Summary
You host the party you planned, with food served on time, the bar stocked, music ready when it’s meant to start, and one person watching the clock who isn’t you.
We’ll build the plan, lock in the bookings, and run the night to a timed run sheet so you’re not the one making calls. If anything slips, we adjust the order, reset the cues, and keep things moving.
We start with the date, the guest count you’re aiming for, and what kind of night you want to host. Then we source the right venue or shape the house plan, book the suppliers, and keep one live run sheet with every arrival time, setup window and cue. You’ll get short check-ins that end with a decision and a deadline.
Who you are working with
We plan and run private parties with the same tools we use for larger event days: site checks, supplier calls, a mapped layout, and a timed run sheet. Most of our work is either a home that needs careful neighbour-friendly logistics, or a venue night where the host wants to walk in as a guest, not a manager.
People pick us because we hold the details in one place. We don’t spread the job across separate email threads and supplier WhatsApps with no owner. We keep bookings, deposits, timings and contact numbers tied back to one run sheet, and we tell you what’s booked, what’s pending, and what we need from you by when.
The team
You’ll have named people on the job, and you’ll know who is holding each part of the plan before we start booking anything.
Team
Harriet Pope, Lead planner. Harriet is your lead planner. She builds the working plan, leads site checks, and keeps decisions small and dated so you’re never guessing what’s next.
Tom Elwell, On-the-day coordinator. Tom runs coordination on the day. He’s the person on the floor with the run sheet, taking supplier arrivals, managing cues, and making the call when timings shift.
Sophie Dray, Supplier coordinator. Sophie chases suppliers and pins down timings. She confirms arrivals, setup needs, and contact numbers, then updates the run sheet so nothing sits in someone’s inbox.
Imran Khatri, Venue sourcing lead. Imran leads venue sourcing. He shortlists options that fit your numbers and noise limits, checks access and load-in, and gets holds, quotes and contracts squared away.
Recent work
Here are three recent private parties where the brief was simple: make the night run to time, and let the host stay present.
Portfolio
At-home 40th coordination. We planned a terrace-house 40th with close neighbours: timed arrivals, quiet-time music cutover, and a kitchen-first catering setup. The host finished the night without once checking a delivery ETA.
Harbourside venue birthday. We sourced a harbourside venue, booked catering, bar and entertainment, and built the run sheet around venue access windows. When setup ran tight, we re-ordered cues and still hit speeches on time.
Garden party with marquee. We coordinated a garden party with marquee, power, toilets and catering. A late delivery threatened the food schedule, so we moved service order and reset the kitchen call times to protect the guest experience.
“They ran the whole night to time, and we just hosted.”
Host, an at-home milestone party
What was going wrong
The host had a house party plan, but no one owned supplier timings. Catering, bar delivery and music setup were booked, yet each had different assumptions about access and start times.
WHAT WE DID
We ran a site check, mapped the layout room by room, set a single load-in route, and rebuilt the schedule into one timed run sheet. Then we confirmed each supplier against that same timeline.
What changed
On the night, suppliers arrived to staggered 20-minute slots instead of piling up at once. Food service started within 10 minutes of plan, and speeches landed on the agreed cue.
THE NUMBERS
48 guests, 5 suppliers, 1 run sheet used by everyone on site, and a 6-hour event window managed end to end.
What it costs
These options are priced around the size of the party and how many suppliers we’re coordinating. We’ll confirm the right fit once we’ve agreed the date and headline plan.
Priced items
Next steps
If you’d like us to hold the date and start booking, you can get this moving in three small steps.
1. Sign the agreement alongside this proposal. 2. Pay the 50% retainer to hold the date. 3. Kick off with your guest count range and must-haves, then we start sourcing and booking.
Signature
Fee summary
Can you work around a Bristol terrace and close neighbours?
Yes. We plan around access, parking, and sound. We set delivery windows, choose entertainment and speaker setups that keep levels controlled, and build a clear finish and tidy-down time into the run sheet.
WHO ACTUALLY CHASES THE SUPPLIERS AND CONFIRMS TIMINGS?
We do. We call or email each supplier, confirm arrival and setup needs, collect the contact numbers we need on the day, and update the run sheet so you’re not relaying messages between people.
What do you need from us, and by when?
We’ll ask for your target guest count, your must-haves, and any non-negotiable timings first. After that we work to dated decisions, so you’ll always have one clear request and a deadline, not a long list.
IF SOMETHING RUNS LATE ON THE NIGHT, WHO MAKES THE CALLS?
We do. Tom coordinates on the day and makes the running-order calls in real time, then loops in the right supplier or venue contact so you don’t end up negotiating timings mid-party.
Retainer
A 50% retainer is due when the agreement is signed. The retainer holds your date in our diary and lets us start venue checks, supplier calls, and provisional bookings.
Balance. The remaining 50% is due before the event, once final numbers are confirmed, by a date we’ll set in writing. Each invoice is payable within 14 days of its date.
Final numbers. You’ll give us a final guest count by a deadline we set for your date. We use that number to lock catering, bar planning, staffing, and the run sheet timings.
Changes after signing. If the plan changes after signing, we’ll update the run sheet and supplier instructions, then confirm any knock-on costs or timing changes in writing before we book anything new.
Supplier payments
We manage the chasing, confirmations, and timings, but supplier and venue invoices are paid by you unless we agree otherwise in writing. We’ll tell you what’s due, to who, and by when.
On the day decisions. On the day, Tom Elwell coordinates and makes the running-order calls in real time. If something runs late, we’ll speak to the venue and suppliers and adjust cues so you’re not negotiating mid-party.
Access and logistics. You’ll make sure we can access the venue or home at the agreed times for site checks and set-up. We’ll plan around access and parking, then set delivery windows suppliers can keep.
Cancellation or moving the date. If you cancel or move the date, what we keep depends on how close it is to the event and how much planning has been done. We’ll confirm the cancellation terms for your date in writing.
