What we handle
Graduation days are milestone moments. Our role is to manage logistics and supplier coordination so hosts, families, and guests can concentrate on the occasion itself. Services commonly requested include venue selection support, schedule planning, décor installation, catering coordination, photography direction, and day-of management.
Service details
- Venue coordination: We communicate directly with venues in and around Morristown to confirm layout, timing, and site services.
- Event schedule & run sheet: Creation of a detailed timeline for ceremony elements, photo sessions, and reception milestones.
- Décor and setup: Selection and installation of signage, table settings, floral accents, lighting elements, and stage arrangements.
- Catering liaison: Menu planning support, dietary-request tracking, and coordination of service timing with the caterer.
- Vendor management: Contracts and logistics with photographers, videographers, entertainment, and rental providers.
- Guest logistics: Guidance on seating plans, accessibility needs, transportation coordination, and on-site attendee flow.
- Day-of supervision: On-site staff to manage the run sheet, vendors, and unexpected issues so hosts are free to celebrate.
How we work with you
We begin with a planning session to establish goals, budget, and priorities. From there we produce a written plan that lists tasks, vendor assignments, and dates for completion. Every phase includes confirmation checkpoints and a final walk-through before the event date.
Common event types
Our experience includes small family gatherings, large reception-style celebrations, school-sponsored ceremonies, and combined graduation parties. Each engagement is organized with the same level of attention to scheduling and vendor coordination.
Pricing and packages
Pricing is based on event size, scope of services, and the number of on-site staff required. Clients receive a written estimate that outlines the scope, itemized costs, and payment schedule. A deposit is required to secure the date, followed by milestone payments tied to planning stages.
Why local experience matters
Working with a planner who knows Morristown reduces surprises. We maintain relationships with local venues and vendors, which helps with scheduling, equipment access, and compliance with venue rules. These local relationships streamline communication on the day of the event.
One linked resource
More information about our graduation offering can be viewed here: Graduation Services in Morristown, NJ.
Next steps
If you would like a preliminary consultation, contact us with the event date, approximate headcount, and venue (if decided). This allows us to prepare a relevant estimate and suggested timeline for your review.
Helpful planning notes
Graduation events have predictable touchpoints: diploma presentation or cap toss for graduates, family photos, speeches, and meals. Build a timeline that allows buffer time between major activities. Confirm setup and strike windows with the venue to avoid overtime fees. Consider a point person for guest arrivals, and identify a quiet room for graduates to gather before formal photos.
Accessibility and guest care
Include accessible seating and clear signage for restrooms and parking. Provide a printed schedule or a simple event app for large gatherings so guests know where to be and when. Staff should be briefed on emergency procedures and vendor contact numbers.
Photography and memory planning
Schedule dedicated time for family portraits separate from the main reception window. Share a shot list with the photographer, and designate someone to coordinate group photos to minimize confusion and delay.
Frequently asked questions
How far in advance should I book?
For peak graduation months it is advisable to reserve services at least 8–12 weeks in advance. Smaller, local gatherings can be scheduled with shorter lead times but vendor availability may be limited on major graduation weekends.
Can you work with a venue we already booked?
Yes. We will coordinate directly with the venue's point of contact to confirm setup windows, onsite rules, and staffing needs. Our planning process is designed to integrate with venue requirements and vendor schedules.
Do you handle permits and insurance requirements?
If a permit is required for a public space or if venues request proof of insurance for contracted services, we will advise on the necessary steps and coordinate with vendors to ensure documentation is in place prior to the event.
Sample day timeline (for a reception-style celebration)
- 10:00 AM – 11:30 AM: Venue setup and vendor arrival; staging and final checks.
- 11:30 AM – 12:00 PM: Final walkthrough and staff briefing.
- 12:00 PM – 2:00 PM: Guest arrival, seating, and opening remarks.
- 2:00 PM – 3:00 PM: Ceremony or slate of formal acknowledgements.
- 3:00 PM – 4:30 PM: Family photos and informal gathering.
- 4:30 PM – 6:00 PM: Reception, catering service, and refreshments.
- 6:00 PM – 7:00 PM: Closing and vendor strike.
Parking, transportation, and guest arrival
Provide guests with clear parking instructions and consider valet or shuttle options for larger events or venues with limited parking. Signage at the entrance and a greeter for arrival times help reduce confusion and speed up seating. If transportation is being provided for graduates or guests, include contact numbers for the driver and a designated drop-off location on the run sheet.
Sample vendor checklist
- Venue contract and contact person
- Caterer contract and guaranteed headcount
- Photographer/videographer agreement and shot list
- Rental company (tables, chairs, linens)
- Florist or decoration vendor
- Audio/visual technician details
- Security or crowd management if required
Testimonials & past events
“Natalya coordinated our daughter's graduation reception with confidence and organization. The timeline was clear and everything ran exactly as planned.” — Local family, Morristown
“Professional, punctual, and mindful of our budget. The team handled vendor communications and left the venue spotless.” — Parent of graduate
Special considerations
Weather contingency planning is essential for events with outdoor elements. Reserve backup spaces or tents and confirm costs with rental companies in advance. For events that include minors or large school groups, secure appropriate chaperone plans and identification protocols to keep attendees safe and accounted for.
Permitted uses of materials and branding
If you plan to use school logos, copyrighted images, or branded content on signage or printed materials, verify licensing and permission requirements with the issuing institution. We can assist with communication to obtain approvals when necessary.