PRE EVENT

  • Give clients, recommendation and information, based on facts
  • Arrange and conduct with clients, site inspection / site visit to client’s decided venue
  • In regular terms XtraOrdinary Villas & Events’ services are responsible of our vendors. However with this selected service which you require, we cannot be responsible for vendors which may not be reserved through XtraOrdinary Events & Villas. Therefore clients are expected to understand fully on all that they have ordered / instructed to their vendors, and also well noted on their terms and conditions
  • Email correspondence takes place directly with clients who have planned the Event
  • Clients must arrange and conduct final meeting for XtraOrdinary Events & Villas team leader on all confirmed details, with / without all / selected vendors, at the very latest 3 days prior to Event Day
  • XtraOrdinary Events & Villas team leader, arrange and conduct final meeting with the team, at the very latest 2 days prior to Event Day (after the final meeting with clients)
  • After final meeting with client’s confirmed vendors, where all are in confirmed terms already, we will then be the bridge communicator for the clients, until the Event Day
  • Ensure all which are needed to be in placed prior to Event date, followed up accordingly
  • Remind vendors (reserved by XtraOrdinary Events & Villas and / or clients) on ordered items and related Event day’s timeline, per email and through phone call, at the latest a day before Event Day

THE “EVENT” DAY

  • XtraOrdinary Events & Villas team to go on a tour around the venue, lead / directed by Event Team Leader
  • Re-brief XtraOrdinary Events & Villas team accordingly, on run down and extra details (if any), at the venue
  • Afterwards, remind related vendors, on ordered items and related timeline
  • Ensure all client's ordered items and given details forwarded to vendors; noted, understood, followed, and in placed, by appointed completion timeline
  • XtraOrdinary Events & Villas team prepare and assist (when necessary) on all required, with vendors
  • Closely monitor on all, and also on vendor’s preparations / progresses
  • Ensure that vendors operate accordingly by following Event organizer’s guidelines and villa / venue’s regulations
  • Run the Event smoothly as per client’s requirements, by using confirmed final run down as Event’s guidance
  • Monitor the operations from the starting to ending time of the Event
  • Ensure that vendors install and uninstall all, carefully and accordingly, and make no breakage / damage / loss

POST EVENT

  • Report any outstanding (if any) in relation with Event, to clients
  • Report if there is any breakage / damage / loss (when necessary), to clients



copyright © 2018 XO events & villas | designed by avatar solutions
XO Events & Villas