Event Planning
Complete planning from first concept to final load-out.
What this covers
Service
Guest Management
The first ninety seconds decide how the night feels. We design arrival so that no guest ever stands in a queue wondering whether they are in the right place.
Overview
Invitations, RSVP, accreditation, seating and arrival.
Guest experience begins at the invitation and ends with the car home. In between sit a hundred small operational decisions: how the RSVP is chased, how a name is spelled on a place card, how quickly accreditation clears a hundred people through one door.
We run invitation and RSVP as a managed service with a real inbox and a real phone line, so guests who reply by calling get the same treatment as guests who click. Seating is built as a working document, revised until the morning of the event.
Included 3 commitments
What this actually
means in practice.
-
01
A real inbox
RSVPs answered by a named coordinator, by email or phone, within one working day.
-
02
Arrival modelled
Door throughput calculated so peak arrival never queues past ninety seconds.
-
03
Seating until the morning
Place cards printed on site so a late change does not become a visible gap.
Process 6 stages
How a guest management engagement runs.
- 01 Discover — 12–9 months out A structured brief with the people who own the outcome. Objectives, audience, constraints and the number nobody wants to say out loud.
- 02 Imagine — 10–8 months out Creative platform, format and narrative arc. One idea, written in a sentence, that every later decision is measured against.
- 03 Design — 9–6 months out Elevations, floor plans, lighting states and menus. You see the room at eye height before anything is ordered.
- 04 Plan — 6–2 months out Suppliers contracted, permits filed, run sheet drafted. The critical path is agreed and tracked weekly from here.
- 05 Produce — Event week Load-in, build, technical rehearsal and cue-to-cue. By the final rehearsal, nothing on the night is being attempted for the first time.
- 06 Celebrate — Event day The show is called from front of house. Our team is visible to the crew and invisible to your guests.
From the work 6 frames
What it looks like
when it is done.
In their words
A client on
this part of the work.
The building would not let us do most of what we imagined. Evoque designed around every restriction and the result felt like it had always belonged there.
Vikram Shah
Chairman, Saffron House
Centenary dinner, 340 guests
Related work 3 case studies
Where this service
did the heavy lifting.
Related services 3 disciplines
Usually commissioned
alongside this.
Your next event
starts with an idea.
Tell us what you're imagining. We'll help turn it into something unforgettable.