Question 1

What is our cancellation policy?

Accepted Answer

To protect the integrity of our planning process and the time dedicated to your production, our initial retainer is non-refundable. Should your plans change, we offer a tiered cancellation schedule and rescheduling options to ensure the best possible transition of services. Detailed terms are provided within our Service Agreement.

Question 2

What is the difference between a venue coordinator and a coven event producer?

Accepted Answer

While a venue coordinator oversees the building’s staff and logistics (like catering and facility rules), COVEN oversees your vision. We manage the entire creative team, advocate for your specific design, and own the comprehensive timeline from start to finish. We are your dedicated partners; the venue coordinator is a partner to the venue.

Question 3

I’ve seen a specific activation and details I love, but I don’t know how to execute them. Can you help?

Accepted Answer

Absolutely. Our team is well-versed in Bespoke Production Touchpoints. We are happy to add creative curation and assembly hours to any package to help ideate, source, and handy-style those unique elements that make an event memorable.

Question 4

Will you be present for our rehearsal or pre-event briefing?

Accepted Answer

Yes, For all event types, we oversee the final run-through to ensure the team and key participants are comfortable with the flow and transitions of the upcoming production.

Question 5

What factors influence starting investment?

Accepted Answer

Our base rates reflect the standard scope of our tiers. Factors that may adjust the final quote include extensive travel (beyond 50 miles), the complexity of logistical “build-outs” (such as a fully DIY venue), and the scale of the guest list.

Question 6

What is the meeting cadence throughout the process?

Accepted Answer

We act as true partners in the planning process. While communication is ongoing, our structure meeting schedule is guided by your selected package: “Day of” Execution - Initial Onboarding, 8 Weeks pre-event, In person venue walkthrough*, and final meeting 1-2 weeks pre-event Planning & Production/Signature Package - Initial Meeting, Contract sign until two months out is monthly, 2 months out biweekly meetings, and in person venue walkthrough*

	Event design	Full-service planning	Day-of coordination / wedding management
Description	Our most immersive, concierge-level offering- refining or discovering your vision from concept through execution.	Comprehensive planning and hands-on production support to guide your event from concept through execution.	Thoughtful, on-site support to ensure your event runs seamlessly and exactly as planned.
Planning begins	12 Months out	12 Months out	3 Months out
Event Styling & Design
Vendor Management
Final Venue Walkthrough
Timeline Creation & Management
Onsite Event Management
Budget Planning
Venue Recommendations
Accommodation Coordination
Vendor Selection
Contract Review
Rentals & Linens
Invites & Stationery
RSVP Tracking
Wedding Website
Wedding Favors & Accessories
Transportation Coordination
Venue Visits

Coven Events & Experiences NYC

About Coven Events & Experiences NYC