Event coordination
The difference is in the details.
The best-run events are the ones where no one notices everything that went into making them work.
Let’s talk!
Photo: Letícia AlvaresAn event can look effortless to your guests while requiring hundreds of decisions behind the scenes.
A supplier arrives late. A table isn’t ready. The catering needs to move to another room. A guest has a last-minute request. The schedule is suddenly running ten minutes behind.
These things happen. What matters is having someone there who knows what to do next.
Photo: Evelina FrimanYour event, taken care of.
Behind every seamless event is a lot of planning.Read moreShow less
Behind every seamless event is a lot of planning. Timelines, suppliers, staff, logistics, guest lists, setup, run-of-show — and a long list of details that need to come together at exactly the right time.
That’s where we come in.
Presence can take care of the coordination behind your event, whether you need support from the first planning meeting or an experienced team on the ground when it matters most. We work closely with you and your suppliers to keep everyone aligned, solve problems as they arise and make sure the plan translates into a smooth experience on the day.
We can coordinate staffing, suppliers, catering, setup and breakdown, guest flow, schedules and on-site operations — adapting our role to what your event needs.Read moreShow less
We can coordinate staffing, suppliers, catering, setup and breakdown, guest flow, schedules and on-site operations — adapting our role to what your event needs.
For some clients, we manage the moving parts from start to finish. For others, we become an extra pair of experienced hands alongside their existing team.
In our words.
Advertising is seen. An evening is remembered.
Great hospitality starts with the right people.
These things happen. What matters is having someone there who knows what to do next.
Exceptional hospitality shouldn’t feel complicated. It should simply feel right.
The result is not simply a dinner. It’s an experience designed around the people in the room.
A campaign runs its course. An evening is kept.
Fair questions.
What does a coordinator actually do?Holds the plan and the people together, so you can host.
Before the event: the timeline and run-of-show, supplier bookings, arrival times and access, and the staff briefing. On the day: set-up, guest flow, timings, breakdown and any changes that come up. You remain the host while the coordinator manages the logistics.
We already have a planner. Do we need you?Perhaps not. If you do, we work to their plan.
Not necessarily; many events run well with one planner. We can add an on-the-day team that works to your planner’s plan and manages the venue, the suppliers and the timings, leaving the planner free to oversee the event as a whole.
What if something goes wrong?Something usually does. That’s what plan B is for.
Small problems are common: a supplier runs late, a table isn’t ready, the schedule slips. Likely issues are identified during planning, with a fallback for anything critical. On the day the coordinator handles changes, and you are involved when a decision needs your input.
When should we bring you in?Ideally at the first planning meeting. Later also works.
Early involvement means we can help shape the timeline, suggest suppliers and spot problems while they are still easy to solve. If plans are already well advanced, we can join later, take over the existing plan and run it on the day.
Will you work with our suppliers?Yes. Yours, ours or a mix, on one timeline.
Yes: your suppliers, ours, or a mix. Before the event each supplier is contacted to confirm times, access and requirements, and all of them work to one shared timeline. If you still need a caterer, florist, rentals or sound and lighting, we can suggest suppliers.
Do you stay to the end?Yes, until the venue is handed back.
Yes. Coordination includes the breakdown: furniture returned, suppliers collecting their equipment and the venue handed back as agreed.
Either way, our goal is the same: to make the event feel effortless for you and your guests.