EVENT PLANNING SERVICES IN CHARLOTTE, NC
You deserve to be a guest at your own celebration.
Planning an event shouldn’t feel like a second job. Ovation’s planning services feature Zepher’s event planning and vendor auditing expertise, so every decision comes with a professional in your corner.
EVENT PLANNING MADE ACCESSIBLE
Professional planning for every timeline and every budget.
Whether you are 12 months from your wedding day or 8 weeks out and overwhelmed, there is a tier built for exactly where you are. Every planning engagement is managed through our client and vendor management platform, giving you a dedicated portal for your timeline, budget, documents, vendor contacts, and communication in one organized place.
All planning packages include access to the Ovation Circle, our personally vetted network of Charlotte vendors selected for talent, professionalism, and unconditional inclusivity.
Our Event Planning Services:
PARTIAL PLANNING + COORDINATION
The Compass
For the host ready to hand off the details and finally enjoy the process.
Starting at $2,499 for events up to 120 guests
Best for: Couples and hosts overwhelmed by too many decisions, too many vendor conversations, and too many tabs open. We’ll take over vendor management, and carry the engagement through to a seamlessly coordinated event day.
How pricing works: Every Compass engagement starts at $2,499, which covers up to 50 guests beginning 2 months before your event. From there, your investment adjusts based on two things: your guest count (+$15 per guest over 50 guests) and how far out we’re starting the planning process (+$200 per month over 2 months).
What’s included:
- Client portal setup and access throughout
- Planning audit (We review everything you’ve already done and identify gaps)
- Budget review and management assistance
- Design direction and visual continuity review
- Vendor vetting and booking support for remaining open categories
- Monthly in-person or virtual planning sessions
- Vendor communication management
- Complete event day timeline creation
- Rehearsal coordination and venue technical walkthrough
- Up to 12 hours of on-site coordination with a dedicated Lead Coordinator
- 10% off any future Signature Tier Ovation decor package
FULL SERVICE PLANNING + COORDINATION
The Architect
We’ll turn your idea into a real, executable plan.
Starting at $5,499 for events up to 120 guests
Best for: The couple or host who wants a true planning partner to be present at every major decision, manage every vendor relationship, and bring both professional event planning and design expertise from day one.
If you already have a venue or a few vendors in place, The Compass is likely the better fit — The Architect is built for couples beginning their planning journey with a blank page.
What’s included:
- Initial planning session to map your vision, priorities, and non-negotiables
- Complete budget development and ongoing management
- Client portal setup and access throughout
- Monthly in-person or virtual planning sessions
- Venue sourcing, touring, and booking assistance
- Vendor sourcing, vetting, and contract negotiation
- Event design development and evolution
- Guest management assistance
- Vendor communication management from day one
- Complete event day timeline creation
- Rehearsal coordination and venue technical walkthrough
- Up to 12 hours of on-site coordination with a dedicated Lead Coordinator
- 10% off any future Signature Tier Ovation decor package
THE ASSISTANT
Need guidance without a full package?
The Assistant is Ovation’s hourly consulting service for any host who needs professional event planning input without committing to a full planning tier. Book The Assistant for vendor contract reviews, budget consultations, event timeline builds, venue safety & layout compliance walkthroughs, or any specific planning challenge where you need an expert in your corner for a defined window of time.
| Format | Rate |
|---|---|
| Single hour | $125 |
| 5-hour block | $600 |
The Assistant is prepaid before each session. Sessions are conducted by video call, phone, or in person depending on scope. A written summary of key takeaways is delivered within 24 hours of every session.
THE DESIGNER
Event conceptual & Structural Design
Who this is for: The Designer is for the host who has the vendors and the budget but needs a professional design eye to develop the full aesthetic framework, build a mood board, source a build team, and give every vendor a clear direction before they start executing.
This service is available as a standalone booking or as an add-on to The Assistant hourly service. It is also included in full within The Architects.
What’s included:
- Complete event design brief
- Digital mood board
- Color palette and material direction
- Vendor styling guidance (florals, rentals, photo/videography)
- Venue and vendor vetting, recommendations, and management
- One revision round
- Virtual consultation
Pricing by guest count:
- Up to 50 guests — $500
- 51–100 guests — $750
- 101–200 guests — $1,200
- Standalone design consultation only — $250
Note on the standalone option: The $250 standalone is a single 60-minute design consultation with verbal direction, no deliverable document. Best for hosts who need a conversation, not a full brief.
VENDOR VETTING STANDARD
Every vendor we recommend has been reviewed through the Inspector's Lens.
When Zepher vets a vendor, she’s not only looking at their Instagram portfolio. She is reviewing their operational standards, their contract language, their food handling protocols, their structural safety practices, and the professional values that determine whether they will show up for you the way they showed up for their last client.
This is not standard event planning practice. It is what happens when your planner spent years as a health inspector and OSHA compliance officer before she ever planned an event.
For an event with 150 guests in a tent in Charlotte in July, that oversight is not optional. It is the difference between a smooth event and a phone call to the fire department. We bring that standard to every vendor recommendation we make because your guests deserve it and because you deserve to celebrate without worrying about what you might have missed.
FREQUENTLY ASKED QUESTIONS
Do planning services include the Stash decoration inventory?
No. Planning services are separate from our decoration packages. If you want both the Stash inventory and full planning support, that is covered by The Dreamscape decoration tier, not the planning services listed here.
What is the difference between The Assistant and The Architects?
The Assistant is hourly. You pay for specific hours of Zepher’s time on specific tasks. The Architects is a full engagement. Zepher is your planning partner from the first call through the final hour of your event (and beyond), scoped to your full event complexity and priced accordingly.
Can I add The Designer to The Assistant hours?
Yes. The Designer design direction service can be added to any Assistant hourly engagement. Book The Assistant for coordination support and add The Designer for the full mood board and design brief deliverable.
Do you work with venues and vendors directly on behalf of the client?
Yes, Zepher serves as the primary point of contact for every vendor in your event ecosystem. You are copied on all communication and final decisions are always yours. We handle the logistics so you do not have to manage a vendor inbox.
What is your geographic service area for planning services?
We primarily serve the greater Charlotte region. We will travel to events in neighboring states, particularly in Tennessee and South Carolina. For destination events located greater than 50 miles of Charlotte, North Carolina, travel and accommodation costs for are billed separately and outlined in the service agreement.
How do we get started?
Start by completing our Client Intake Form located on our website’s Inquiry page. Once we review your details, we’ll reach out to schedule a consultation to ensure we’re the right fit and recommend services for your event.
NEED SMALLER-SCALE DECOR AND PLANNING?
We've got it all in one package
If your event is under 120 guests and you want The Stash decoration library and full planning support in a single, hybrid all-in-one package, The Dreamscape covers both. Pre-thought decorations, concept-to-completion planning, on-site coordination, and a team dedicated to your event’s success.
Ready to See the Stash Styled for your Event?
Complete our inquiry form to schedule your style today.