A structured two-day program covering the complete operational layer of event coordination, from first client contact through to post-event documentation.
The first six hours establish the core operational framework, working through each major area of event logistics while building the case study wedding from its earliest stages.
The session opens with the client briefing process, covering how to structure an initial consultation, what information to gather before any commitments are made, and how to document the scope in a way that protects both the coordinator and the client throughout the planning process. The case study wedding enters the picture here, with participants working through the actual initial inquiry that began the project.
The venue assessment checklist is introduced and walked through in detail, covering every category from physical infrastructure and load-in logistics to contractual terms and backup space availability. Participants work through the checklist as it was applied to the case study venue, including the two items that required renegotiation before the booking was confirmed.
The supplier negotiation session covers the full arc of a supplier relationship from initial inquiry through to contract signing, with specific scripts for catering, photography, floral design, and audio-visual services. The session addresses rate discussion, scope clarification, and the specific language that tends to create productive conversations versus the approaches that tend to create friction or ambiguity.
The afternoon session of Saturday One is devoted to timeline construction, introducing the backward-and-forward method that starts from the ceremony end time and builds in both directions simultaneously. Participants construct the first draft of the case study wedding timeline, working through the logic of setup windows, supplier arrival sequences, and buffer zones that the final timeline was built around.
The second six hours move from framework into execution, working through the operational challenges that arise during and after events and completing the full case study arc.
Saturday Two opens with the timeline refinement session, taking the first draft from Saturday One and working it down to the minute-by-minute level of detail that event day execution requires. This session covers how to handle the transitions between major segments, how to communicate timeline updates to suppliers in real time, and how to read the event as it unfolds to anticipate where adjustments may be needed before problems develop.
The contingency planning session works through a decision-tree framework covering four major disruption categories: weather events, supplier failure, venue emergencies, and guest medical situations. Each scenario is worked through with the case study wedding as context, examining both the pre-planned responses and the judgment calls that were made in real time. The session builds the habit of thinking in backup layers so that disruptions are met with a prepared response rather than improvised panic.
The budget tracking session introduces the spreadsheet template and walks through how it was used across the full lifecycle of the case study wedding, from the initial estimate through quoted and contracted figures to the final settlement amounts. The session covers how to present budget status clearly to clients at any point in the process and how to handle the conversations that arise when figures change.
The final session of the intensive completes the case study arc with the post-event wrap-up: supplier settlements, client debrief, documentation archiving, and the reflection process that identifies what worked well and what would be approached differently. The session closes with a full debrief of the case study from inquiry to wrap-up, connecting every element introduced across the two days into a coherent picture of how a well-coordinated event is actually built.
Printed and digital versions covering physical, logistical, and contractual assessment criteria for any venue type.
Conversation frameworks for four supplier categories, from initial inquiry through contract review.
A working template built on the backward-and-forward method, adaptable to events from fifty to five hundred guests.
A decision-tree document covering four major disruption categories with pre-built response protocols.
A fully structured template with variance tracking, client change documentation, and a summary dashboard.
The two Saturdays are designed as a single connected program, and the content of Saturday Two builds directly on the work done in Saturday One. Attending only one Saturday would leave the case study incomplete and would not provide the full framework that the intensive is designed to deliver. Both days are required for participation, and the registration process reflects this.
The intensive is designed to run as a small-group program where participants can engage actively with the material and with each other. The working group format means each participant has real opportunity to work through the exercises, ask questions in context, and apply the frameworks to their own professional situation. Contact us for current cohort details and availability.
The intensive is a standalone program and does not include ongoing coaching or support as part of the standard format. However, participants leave with a complete set of working documents and a thorough grounding in the underlying logic of each tool, which is designed to be sufficient for independent application. If you have questions about a specific situation after the intensive, you are welcome to reach out via email and we will do our best to respond helpfully.
Floor O Hotel
52 San Sebastian St
Bacolod, 6100 Negros Occidental
