What is a Delegated Point Person?
DO YOU HAVE A DELEGATED POINT PERSON?
All in the Details highly recommends that all clients have a Delegated Point Person who oversees the collection & return, setup, proper care, take down & re-packing of décor pieces. It might be your intention to handle all these details yourself, but in the days leading up to/after the event, there is a lot happening that you might not have planned for.
We understand that once your event is complete, everyone is most likely tired or suffering from “self-inflicted wounds/hungover”. Everyone is wanting to clean up as quickly as possible… but this is where things can go terribly wrong if the proper care and attention is not given, costing clients additional money.
With weddings, your guests will have the best intentions to wake up early – allowing the wedding couple to rest/sleep in, and to try to pack up all the décor and cleanup for you. A lovely treat – but if not done correctly, could cost a lot of additional time & money in the long run.
With events, once the event is complete, the crowd can quickly disperse, leaving a select few to handle the aftermath. This can become quite overwhelming for the remaining individuals, and with limited guidance & assistance, the repacking of décor can become problematic. Décor can be broken due to improper knowledge on how it works or how to repack. Items can be returned with missing pieces &/or broken due to not properly being cared for.
Your event may have many items belonging to various vendors/businesses that need to be repacked separately and within that company’s totes, etc. Specific vases may belong to the Florist; cutlery & tableware may belong to the caterer or the décor company. Each business will have their own list of stipulations around the proper use and return of their merchandise.
At All in the Details, we include a copy of the rental agreement (without credit card details) within our orders, outlining the “problem areas” and stipulations for repacking & usage, for easy reference. Each tote is also labeled with the contents within. We recommend going over these details with your Delegated Point Person, including where the packed-up order needs to be placed for pickup/collection, the agreed upon timeslot for delivery/pickup services or pickup/return times.
- HOT TIP – IT’S ALL IN THE DETAILS: Snap a few pictures of how the décor was originally packed before unpacking your order. This will allow for an easy reference point/cheat sheet once you go to repack after the event. Sometimes our packing crew like to play “Tetris”, and it can prove to be a challenge to recreate the same strategy.
An example of our “problem areas” outlined in many rental agreements, is about the proper care & repacking of table linens. Table linens need to be dry before being packed & returned to prevent mildewing – which is near impossible to get out. As we know this can be quite difficult to do, we include several white linen bags within the order. If damp linens are placed back in the original totes, they will mildew – and trust us, it doesn’t take very long to happen. Full replacement costs on linens can be very costly – as we invest in premium linens.
If décor pieces are not properly repacked & returned, additional fees will be billed to the client – which breaks our hearts to inform the clients of the full replacement costs &/or extra fees.
By planning in advance, and organizing additional help, many of these issues can be averted and will save time & money in the long run.
Please remember that other clients hopes & dreams for a beautiful event are in your hands.
