Our last event took over my life for three months. I can't do that again.
That's a real cost, and you're right not to repeat it. When the host is also the planner, the event eats the weeks before it, the days of it, and the recovery after.
The exhaustion came from holding the whole event yourself. A producer holds it with you. Your weeks go back to filling seats and preparing what you'll teach. The logistics go to a team that has produced more than 100 client events.
In their words
Hosts who felt the same way
From clients and partners we've produced events with.
“I used to do all the work myself with my small team, and it was overwhelming. It was taxing, and I'd be stressed out by the end of the event. Now I shake hands, hug, and kiss babies. That's pretty much all I do when we have events.”
“I've probably put on 25, 30 events and really struggled with feeling like people had my back. We just wrapped up our three-day event and it was the first time the only thing I thought about was how I could deliver to the people who came.”
“When Shay is in the back of the room, you can relax because you know it's all being handled with ease and grace.”
The production, phase by phase
What we carry, and what stays with you
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
Where your hours go instead
Every hour spent chasing a hotel contact or rebuilding a run of show is an hour not spent filling seats. Filling seats is the one part only you can do.
From a real room
Repeat host
A physician-practice coach hosts twice, six months apart
Smaller room the second time (53 registered vs. 67), a higher enrollment rate, and about $21,800 less in expenses. Program price around $36,000.
“So grateful to work with such an amazing team who were dialed in from every step.”
The cost of waiting
What staying put costs
The cost of a draining event isn't only the three months. It's the next event you don't host because you're dreading it, and the enrollments that room would have created.
Another way in
Maybe it isn't a full production yet
If the drain came from one part (the hotel, the run of show, the show days), we can take just that part. Venue sourcing, run-of-show reviews, and show calling are all available on their own.