Services

Site Selection

Let us find the perfect venue that brings your vision to life while maximizing your budget. We’ll handle venue research, negotiations, and contracts so you can be confident you’re getting the best venue, pricing, and contract terms for your event.

Skip the endless back-and-forth with venues and complex contract review. Our expertise helps you avoid common pitfalls while securing a location that delights your attendees and sets the stage for an unforgettable experience.

The best part? We offer this service at no cost to you!!* We get paid directly by the venue. Better yet, you’ll save money due to our extensive knowledge from over 20+ years in the industry and the collective buying power of our clients.

This is a great fit for you if…

• You host multi-day meetings, conferences, mastermind events, or team retreats for 40+ people.
• You’re tired of spending countless hours researching venues only to question if you’ve found the best options.
• You need help finding the perfect venue that balances your budget, desired location, and specific requirements
• You want to leverage our industry relationships and negotiation expertise to secure the best possible venue, pricing, perks, and contract terms for your event

*There is a flat charge of $2,000 for groups under 40 people. For groups of 40+, there is no charge to the client—Wild Elm is paid directly by the venue.

What’s Included

Site Search & Selection

• Leverage industry relationships and extensive knowledge of US and international
• Craft RFPs for venues based on your specific meeting requirements and priorities
• Evaluate venue proposals with your event objectives in mind
• Recommend venues that best align with your event goals, budget, and attendee experience

Venue & Contract Negotiation

• Lead all venue negotiations on your behalf
• Secure competitive rates and favorable terms through strategic negotiation
• Identify and secure value-added concessions like upgraded accommodations or complimentary services
• Provide contract review and risk assessment to protect your interests

Full Event Logistics & Planning

Starting at $18,000

Stop juggling everything yourself or adding to your assistant’s already full plate. Our event planning & logistics service takes the details off your plate and ensures nothing slips through the cracks. We manage all the details so you can focus on the content and be fully present with your attendees.

This is a great fit for you if…

• You and your team don’t have the capacity to dedicate hours to proper event planning. We take on the time-consuming tasks of researching vendors, coordinating speakers, managing contracts, and creating dynamic agendas that achieve your goals.
• You have a clear vision for your event but feel overwhelmed by the countless decisions and moving pieces involved in bringing it to life. From intimate team retreats to large-scale conferences, our experienced planners transform your ideas into reality while managing all the complex moving pieces.
• You need an experienced partner who can anticipate challenges, negotiate with vendors, and maximize your budget through industry relationships. Our connections and expertise save both time and money while ensuring every element aligns with your objectives.

What’s Included

Strategy

The next best steps to take to create an event that achieves your business goals and exceeds your audience’s expectations so you can succeed.

Event Foundation

• Create an overall event strategy and foundation that becomes the lens through which all decisions are made
• Determine the best type of event to accomplish your goals
• Create event pricing and budget in order to reach your revenue goals

Event Content

• Structure your content to engage your attendees – including event length, engagement opportunities, speaker mix, session length, & format
• Curate ideas and experiences to up-level the event so it’s a high-end and engaging experience that exceeds attendee expectations
• Create a hybrid agenda that engages both in-person and virtual attendees
• Work through the best way to transition your in-person events online

Plan of Action

• Identify current pain points and areas of opportunity
• Provide directives on the best path forward

Planning

The logistics and details that ensure nothing slips through the cracks. We manage all of the details so you can focus on what you do best.

Overall Project Management

• Create and maintain a comprehensive task plan
• Ensure deadlines and milestones are met
• Develop and manage event budget

Attendee Communication Coordination

• Create a strategic communication plan for attendees
• Create a timeline for attendee communication

Registration Management

• Recommend appropriate registration software
• Build and manage registration system
• Provide reports, codes, links, etc
• Manage onsite registration

Speaker Management

• Provide comprehensive onboarding for speakers
• Create and implement speaker email templates
• Create and send speaker agreements
• Provide a single point of contact for speakers
• Conduct speaker tech rehearsals
• Thank and follow up with all speakers after the event

Sponsor Management

• Collaborate and create a comprehensive sponsorship strategy
• Provide onboarding for sponsors
• Ensure all deliverables are met
• Be the point person for all sponsors
• Follow up with all sponsors after event

Venue Management

• Research venues and make recommendations
• Negotiate and contract with chosen venue
• Manage hotel room block
• Coordinate all logistics with venue

Audio Visual & Stage Management

• Advise on the type of audio visual and staging required to achieve goals
• Solicit quotes from companies and provide recommendations
• Communicate event needs to vendors

Vendor Management

• Research outside vendors—i.e. musicians/DJ, catering, entertainers, decor, etc
• Negotiate, contract, and coordinate with outside vendors
• Curate and coordinate physical or digital swag/gifts – including delivery

Event Design

• Focus on the decor, style, & aesthetics of the event
• Design and coordinate all the visual details based on your vision

Run of Show & Event Run-Through

• Create a detailed run of show
• Schedule and run the technical run-through with the team

Onsite Support

Your boots-on-the-ground team ensuring every moment of your event runs seamlessly and every attendee feels taken care of.

Onsite Coordination

• Manage onsite event staff and volunteers
• Be the main point of contact for all vendors, speakers, sponsors, and hotel staff
• Coordinate with venue staff on all day-of logistics
• Manage registration and check-in process

Event Operations

• Oversee setup and teardown of all event elements
• Handle real-time problem solving and crisis management
• Monitor event flow and timing to keep everything on schedule
• Ensure all audiovisual and technical elements run smoothly