Event Coordination
Meticulous on-the-day coordination for a completely stress-free experience.
Event Coordination in Ibadan & Lagos
With our meticulous event coordination services, you can relax and enjoy your special day while we handle the logistics. From scheduling and vendor management to on-site coordination, we ensure that everything runs smoothly, allowing you to focus on creating beautiful memories. We take the stress off you while you totally enjoy your event.
Coordination is the on-the-day layer. You have planned your event, booked your vendors and built your guest list; what you need is a professional team to hold the timeline together so you can actually attend your own event rather than run it.
We take over roughly two to four weeks before the date. That handover period matters: we review every vendor contract, confirm arrival times and deliverables directly with each supplier, walk the venue, and build a run-of-show that accounts for the parts people usually forget, such as when the photographer eats and who receives the cake.
On the day, our coordinators arrive before the first vendor and leave after the last one. They manage the programme against the clock, handle the problems that always appear, and keep them away from you. The measure of a good coordinator is that the couple or the host never hears about the thing that went wrong.
What's included
- Vendor confirmation and contract review before the event
- Venue walkthrough and floor-plan check
- A detailed run-of-show shared with every vendor and the venue
- Rehearsal coordination where the event calls for one
- On-site management of vendor arrivals, setup and load-out
- Programme and MC cue management against the timeline
- Guest flow, seating and VIP handling
- Discreet problem-solving throughout the day
Best suited to
- Couples who have planned their own wedding
- Corporate teams running an internal event
- Hosts working with a venue that has no in-house coordinator
- Events with many independent vendors to synchronise
No obligation — we reply on WhatsApp.
Our event coordination process
Handover
Two to four weeks out, you hand us your plans, vendor list and contracts. We review everything and flag any gaps while there is still time to fix them.
Confirmation
We contact every vendor directly to confirm timings, deliverables and access requirements, then circulate the run-of-show so everyone works from one document.
Walkthrough
We visit the venue, confirm the floor plan and setup schedule, and resolve access, power and logistics questions in advance.
Event day
Our team runs the day against the timeline, manages vendors and guest flow, and oversees load-out at the end.
Event Coordination FAQs
- When should coordination start?
- We take handover two to four weeks before the event. Earlier is fine and often better, because problems found four weeks out are still fixable, while the same problem found on the morning usually is not.
- Do you coordinate events you did not plan?
- Yes, that is the point of the service. You keep the vendors and decisions you have already made; we take over confirming, sequencing and running them.
- How many coordinators will be on site?
- It depends on guest count, venue size and how many things happen at once. A single-room event needs fewer people than one with a separate ceremony and reception venue. We recommend a team size at quoting stage and explain what each person covers.
- What happens if a vendor does not show up?
- This is exactly what you are hiring us for. We confirm every vendor in the days before, so late arrivals are usually caught early, and our vendor network in Ibadan and Lagos means we can often source a replacement quickly. Either way we handle it and keep the programme moving.
Still deciding? Meet Ajoke Akinola, who has led this work for over sixteen years.
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Ready to plan your next event?
Let us take the stress off you while you enjoy every moment. Tell us about your event and we'll bring it to life.