Project 2: Chalcedony Events By: Oluwatosin Adeogun

How the journey began Having studied computer science in the university and worked in a bank for a year, I realized true fulfillment is in doing what one has a passion for.. which for me is event planning having planned several events in school and weddings for friends and family. I enrolled in a local institution in Nigeria for event design and planning after which I forged ahead to enroll in The wedding planning Institute US for better knowledge.

When Chalcedony Events started? Chalcedony events had been in operation 2years before it was officially registered under the corporate affairs commission in 2013.

Our experience thus far… We have planned and styled various events among which are: Styling of the venue for Abeokuta association of pharmacists end of the year party. Full planning of Mr & Mrs Adeogun’s wedding Partial planning of the weddings of Mr & Mrs Agunbiade and Mr & Mrs KunleRich Styling of Mr & Mrs Timothy’s wedding to mention a few.

Themes of some events planned by Chalcedony events Spring wedding theme

Fairytale wedding theme

Spring theme

Beach wedding theme

Orange theme

Green and Pink wedding theme

Our office We are located at the heartbeat of Lagos state, Nigeria ( plot 24, Admiralty way, Phase 1-Lekki)

Our packages Diamond package- This is the full planning package for clients that need help from start to finish. Gold package- This package is ideal for clients that only need help on the D-day. Silver package- This package is right for clients that believe they only need few of our services.

Diamond package Fee: starts from (NGN)500,000.00 Consultation & Advisory Creating an event design Budget analysis & management Recommending/Booking venues Outfit consultation & purchase Vendor sourcing & management Development of itinerary Floor plan & seating arrangement Event day management & general assistance Fee: starts from (NGN)500,000.00

Gold package Fee: Starts from (NGN)250,000.00 Work commences at least 2weeks to the event day which include: Review of all vendor contracts Vendor management Floor plan/seating arrangement Event day management Itinerary management General assistance Fee: Starts from (NGN)250,000.00

Silver package We can provide you with any of these services without being your event manager. Event styling Hostesses/Coordinators Table setting Venue lighting Souvenirs Outfit consultation and supplies

Other services we offer: Sales of invitation cards Venue styling Bridal makeup.

Some of our preferred vendors Pastry chef Cakes by Tosan Yellow Velvet Cakes and Cream

Venues The Banquet Hall 54, Agidingbi Ikeja, Lagos Oriental Hall By Sandfield busstop, Victoria Island, Lekki expressway Lagos. Radisson blu hall Ademola Adetokunbo Junction, Victoria Island, Lagos.

Bridal gowns Brides and more Yes I do bridals Ranti Bridals

Photography Studio 24 Jide Odukoya Photography Red.12 Photography

Our first meeting Our first meeting will hold either in our office or any convenient recreational centre. I will be responsible for the drinks. I will go with my business cards, brochures containing my various services & packages and a notebook to write down every thing discussed after which I will do a verbal rerun of the note taken to be sure I took the right information.

Contract of service Date [Bride’s name][Groom’s name] [Address] [Contact phone number][email address] Dear Bride & Groom’s name, This letter follows our discussion on [discussion dates] among others during which we discussed your wedding and my professional role in helping you plan and coordinate it. It is my understanding that, you will retain me as a Professional Wedding Planner and Wedding Day Coordinator for your wedding scheduled on [wedding dates]. Description of Services As a Wedding Planner my role includes: − Consultations with you via telephone/email. − Assistance in budget determination and breakdown as needed. − Discussion of theme, color, style and complete wedding design. − Attendance at vendor appointments. − Research of wedding professionals in each category that fit your event style and budget and to provide you with suggestions and guidance in making the final selections.

Which includes:  For the Traditional Wedding- Venue styling/decoration Venue lighting Master of ceremony Live band Pastry chef Caterers Drinks Small chops Local dress maker Highlight( to be decided by you)   For the White Wedding- Ceremony programme DJ Favors/Thank you notes Highlights(to be decided by you)

As the Wedding Day Coordinator my duties include: − Visit to both ceremony and reception sites prior to wedding − Development of a detailed wedding timeline and floor plan for contracted vendors. − Follow up telephone calls to all contracted vendors − On-site coordination and supervision at the ceremony site and during the reception. As the client, you will rely on me to work as many hours as may be reasonably necessary to fulfill my obligations under this agreement. Conditions − I understand that my role will be that of the planner and coordinator. − It is your responsibility to provide me with contact names, telephone numbers and any scheduled timetables for service providers you contracted personally in the wedding ceremony/reception no later than 14 days prior to the wedding or upon the signing of this letter. − It is also your responsibility to notify me of any changes in a timely manner. I shall not be held liable for any changes made by you or your personally selected service providers. − I will use my professional judgment when taking action in regard to changes, weather, tardiness, nonperformance, etc. based on the situation, time limitations and/or your wishes. Fees & Payment Schedule A total of (NGN) [amount in figure] (amount in words) will be charged for our services. Payment will be made as follows: A non-refundable retainer in the amount of (NGN) [20% of fee in figure] ( [20% of fee in words] naira) upon signature of this letter of agreement (NGN) [50% percent of the fee in figure] ( [50% of the fee in words] ) due on the [6weeks prior to event] (NGN) [30%of fee in figure] ( [30% of fee in words] ) due on the [date in words] (ten days prior to your wedding date).

Term/Termination This agreement will terminate automatically upon completion of the services required by this letter of agreement.   Changes/Cancellations Any changes made to this letter of agreement must be made in writing and signed by all parties. You may cancel this agreement, in writing, for any reason. If the wedding is canceled, refunds are limited to unearned fees, funds in excess of unused or non-refundable fees and out-of-pocket expenses. If you cancel less than [14] days before the wedding – except for the death of a member of your immediate family – there will be no refund. If the wedding is not canceled, there will be no refund. Acts of God If an act of God, such as a fire, flood, earthquake or other natural calamity shall cause you to cancel your wedding; I will require payment only for the time actually spent planning your wedding. If your understanding parallels mine, please sign a copy of this letter and return it to me along with your payment in the amount of (NGN) [20% of fee in figure] ( [20% of fee in words] only. I wish you all the happiness in the world and look forward to working with you to make your wedding the most enjoyable and memorable day of your life. Sincerely, __________________________________ Wedding Planner’s name & signature Accepted: Bride’s name & signature ________________________________________ Groom’s name & signature ________________________________________ Date: ___________________________

Bridal Profile Questionnaire Bride’s name: __________________________________________________________ Address: _____________________________________________________________ ______________________________________________________________________ Phone number(s): ______________________________________________________ Email: _______________________________________________________________ Tribe:_________________________________ Religion:________________________ Groom’s name: _________________________________________________________ Address: ______________________________________________________________ Email: ________________________________________________________________ Tribe:__________________________________ Religion:______________________ Proposed Wedding Date:_________________________________________________ Wedding Start Time: ____________________________________________________ Number of Guests Expected: ________________________________________________ Budget (What is the most you want to spend)? : _______________________________________ Wedding Style (Classic, Vintage, Rustic):___________________________________________ Wedding Color(s):___________________________________________________________________________ Maid of Honor (Or any other contact for the bride): __________________________________________________________________ Phone Number(s): ________________________________________________________________ Best Man (Or any other contact for the groom): ________________________________________________________________________ Phone Number(s): ___________________________________________________________________

Are there any religious or family customs that you wish to include in the ceremony? _____________________________________________________________________________________ _____________________________________________________________________________________ How many bridesmaids? ________________________________________________________________ How many groomsmen? ________________________________________________________________ Officiating ministers/ Imam: ______________________________________________________________ Phone number(s): _____________________________________________________________________ Ceremony Venue/Point of Contact:________________________________________________________ Phone number(s): _____________________________________________________________________ Reception Venue/Point of Contact: ________________________________________________________ ____________________________________________________________________________________ Reception Start Time: ________________________________________________________________ What other events do you plan to have in connection with your wedding? (Check all that apply): Engagement Party Bachelor Party Bachelorette Party Others. Please state: ______________________________________________________ Detailed description of desired decorations for your ceremony: _____________________________________________________________________________________ _____________________________________________________________________________________ What format will you like to use for your reception? (Check appropriate choice): Buffet dinner Plated dinner What beverage service will you use for your reception? (Check appropriate choice): Combo Non-Alcoholic Alcoholic

What is your choice of menu? ____________________________________________________________________________ _____________________________________________________________________________ Do you have any particular vendor or person you would like us to include for your event? Yes No If yes, please fill the space below: Name Service Phone number(s) ________________________ _______________________ ________________________________ ________________________ _______________________ _________________________________ ________________________ ________________________ ________________________________ ________________________ _________________________ ________________________________ ________________________ _________________________ _______________________________ Areas you think you would like the most help? (Check all that apply) Planning Budget(establishing and tracking) Vendor/Venue Referrals Etiquette Decorating Wedding Day Coordination   Other(s): _____________________________________________________________________________ _____________________________________________________________________________________

How do you envision your special day?   _____________________________________________________________________________________   Bride’s Name, Signature& Date: Groom’s Name, Signature & Date:

Bride’s checklist 1year before Select appropriate wedding date and time. Book your ceremony site and officiant. Start your Official Wedding Binder to collect quotations and all pertinent details. Decide on a budget with your fiancé and family. Choose the members of your wedding party. Choose a Master of Ceremony for the wedding reception. Pick a colour scheme or theme for your wedding. Collect wedding magazines to help choose a style of wedding gown, then make a list of a number of bridal boutiques that you want to visit. Make appointments at the bridal boutiques in advance to guarantee personal attention. Book reception hall or caterer. Discuss reception menu with caterer. Book a tent if you’re planning an outdoor reception. Book a photographer, videographer, and a disk jockey entertainment service. Select dresses for attendants. Discuss wedding day transportation. Book a limousine or carriage service.

6-9months Pick a honeymoon destination. Inquire as to any extra work required for the type of honeymoon you choose–passports, inoculations, visas? Compile your wedding guest list and addresses. Visit printer and order invitations. Choose tuxedos for groom and groomsmen. Organize a Bridal Registry at a few stores–department, china, decorator stores. Order wedding rings. Discuss reception decorations and special events. Select florist and discuss flower arrangements. Meet with different decorators for backdrops, canopy ceilings, draping….Order your wedding cake. Choose your wedding favors Make appointment for engagement photograph 2 – 3 Months Before the Wedding Choose a location for your wedding rehearsal dinner and make the guest list. Choose music for the ceremony and reception. Set up appointment with your hairdresser and make-up artist. Take veil in for trial run. Choose songs for your first dance and any other songs you want played for your first dance, with a parent, or the final song before you leave. Finalize any honeymoon arrangements. Give your officiant a list of any details for your ceremony. Visit local city hall to get marriage license. You’ll need your birth or baptismal certificates. Rent any equipment you may need for the reception hall. Arrange for attendants’ gown fittings.

1-2months before Address and mail invitations. Arrange newspaper announcement. Set date for final wedding gown fitting. Choose going away outfit. Shop for attendant gifts. Arrange accommodations for out of town guests. Start recording gifts and writing thank you notes. Address announcements to be mailed the day after the wedding. Make a list of all the small details needed–pillow for the ring, goblets, garter, sign-in book. Make esthetic appointments for the week of the wedding. Wrap or decorate wedding favours/bombonnieres–attach thank you cards. Make copies of maps/directions to all venues. Hire calligrapher to prepare place cards 2 Weeks Before the Wedding Confirm details with all suppliers–officiant, florist, photographer, caterer… Arrange to change your name on official documents. Finalize transportation to and from ceremony and reception for wedding party. Make seating plan for reception. Have the lists posted at the reception site for guests to see which table they are at. Alphabetically always works well. Deliver wedding announcement to local paper. Buy a gift for your groom. Buy any additional gifts for certain individuals who have been of great help to you. Meet with MC to go over his or her instructions/speech. Decide on a receiving line. Arrange for a close friend or family member to transport the gifts to your home or parents’ home following the reception.

1 week before Give caterer the final guest count. Finish addressing wedding announcements. Schedule wedding rehearsal. Inform all participants of exact time and place of all events. Make sure all the small details have been purchased–pillow, goblets, garter, sign-in book. Pack for the honeymoon. Take time for facial, pedicure, manicure and massage. Make a wedding day schedule and make copies for all who need one. The day before Rehearse the ceremony with the bridal party. Make sure the ushers have a list of names for reserved seating at the church. Give gifts to the wedding party. Your wedding day Remember every wedding has minor glitches–don’t get upset over minor details that might not go perfectly according to schedule. Enjoy what should be one the happiest days of your life.

Groom’s checklist 6 Months Discuss wedding expenses and budget with fiancée and all parents. Who is paying for what? Start making out your guest list. Select your best man. Check marriage license requirements for your state Arrange visit with minister/wedding officiant to discuss ceremony. Discuss honeymoon plans. If traveling abroad make legal arrangements (passport, visas, inoculations etc). Checkout wedding gift registry’s with fiancée. Ask questions about money matters before you are married 3 Months  Complete guest list, give it to fiancée. Consult with fiancée and order wedding attire for self, best man, ushers and fathers. Arrange transportation (limousines, etc.) for wedding party to ceremony and reception. Complete honeymoon plans: buy tickets, arrange hotel, etc. Order wedding rings and engraving. Arrange to pay for bride’s bouquet Order boutonnieres for men, and corsages for mothers Check marriage license requirements for your state to see if you need an exam and blood test.

6-8 Weeks  Plan rehearsal dinner with your parents. Consult with fiancée and arrange lodging for relatives  Select gifts for best man and ushers, to be given at the bachelor dinner or wedding rehearsal. Choose bride’s wedding present. Something personal, such as a watch or other piece of fine jewelry, is traditional. Make sure necessary documents – legal, insurance, financial, medical, and religious – are in order. Attend bachelor party. Pick up wedding rings, check engraving. Help fiancée with wedding invitations. 2 Weeks  Make a date with your fiancée to get the marriage license. Arrange with the best man for transportation from the reception to the airport or train. Double check honeymoon reservations and hotel for wedding night. 1 Week  Explain any special seating arrangements to head usher. Put the clergy member’s or judge’s fee in a sealed envelope and give it to the best man, to be delivered after the ceremony. Get your money and credit cards in order for your trip. Pack for your honeymoon. Arrange to move belongings to new home. Remind best man and ushers of the rehearsal and rehearsal dinner details. Plan for your wedding toast Present gifts to attendants at rehearsal dinner. Arrange for rental returns.

After the Wedding Be sure you and your bride sign the wedding certificate and send it to the court house before leaving on your honeymoon. Send a thank-you note to your bride’s parents after the wedding thanking them for all they did. Make it personal! Write thank you notes for gifts, and to the special people in your wedding.

Maid of honor’s checklist Helps the bride maid select bridesmaid’s attire Makes sure that all the bridesmaids, the flower girl, and the ring bearer are at fittings, the rehearsal, and the ceremony on time Is expected to attend the rehearsal and is included at the rehearsal dinner Walks in processional and recessional Helps the bride with her gown Arranges the bride’s veil and train Makes sure that the bride’s gown is picture perfect through out the day Holds the bride’s bouquet during the ceremony Witnesses the signing of the marriage certificate Keeps the bride on schedule Pays for own wedding attire and transportation to the wedding

Bridesmaid’s checklist Assist the maid of honor as requested Assist the bride with errands They are expected to arrive at dressing site promptly Dance with ushers and single male guests Participate in bouquet toss, if single Look after the couple’s elderly relatives and/or friends Pays for own wedding attire and transportation to the wedding

Best man’s checklist Is expected to attend the rehearsal and is included in the rehearsal dinner Gets the groom dressed and to the ceremony on time Make sure the groom has the marriage license with him Make sure the groom’s wedding related expenses are prepared ( Officiant fee, tips, etc) Walks in the processional and recessional Witnesses the signing of the marriage certificate Offers first toast to the groom and bride at reception Has a car ready for the bride and groom to leave the reception or perhaps drives them to their next destination.

Head usher’s checklist Expected to attend the rehearsal and is included at the rehearsal dinner Receives any lists of guests who are to seated in a specific pew and is aware of the importance and sequence of seating special guests. Makes sure that programs are handed to guests Check that all ushers are dressed properly and wearing their boutonnieres on the left side stem down Makes sure that the ushers know how to usher: how to greet guests, how to offer an arm to a single woman guest, and how to precede a couple to their seats Helps gather the wedding party for photographs either before or after the ceremony and ensures that transportation arrangements have been made for all members of the wedding party to and from the ceremony

Groomsmen & ushers’ checklist Review any special seating situations with the head usher before the ceremony begins Greet guests as they arrive Ask guests whether they are to be seated on the groom’s side or the bride’s side Hand each guest a program when each guest has taken their seat Are prepared to direct guests to the reception site (having extra maps available, if used) Dance with bridesmaids and other guests at the reception Look after elderly relatives or friends Pay for own wedding attire and transportation to the wedding

Mother of the bride’s checklist Hosts the engagement party Helps couple to decide on sites or assists in making other big planning decisions Contributes to the wedding budget Assists the bride in putting together the family’s guest list Help bride shop for wedding gown and accessories Chooses own wedding day outfit Helps the bride get ready on wedding day May help coordinate the vendors

Father of the bride’s checklist Hosts the engagement party Helps couple to decide on sites or assists in making other big planning decisions Contributes to the wedding budget Handles hotel reservation for out of town guests Walks bride down the aisle Dances with the bride

Mother of the groom’s checklist Attends engagement party Contributes to wedding budget Helps groom compile the guest list Offers suggestion for special family or ethnic ceremony traditions Chooses own wedding day outfit Dances with the groom

Father of the groom’s checklist Attends engagement party Contribute to the wedding budget May help couple to decide on sites as well as make other planning decisions Greets guests on receiving line May toast the newlyweds May settle final bills with wedding vendors

Flower girl’s checklist Dress and accessories should be paid for by her family In the processional, walks alone directly before the bride and her father Scatters petals from a basket she holds In the recessional, walks with the ring bearer, directly behind the couple The bride may hire a babysitter or ask one of the bridesmaids to look after the flower girl, to be in charge of checking her appearance and making sure she is present for formal pictures, helping her manage her food at the reception, and escorting her to the ladies room

Ring bearer’s checklist His attire should be paid for by his family He immediately precedes the flower girl in the processional Carries the rings on a white velvet or satin cushion. Walks with the flower girl in the recessional, directly behind the bride and groom The bride may hire a babysitter or ask one of the ushers to look after the ring bearer, to be in charge of checking his appearance, making sure he is present for formal pictures, helping him manage his food at the reception, and escorting him to the men’s room

Frequently asked questions Are you certified? Yes, we are locally certified by tsoule events, Nigeria and internationally certified by The wedding Planning Institute, US . Can I afford you as a planner? Yes, We become a part of your budget, not an added expense. Whatever your budget maybe, we will work with you to produce a seamless, flawless and very memorable event. How do you charge? We offer a range of services and charge based on the scope of work. Can you give me an example of when you averted a disaster during an event?...............................................................................................................................................................

About the Marriage License Marriage license is a requirement by law to be married in Nigeria Process A form will be filled in court by either the groom or bride at least 3weeks before the slated date for the wedding. After the wedding, a copy of the certificate will be returned to court for documentation while the couple holds on to the second copy. Fee (NGN)20,000 only

Change of Name Visit or make a call to a newspaper publication office with a copy of the marriage license, a letter of change of name stating the your name and the new name you wish to bear, and a sum of money(the price depends on the newspaper publication office) After submission of these, a date will be given to the applicant for the publication.

For the bride only Ways to make your groom feel special Sing or inform the disc jockey to play his favorite song at the ceremony(dedicated to him) Give him a special gift with his name engraved on it Surprise attendance of someone very important to the him Give him a treat before the ceremony (massage, pedicure, manicure, dinner) Incorporate his style, personality or hobbies in the décor and ceremony Hand him a love note before the ceremony