Frequently Asked Questions
Poppy Design Co. Events - Standard Operating Procedures
Welcome to Poppy Design Co. Events! We specialize in creating seamless and memorable events tailored to your unique vision. To ensure a smooth and successful collaboration, we’ve outlined our Standard Operating Procedures (SOP), which include our terms of service, timelines, policies, and more. This document will help guide our work together, setting clear expectations for both parties.
1. Introduction
At Poppy Design Co. Events, we are passionate about delivering exceptional event planning services, whether it's a wedding, corporate gathering, or private celebration. We pride ourselves on making the event planning process stress-free while ensuring every detail is thoughtfully designed and flawlessly executed.
2. Client Onboarding Process
To ensure that Poppy Design Co. Events is the right fit for your event, we require all potential clients to complete a Pre-Consultation Questionnaire before scheduling an initial consultation. This allows us to understand your event vision, goals, and logistical needs, ensuring that we can provide the best possible service and recommendations.
Steps for onboarding:
Pre-Consultation Questionnaire: Once you reach out to us, you’ll be asked to fill out a detailed questionnaire. The questions will cover aspects such as:
Event type (wedding, corporate event, private party, etc.)
Event date, location, and guest count
Budget and preferred design style
Specific service needs (venue selection, vendor coordination, full-service planning, etc.)
Any special requirements or requests for your event
This questionnaire helps us understand your event’s unique requirements and determine how we can best serve you.
Consultation Fee: Depending on the scope of your event, a consultation fee may apply. This fee is applied to your overall event planning costs should you choose to move forward with our services.
Discovery Phase: After reviewing your questionnaire responses, we’ll schedule a consultation meeting. This can be in person, over the phone, or via video conference. During this meeting, we’ll dive deeper into your event vision, discuss your priorities, and begin to outline your event plan. We’ll also provide recommendations for vendors, venues, and any other services you may need.
Event Proposal: Following our consultation, we’ll provide a personalized event proposal with an outline of services, estimated costs, and a suggested timeline. This proposal will reflect the details discussed during the consultation, along with initial recommendations based on your answers to the questionnaire.
3. Contract & Terms of Service
Before we begin any work, all clients must sign a formal contract that outlines the specifics of the event, our services, and the terms of our agreement. The contract will include:
Scope of Services: A detailed description of the services we will provide for your event.
Event Date and Details: Important information regarding your event, such as the date, location, and event type.
Payment Terms: The total cost of the event, payment schedule, and accepted forms of payment.
Cancellation and Refund Policy: Terms regarding event cancellation, refund eligibility, and any applicable fees.
Liability and Insurance: Clarification of liability and insurance coverage related to the event.
A signed contract and a deposit are required to secure our services. Work will not begin until the contract is fully executed.
4. Travel Expenses
For events that require Poppy Design Co. Events to travel outside our local service area, clients will be responsible for covering all associated travel costs in accordance with provincial travel requirements. This ensures that we can provide the best service while adhering to travel regulations and guidelines.
Travel-related costs may include, but are not limited to:
Transportation: This includes mileage, car rental, airfare, train fare, or any other transportation costs required to get to and from the event location.
Accommodation: If an overnight stay is required, the client will cover hotel or lodging costs.
Meals: Per diem for meals during travel days, if applicable.
Other Travel Expenses: Tolls, parking, or other travel-related costs necessary to facilitate event planning and coordination.
Travel Costs Policy:
Travel expenses will be outlined in the initial event proposal, based on the event location and distance.
Travel fees will be invoiced separately and must be paid in advance, along with the final payment, to secure our team’s participation in the event.
Travel Rates: We will provide detailed estimates for travel costs in the event proposal, based on current rates and provincial guidelines.
By signing the contract, the client agrees to cover these travel expenses as outlined.
5. Event Timelines & Deadlines
To ensure your event is executed without any hitches, we follow clear timelines and deadlines. These milestones help us stay organized and keep your event on track:
Initial Consultation: Within 7 days of inquiry, we’ll arrange your consultation.
Event Proposal: Delivered within 10 business days after our consultation.
Contract Signing & Deposit: Required within 14 days after receiving the proposal.
Vendor and Venue Confirmation: Completed at least 60 days prior to your event date.
Final Details Meeting: We recommend a final meeting 2-4 weeks before your event for a detailed walk-through, final confirmations with vendors, and any last-minute adjustments.
Final Payment: Due at least 7 days before the event date.
We’ll provide reminders and updates to ensure all deadlines are met.
6. Payment & Invoices
Payments are structured as follows:
Initial Deposit: A deposit of 25% of the total event cost is required to secure your booking.
Progress Payments: Based on the scope of your event, there may be additional payments due for specific milestones (e.g., vendor bookings, venue deposits).
Final Payment: The remaining balance is due 7 days before the event. If payment is not received by the due date, services may be canceled.
Invoices will be emailed to you and must be paid promptly. We accept cash, cheque, or credit card.
7. Vendor Coordination
We will coordinate with your selected vendors to ensure they meet deadlines and deliver according to the event plan. Clients can suggest preferred vendors, or we are happy to recommend options based on your needs.
Vendor Agreements: Clients are responsible for finalizing agreements with vendors, but we will facilitate communication and coordination.
Vendor Payments: Certain vendors may require direct payments or deposits. We will provide a schedule for these payments.
8. Event Changes & Adjustments
We understand that changes may arise, and we are happy to accommodate adjustments. However, please note:
Changes After Contract Signing: Any changes to the scope of services, guest count, or event details must be discussed in writing and may require an updated contract.
Additional Fees: Any changes after the proposal or contract is signed may incur additional charges. This could include last-minute vendor bookings or changes in venue.
9. Event Day Services
On the day of the event, our team will handle all aspects of coordination, ensuring that everything goes smoothly and according to plan. Our responsibilities include:
Event Day Coordination: We will oversee vendor setup, timeline management, and troubleshooting, making sure everything runs on schedule.
Point of Contact: We recommend appointing a main point of contact on the event day to communicate directly with our team.
Post-Event Breakdown: Once the event is over, we will ensure the venue is properly cleared, and all rented equipment is returned. Any damages to property or equipment will be the client’s responsibility.
10. Cancellation & Refund Policy
If you need to cancel the event, please be aware of the following:
Cancellation 30+ Days Prior: Full refund minus the deposit (or as outlined in the contract).
Cancellation 15-30 Days Prior: 50% refund minus the deposit.
Cancellation Less Than 15 Days Prior: No refund.
We ask that all cancellations be made in writing to ensure accuracy and acknowledgment.
11. Confidentiality
We take your privacy seriously. All personal information, event details, and payment information will be kept confidential. We will not share your information with third parties without your express permission unless required by law.
12. Limitation of Liability
While we are committed to ensuring your event is a success, Poppy Design Co. Events is not liable for any issues arising from circumstances outside our control, including vendor performance, weather-related incidents, or other force majeure events (e.g., natural disasters, strikes).
13. Force Majeure
In the event of circumstances beyond our control (e.g., natural disasters, pandemics, strikes, or government regulations), we will work with you to reschedule or make alternative arrangements. We are not liable for cancellations caused by these unforeseen events.
14. Dispute Resolution
If any disputes arise, we aim to resolve them amicably. If issues cannot be resolved informally, the matter will be handled under the laws and jurisdiction of British Columbia
Conclusion
At Poppy Design Co. Events, we are dedicated to delivering an exceptional experience every step of the way. Please review these procedures carefully and don’t hesitate to reach out with any questions. We look forward to working with you and creating an unforgettable event!