The short version
You host your event and stay with your guests. Suppliers arrive to a schedule they’ve agreed to, the room is set the way you signed off, and any late change comes through one person, not your phone.
Most people come to me when the venue needs final numbers and timings, and the caterer, bar, music and layout all keep affecting each other. You’ll have a plan everyone can follow and a point person on the day, so you’re not stuck taking calls and fixing gaps.
I start by checking what’s already booked, what decisions are still open, and what the venue needs from you and by when. Then I hold space with suppliers while we choose options, lock timings, and build a run sheet that matches access times, set-up time, and the way guests actually move through the event.
About me
I’m Hannah Whitworth, an event planner, and I run Bessemer Events as a one-person studio. I got into private events because the work sits right between people and logistics: the right questions early on save ten panicked decisions later. I’m happiest when there are lots of moving parts and a date that cannot slip.
People hire me when they want someone calm who will keep the whole chain joined up. I don’t wait for problems to show up on the day. I confirm access, chase answers, pin down timings, and make sure every supplier is working from the same version. When something changes, I make a call, update the run sheet, and keep you out of the loop unless you need to decide.
Past events
Here are three private events where my job was to lock decisions down early and keep the day running without the host fielding calls.
Portfolio
Wedding with tight access. A venue with a narrow load-in window and a hard finish time. I built the cue-to-cue, staggered supplier arrivals, and kept service on pace, so speeches and dancing started on time.
Milestone birthday dinner. A seated dinner with a band changeover and a bar tab cap. I coordinated set-up, table layout and timings with catering and music, so the room flipped smoothly between courses and dancing.
Anniversary weekend gathering. A private celebration with guests arriving in waves and different suppliers across the day. I handled supplier holds, final numbers and the running order, so the host could stay with their family.
“I didn’t answer a single supplier call all day, and everything stayed on time.”
Private host, planning a milestone celebration
On-site coordination
I’m there from the first supplier arrival through the key moments and into the main part of the event, managing questions and keeping the schedule moving.
SUPPLIER ARRIVALS AND SET-UP
I meet suppliers, confirm what they need, and steer load-in, set-up and sound checks to the agreed access times and room plan.
TIMINGS AND CUEING
I cue the ceremony, entrances, speeches, food service, band or DJ moments, and any planned surprises, so each part starts when you expect it to.
Room and table checks
I check the room against the signed-off layout, place settings, menus and name cards, then fix gaps early before guests notice them.
LIVE PROBLEM-SOLVING
If a supplier is late or a decision needs to change, I handle the knock-on effects, update the running order, and only bring you in when you need to choose.
POINT OF CONTACT FOR VENUE
The venue and suppliers speak to me during the event, so you are not pulled aside to answer operational questions.
What it costs
Pick the level that matches how much planning you want me to carry. All prices below cover the included guest count, with a per-guest rate after that.
Priced items
Getting started
If you’d like me to hold your date and start locking suppliers and timings in, you can get going here.
1. Sign the agreement in this proposal to reserve the date. 2. Pay the 40% retainer invoice so I can start making bookings and holds. 3. I’ll send a planning checklist and set the first call to map what’s already in place.
Signature
Fee summary
Can you work with the venue we’ve already booked?
Yes. I’ll start with a site visit and an access check so I’m working to the venue’s rules, timings, and any in-house supplier requirements. Then I line the rest of the plan up around those constraints.
WHAT DO YOU ACTUALLY TAKE OFF MY PLATE, AND WHAT DO YOU STILL NEED FROM ME?
I take supplier chasing, timing builds, confirmations, and day-of coordination off your list. I still need decisions only you can make, like the guest count you’re comfortable with, the vibe of the day, and sign-off on the final running order.
HOW DO YOU HANDLE SUPPLIERS RUNNING LATE OR A TIMING CHANGE ON THE DAY?
I start by building a plan with buffers where delays usually happen, like arrivals, flips and speeches. If something slips, I make a quick call, adjust the run sheet, brief the affected suppliers, and keep the knock-on from spreading.
HOW FAR IN ADVANCE DO WE NEED TO START TO GET DECENT AVAILABILITY?
For venues and in-demand suppliers, earlier is better. Most dates get easier once we can put key suppliers on hold and then confirm. If your date is close, I’ll prioritise the decisions that unlock everything else first.
Retainer and invoices
To book the date, I take a 40% retainer when the agreement is signed. I invoice the remaining 60% ahead of the event once final numbers are due, on a date I set. Invoices are payable within 14 days.
Final numbers. Final guest numbers and dietary information lock in the plan I’m running on the day. I’ll give you a deadline for these based on your venue and catering requirements, and I’ll confirm it in writing before I collect the final balance.
Changes after signing. Plans shift as you make decisions. If you change the brief, guest count, timings, or supplier list after signing, I’ll update the run sheet and confirmations. If the change adds work, I’ll tell you the cost before I do it.
Moving or cancelling. If you need to move or cancel the event, tell me as soon as you can so I can release holds and stop supplier chasing. The amount I keep depends on how close it is to the date, and I’ll set that out in the agreement.
Access and on the day authority. On the day, you’re hiring me to make the plan run. I need access to the venue during agreed load-in and set-up times, and I need you to nominate one person who can approve quick decisions if I can’t reach you.
Supplier delays and substitutions. I’ll manage late arrivals and timing slips by adjusting the run sheet and briefing suppliers. If a supplier can’t perform and I need a replacement quickly, I’ll offer options and costs for approval before I confirm anything.
Information you provide. I can only chase and confirm against the details I have. You agree to share accurate guest numbers, key contacts, and any venue rules you’ve been given, and to flag any changes as soon as you receive them.
