My assistant is great. She can book a hotel and handle registration.
She probably is great, and she can book a hotel. Your team knows your business, your clients, and your voice better than anyone.
Booking the hotel is the smallest piece. Contract terms, room-block audits, a run of show built around your offer, and leading a crew on show day are a separate job. Your team stays on what they do best, and we lead them on site.
In their words
Hosts who felt the same way
From clients and partners we've produced events with.
“Christina, Josh and I did all the planning. The three of us were pulled in so many different directions that half the things we planned didn't happen. We're never doing something like this again without a coordinator.”
“I've seen people go on the cheap. A colleague of mine decided to have a friend who's put together some little events, not professionally. And she suffered for it.”
“She knows how to delegate, to put the right types of jobs in the right types of people's hands, and to make them feel empowered and good about it.”
The production, phase by phase
What your team would be learning on the job
Tap a phase to see what we do and what stays with you.
We map who should be in the room, what they need to believe before the offer, and when it comes. This is the conversion architecture of the event.
Your side: One strategy session. Approve the plan.We send RFPs to several hotels, bring you a short list, and negotiate the contract: attrition, food and beverage minimums, AV, and room-block audits. One line removed from one venue contract saved a client $15,000.
Your side: Pick from the short list.Every line item, every deposit date, and the payment plans venues and vendors will usually accept. You know when money is due before it's due.
Your side: Approve the budget.A ticket tracking sheet that separates tickets sold, people likely to come, and confirmed attendees. We flag a gap early, while there's still time to close it.
Your side: Your list, your marketing, your invitations.A minute-by-minute run of show built around the offer. AV, vendors, a speaker liaison, and clear roles for your team.
Your side: Review it and rehearse.We lead your team on site, handle what comes up, and keep you on time, fed, and grounded.
Your side: Be on stage. Eat lunch.We review buying units, enrollment rate, and stay rate, and set the follow-up plan for people who didn't enroll in the room.
Your side: Make the follow-up calls.
The math
The parts that sit outside a great assistant's job
- Hotel RFPs, negotiation, and attrition clauses
- Food and beverage minimums and room-block audits
- AV scope and vendor contracts
- A run of show designed around the offer
- Ticket tracking that predicts who actually shows up
- Leading a crew of staff and volunteers on show day
Any one of these is learnable. All of them at once, for the first time, during the event that's supposed to fill your program, is a lot to ask of anyone.
From a real room
Industry summit
A child-care business association summit
$251,846 in revenue against $53,264 in expenses. Our fee was about 5% of the revenue the event produced.
The cost of waiting
What staying put costs
Your team learning on your first event means your first event is the practice round. The room only gets one first impression.
Another way in
Maybe it isn't a full production yet
Want your team to own it eventually? We also train teams. A run-of-show review plus coaching lets your people produce the next one with our structure behind them.
Let's look at your room together
On an Event Strategy Call we'll walk through your offer, your audience, and what an event could produce for you. If it isn't the right move yet, we'll tell you.
Results shown come from past client events. They are not typical and not a promise. Your results depend on your offer, your audience, your list, and your follow-through. Client names are shortened for privacy. Some cost and planning-time figures are estimates and are marked as such.