Six months before Grandpa Dom’s 90th birthday, Ellen and Patrick decide it’s time.

It has been eight years since the whole family gathered. Some of the grandchildren have never met their grandfather. They want something meaningful — not improvised, not chaotic — but they are both busy professionals with little time to plan.

They reach out to Hearthlight.

  • Schedule a 25 Minute consultation.

    In this first conversation, we define the shape of the event:

    • Purpose of the gathering
    • Guest count and age range
    • Venue and spatial realities
    • Budget range
    • Desired level of involvement (Sweet & Simple, Hosted, or Turnkey)
    • Emotional tone — formal, relaxed, story-centered, activity-driven

    The goal is clarity.
    Before anything is ordered or scheduled, the vision is named.

    Ellen and Patrick leave with direction, not just ideas.

  • Planning includes:

    • Invitation management
    • Event timeline sequencing
    • Vendor coordination
    • Activity module selection
    • Layout and flow mapping
    • Technical requirements (audio, display, lighting)
    • Dessert and catering integration

    At this stage, questions are resolved early — not the week of the event.

    Ellen continues her hospital shifts. Patrick manages work deadlines. The event progresses in parallel without consuming them.

  • As the event approaches, preparation becomes physical.

    • Equipment is tested
    • Screens and audio systems are calibrated
    • Materials are staged and organized
    • Activity modules are configured
    • Space layout is finalized
    • Setup windows are scheduled

    Nothing arrives unprepared.
    Nothing is assembled casually.

    The environment is built intentionally before guests step into it.

  • On the day of the event, execution replaces planning.

    • Setup begins early
    • Flow timing is reviewed
    • Vendors are received and directed
    • Activity stations are managed
    • Transitions are guided

    Ellen greets relatives.
    Patrick sits beside his father.

  • Hospitality includes closure.

    After the gathering:

    • Space is restored
    • Equipment is removed
    • Assets are reconciled
    • Digital photos are delivered
    • Loose ends are formally closed

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