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Our planning process

Structure behind the creativity.
Clarity behind every decision.

Our process turns a complex event into a controlled sequence of decisions, approvals, suppliers, timelines and delivery milestones.

Explore the Process Start Your Event Brief
01

Our framework

A clear process creates
room for better ideas.

Creative events do not need chaotic planning. Strong outcomes come from a defined structure that gives every decision the right timing, context and accountability.

ACE guides each engagement through four connected stages: discovery, design, coordination and delivery.

02The four stages

From first conversation
to final close-out.

Each stage has a clear purpose, output and decision point, keeping the project aligned as it moves from concept to execution.

01
Discover

We define what the event needs to achieve.

We clarify the event purpose, audience, priorities, budget, location, timeline and the required level of support.

  • Initial consultation and event brief
  • Guest profile and experience priorities
  • Budget parameters and planning scope
  • Venue and location requirements
  • Decision-making structure and communication flow
02
Design

We translate the brief into an event concept.

ACE develops the visual, spatial and experiential direction while keeping every idea aligned with budget and operational feasibility.

  • Event concept and creative direction
  • Venue layout and guest-flow planning
  • Styling, décor and production direction
  • Programme and experience sequencing
  • Supplier recommendations and initial costing
03
Coordinate

We align the moving parts into one delivery system.

Suppliers, contracts, guest logistics, technical requirements and schedules are coordinated against one integrated timeline.

  • Supplier procurement and briefing
  • Quotations, contracts and payment schedules
  • Guest communication and logistics
  • Technical and production coordination
  • Run sheets and contingency planning
04
Deliver

We protect the experience on the day.

ACE manages installation, suppliers, timing, guest flow and issue resolution so the client can remain present throughout the event.

  • Venue access and installation supervision
  • Supplier and production management
  • Programme and timeline control
  • Guest-flow and hospitality oversight
  • Breakdown and project close-out
03Planning rhythm

What happens between
the major milestones.

The exact timeline depends on the event, but every engagement moves through a controlled sequence of approvals and checkpoints.

01

Brief confirmed

Scope, priorities, budget range and communication structure are established.

02

Concept approved

The event direction, venue strategy and key experience decisions are agreed.

03

Suppliers appointed

Partners are selected, briefed and aligned against cost and delivery requirements.

04

Production locked

Schedules, layouts, logistics and technical responsibilities are finalised.

05

Event delivered

ACE manages the live event, protects the timeline and resolves operational issues.

06

Close-out completed

Final supplier obligations, breakdown and project reconciliation are concluded.

ACE Event Planners planning process
How we collaborate

Clear communication.
Fewer surprises.

Clients receive a clear view of decisions, responsibilities, approvals and next actions throughout the engagement.

01

Defined communication

One planning structure prevents fragmented decisions and conflicting instructions.

02

Documented approvals

Key creative, budget and production decisions are confirmed before execution.

03

Proactive escalation

Risks are surfaced early, with clear options and commercial implications.

04A productive partnership

What we need from
the client side.

A disciplined process works best when decisions and approvals are made with the same clarity expected from the planning team.

01

A clear decision-maker

One authorised point of contact reduces conflicting instructions and protects the timeline.

02

Timely approvals

Venue, supplier and creative decisions must be confirmed before availability changes.

03

Budget transparency

Accurate parameters allow ACE to recommend feasible options and manage trade-offs intelligently.

04

Complete information

Guest, programme, venue and stakeholder requirements should be shared early.

Our planning philosophy
The event should feel effortless because the planning was not.

Guests experience flow, confidence and attention to detail. Behind that experience sits a disciplined planning and delivery system.

05Process questions

Before the work begins.

Practical answers about consultations, approvals, timelines and how the planning relationship is structured.

We discuss the event type, date, location, estimated guest count, objectives, budget range and current planning status. This allows ACE to assess feasibility and recommend the right scope.

Major creative, supplier, budget and production decisions are presented for approval before commitments are made.

Yes, but changes may affect fees, supplier commitments, budgets and timelines. ACE outlines the implications before revised work is approved.

The communication rhythm depends on the event stage and scope, becoming more frequent as production intensifies.

ACE coordinates venue access, installation, suppliers and the programme according to the agreed event-day schedule.

Begin with clarity

Tell us what you are planning.
We will define the next step.

Share the event type, preferred date, location, guest count and current planning status. ACE will assess the brief and recommend the right engagement model.

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