Our Event-Day Coordination package is designed for clients who have already planned and booked their event but would like an experienced Carnivals at Heart Event Coordinator on-site to help bring the entertainment, activities, vendors and event logistics together.

What’s Included

The starting rate of $1,500 includes:

Up to a 4-hour event run time, plus setup and strike coordination.
A maximum of 8 consecutive hours on event day, including required setup and strike coordination time.
One Carnivals at Heart Event Coordinator on-site.
One pre-scheduled, one-hour site visit before the event.
The included site visit must be within 50 km of Carnivals at Heart’s main office in Cheadle, Alberta. or additional mileage costs aplly at $2 per KM
Coordination of the entertainment and activity schedule.
Coordination with Carnivals at Heart equipment operators and event staff.
Communication with participating vendors and entertainers on event day.
Monitoring of the provided event timeline.
Assistance with reasonable scheduling or logistical changes that arise during the event.
Coordination of client-provided information relating to attraction placement, site layout, power, staffing, setup and strike requirements.
Additional Hours & Staffing

The Event-Day Coordination package includes a maximum of 8 consecutive hours on event day.

Time begins at the scheduled arrival time of the Carnivals at Heart Event Coordinator and continues through the completion of the coordinator’s required event duties.

Additional time beyond the included 8 hours is charged at:

$175 per hour, per Event Coordinator

After 11:00 PM, additional coordination time is charged at:

$225 per hour, per Event Coordinator

Additional time is billed in one-hour increments.

If the event schedule runs late due to vendors, entertainers, guests, venue delays, weather, client requests or circumstances outside Carnivals at Heart’s control, the additional hourly rate will apply.

Events requiring more than one coordinator or additional event staff will be quoted based on the size, complexity, number of vendors and operational requirements of the event.

Additional travel, meetings, site visits or pre-event coordination beyond what is included in the package will be quoted separately.

Client Responsibilities

This package is an event coordination service and not a full event planning package.

The client is responsible for selecting, booking, contracting and paying all outside vendors, entertainers, artists and activations before the event unless otherwise agreed to in writing.

The client must provide Carnivals at Heart with complete information for every vendor or entertainer we are expected to coordinate, including:

Business, vendor or entertainer name
Primary contact name
Email address
Cell phone number
Service or activation being provided
Scheduled arrival and setup time
Event start and end time
Strike or departure requirements
Space, power and other setup requirements
Any special requests, contractual requirements or instructions from the vendor, artist or entertainer

All required vendor and event information must be provided to Carnivals at Heart no later than 30 days before the event, unless otherwise agreed to in writing.

Changes or additions received after this deadline may result in additional coordination charges and cannot be guaranteed.

Carnivals at Heart will coordinate vendors based on the information supplied by the client and vendors. Carnivals at Heart is not responsible for the performance, conduct, late arrival, cancellation, equipment failure, staffing issues or contractual obligations of any third-party vendor, entertainer or service provider. Again we have a century of planning between our amazing staff! This service is a no brainer for a business corporation. We o=no the event areas. WE no the vendors. WE no the city. WE no more then a out of town event planner and our rate as substancely less as no flights to and from Calgary. WE moest do not require hotels unless event end later then 10 pm. We do not need you to rent us vehicles, and so much more!

Unless specifically included in the client’s written agreement, Carnivals at Heart does not collect or make payments on behalf of outside vendors and does not assume responsibility for their equipment, employees or services.

Event Planning & Coordination

Starting at $4,900

Designed for larger corporate events, festivals, Stampede events, schools, churches, community celebrations, trade shows and other significant functions requiring more involvement before the event.

Depending on the scope of the event, Carnivals at Heart can assist with:

Overall event planning and timelines
Entertainment and attraction selection
Vendor recommendations and sourcing assistance
Vendor coordination
Site visits and layout planning
Entertainment scheduling
Staffing requirements
Power and electrical planning
Western, Carnival or other theme development
Décor planning
Setup and strike logistics
Event-day coordination and management
Integration of Carnivals at Heart attractions, equipment and operators

The $4,900 starting rate is for planning and coordination services only, unless otherwise stated in the client’s quote.

Equipment rentals, attractions, entertainers, outside vendors, additional staffing, travel, accommodations and other event expenses are quoted separately.

The scope of planning services, number of meetings and site visits, event-day hours and number of Carnivals at Heart coordinators required will be established in the client’s individual quote.

Large corporate events, multi-day events, festivals and highly customized events are individually quoted based on the scope, location, staffing requirements and complexity of the event.

More Than an Event Planner please request or we can recommend as that is our job as your event specialist.

Carnivals at Heart brings something different to event planning.

With 25 years of company experience across Alberta and a century of event planners experience we are not simply an event planning company. We are an established event-services company with our own specialty attractions, equipment and experienced event crew.

We understand not only how an event should look on paper, but what is actually required to deliver, set up, operate, coordinate and strike an event safely and efficiently.

Our focus is primarily on larger events rather than small individual party rentals, including corporate events, festivals, trade shows, schools, churches, community celebrations and Stampede events.

From Bad Bettie the Mechanical Bison and our Mechanical Bull to LED Mini Golf, VIP Carnival Games, Western décor and interactive attractions, we can combine our own event inventory with outside vendors and entertainment to help create a coordinated event experience.

Carnivals at Heart — Events with Inspiration.