Frequently Asked Questions

We specialize in a wide range of events, including corporate meetings and conferences, product launches, team retreats, awards galas, weddings, milestone birthday celebrations, anniversary dinners, graduation parties, holiday gatherings, and intimate private social events. If you have an event in mind that isn't listed, contact us — we love a creative challenge.

We are headquartered at 802 Hanover Way, Lakeland, FL 33813. We primarily serve the greater Lakeland area and Central Florida, but we regularly travel throughout Florida for events. For events outside our primary service area, please contact us to discuss logistics and any applicable travel fees.

We recommend reaching out as early as possible — ideally 6 to 12 months in advance for weddings and large-scale events, and 3 to 6 months for corporate events and private celebrations. Popular dates fill quickly, and early booking ensures you have access to our full vendor network and preferred venues. That said, we are experienced in managing last-minute events and will always do our best to accommodate your timeline.

Our full-service planning covers everything from initial consultation and concept development to vendor sourcing, contract negotiation, timeline creation, day-of coordination, and post-event follow-up. We manage every detail so you can be fully present at your own event. Specific inclusions vary by package — we're happy to walk you through the options during your consultation.

Yes. If you've already planned your event and simply need expert hands on the day itself, our Day-of Coordination service is an excellent option. We step in approximately 4 to 6 weeks before your event, review all your plans and contracts, conduct a final walkthrough, and manage every detail from setup to breakdown on the event day.

Absolutely. Every client is assigned a dedicated CLOTS MEETING LLC event specialist who serves as your primary point of contact from your first consultation through your post-event debrief. Your planner is supported by our full team behind the scenes, but you always have one expert who knows every detail of your event inside and out.

Our pricing is tailored to the scope, complexity, and scale of each event. We offer both flat-fee packages and percentage-based planning fees, depending on the nature of the project. After your initial consultation, we will provide a detailed, transparent proposal with no hidden costs. We believe you should always know exactly what you're paying for.

Yes, we require a deposit to officially reserve your event date in our calendar. The deposit amount varies based on the scope of your event. The remaining balance is structured across agreed-upon milestones throughout the planning process. Full payment details are outlined in your service agreement.

Our cancellation policy is outlined in detail in our client service agreement. Generally, deposits are non-refundable, as they reserve your date and cover initial planning work. Cancellations made within a certain number of days of the event may be subject to additional fees. We encourage clients to review the agreement carefully and contact us with any questions before signing.

We are flexible. We maintain a trusted network of vetted vendors throughout Florida whom we know and work with regularly, and we're confident in their quality. However, if you have existing relationships with vendors you'd like to include, we are happy to work with them. We simply ask to review their credentials and contracts to ensure they meet the standard of quality your event deserves.

Yes — venue selection is one of the most important decisions in event planning, and we excel at it. We research venues that match your style, guest count, and budget, arrange and accompany you on site visits, and handle all negotiation and contract review. Our deep knowledge of Florida venues often gives our clients access to options they wouldn't find on their own.