Venue & Vendor Coordination
Venue sourcing, catering, rentals, and entertainment booking — the vendor network that makes an event physically happen. We negotiate contracts, manage relationships, and confirm every vendor shows up on time with what was promised.
Every event depends on a chain of vendors who do not talk to each other unless someone makes them. The venue does not know what time catering arrives. The rental company does not know the AV load-in schedule. We hold the full vendor list, negotiate the contracts, and manage the handoffs so the chain does not break on event day.
Not right for you?
If you already have a preferred venue and an in-house catering team, you may only need us for the pieces you are missing — we can scope a narrower engagement. This service is built for events where you are starting from zero on venue and vendors, or where the vendor list is large enough that someone needs to own the coordination full-time.
What we handle
- Venue sourcing and site visits
- Contract negotiation and terms review
- Catering and bar service coordination
- Rental coordination: furniture, decor, and tenting
- Entertainment and talent booking
- Vendor day-of management and load-in scheduling
Typical budget
$1,500 – $12,000
All-in including venue, catering, AV, and agency fee
Headcount
Vendor-based — scoped to your event's vendor count
Events we typically plan for this format
Recommended lead time
6 – 14 weeks
From first brief to event day
Where the budget goes
- Venue sourcing & site visits20–30%
Shortlisting venues against your date, budget, and headcount, and attending site visits with you
- Contract negotiation15–20%
Reviewing terms, cancellation clauses, and vendor contracts before you sign
- Catering & rental coordination25–35%
Managing quotes, tastings, and rental orders across every vendor
- Entertainment & talent booking0–15%
Applies when the event includes a band, DJ, or booked performer
- Agency management fee12–18%
Covers vendor sourcing, negotiation, and day-of coordination
Venue and vendor coordination for a straightforward event with 3 to 5 vendors runs $1,500 to $4,000. Full coordination across venue, catering, rentals, and entertainment for a larger event runs $6,000 to $12,000. Vendor costs themselves — venue rental, catering, rentals — are separate and billed at actual cost with no markup.
Full pricing breakdown →Common questions
No. Venue, catering, rental, and entertainment costs are passed through at actual cost. You see every vendor invoice. Our fee covers the sourcing, negotiation, and coordination time.
Planning a Venue & Vendors event?
Tell us the date, the headcount, and what you are trying to accomplish. We will come back with an honest assessment.