We offer unique services in the areas of event strategy, planning, production, and sponsorship.
Every client and event is unique. We will help you decide what services you’d benefit from based on your budget and event complexity. Just need some strategy sessions? Great! Need logistics and planning support as well? We’ve got you covered. Do you have an in-person event? Or do you need support for a virtual event? Are you considering a hybrid event? We’re here to support you with all types of events!
STRATEGY
Get support with event strategy so that you know the next best steps you need to take in order to create an event that achieves your business goals and exceeds your audience’s expectations. During the strategy sessions, we can dive into the following areas:
Event Foundation
- Help 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
- Work through the best way to transition your in-person events online
- Create a hybrid agenda that engages both the in-person and virtual attendees
- Help structure the content in order to engage your attendees, including event length, engagement opportunities, speaker mix, session length and format
- Suggest ideas and experiences to up-level the event so that it is a high-end and engaging experience that exceeds attendee expectations
Plan of Action
- Identify current pain points and areas of opportunity
- Provide suggestions on the best path forward
PLANNING
Hire us to focus on the logistics and details to ensure that nothing slips through the cracks. We manage all of the details so that you can focus on what you do best. Services we provide include:
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
- Provide attendee email templates
- Create 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 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
Venue Management (in-person events)
- 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 digital or physical swag/gifts, including delivery
Event Design
- Focus on the décor, style and 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 technical run-through with the team
VIRTUAL PRODUCTION
Hire us to manage the virtual platform and handle the technical execution on the day of your virtual or hybrid event so that you can be present with your attendees. For example, we can help with:
Virtual Event Platform Selection
- Assist in determining the right platform for your event
- Vet event platforms by ensuring it has the features you need for your event (including but not limited to customized branding opportunities, networking options, sponsorship opportunities, integrations, analytics, reporting, and CEU/CPE tracking)
- Provide recommendation on best virtual event platform for your unique event
Virtual Event Platform Management (Zoom)
- Create event in Zoom
- Ensure features that will be used for the event are enabled (including but not limited to breakout rooms, whiteboards, polls, interpretation, closed captioning, and audio/visual capabilities for the attendees)
- Create polls and surveys
- Add panelists (if needed)
- Be the point person for the platform to help troubleshoot all issues
- Manage breakout rooms
Virtual Event Platform Management (Non-Zoom)
- Create a branded and cohesive experience
- Set up registration
- Create polls and surveys
- Set up all features that will be used for the event
- Create home page (“lobby”), session pages, sponsor booths, and other rooms
- Upload pre-recorded videos
- Provide user guides for attendees, speakers, and sponsors/exhibitors
- Be point person for the platform to help troubleshoot all issues
- Provide analytics from the platform
Day-Of Backend Virtual Management
- Support during the event to make sure the event runs smoothly
- Be the point person for the platform to help troubleshoot all issues
- Oversee the technical aspects of the program the day of event
- Ensure the appropriate persons are on video at any given time
- Manage breakouts
- Chat moderation
- Manage the audio visual team
SPONSORSHIP
Sponsorship is an amazing opportunity to bring in additional revenue for your event and connect your audience with organizations that will add value and compliment your event. We will help you create a sponsor strategy that attracts the right sponsors, and we will assist in the logistics to make it a seamless experience for sponsors and attendees. For example, we can support you with:
Sponsorship Strategy
- Collaborate and create a comprehensive sponsorship strategy
- Define sponsorship goals
- List sponsorship assets
- Create sponsorship level packages
- Define ideal sponsor profile
- Determine number of sponsor opportunities available
Sponsorship Procurement
- Maintain list of potential sponsors
- Create customizable sponsorship deck
- Reach out to potential sponsors
- Negotiate the best sponsorship package for sponsor and client
- Create and send sponsor agreement
Sponsorship Management
- Provide onboarding for sponsors
- Ensure all deliverables are met
- Be the point person for all sponsors
- Follow-up with all sponsors after event
Emily came highly recommended to us by another organization when we were looking for production support for our Accessible Transportation Summit. Emily was always available if we had any questions and met with us regularly to go over changes in agenda and logistics. She was always professional yet personable and easy to work with. Working with Emily exceeded our expectations, and we would enthusiastically recommend her to anyone looking for production support for their virtual event.
Craig Davis
Texas SILCEmily is absolutely incredible! When I first reached out to Emily, I knew that I wanted to transition my in-person event to a virtual one, but I didn’t know where to start and wanted to make it a really enjoyable experience for attendees. After the first call with her, I had so much more confidence in planning and moving forward with my virtual event. She helped me think through things that I wouldn’t have thought of and helped me brainstorm ways to engage my audience online. If you are looking for support in planning your virtual event, I’d 100% recommend Emily!
Dr. Alysondra Duke
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