A Holistic Approach That Starts Before the First RFP
Our planning process begins with understanding what matters most:
- What worked, and what didn't, at your past events
- Your current goals: attendance, engagement, ROI, retention, or cost control
- The gaps, blind spots, or resource limitations you're up against
From there, we build a plan that aligns with your objectives and protects your investment. No trial and error. Just thoughtful, informed decision-making backed by decades of experience.
Pre-Event Strategy and Planning
Concept & Theme Development
We clarify your goals and design around the outcomes you want - whether that's revenue, engagement, or thought leadership.
Budget Management
We don't just manage line items. We optimize spend, identify areas for savings, and deliver measurable ROI.
Venue & Vendor Sourcing
We clarify your goals and design around the outcomes you want - whether that's revenue, engagement, or thought leadership.
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Event Design and Setup
Every detail of the experience, from ambiance to AV, is designed with purpose. We manage:
- Room layout and stage design
- Signage, branding, and décor
- Audio-visual setup and production
- Registration tech and check-in experience
- Event tech platforms (virtual/hybrid included)
- Speaker sourcing and presentation logistics
- Off-site dinners, excursions, and experiences
No matter how many vendors are involved, we keep everyone aligned, informed, and on time.
On-Site Event Management
When your event goes live, so do we. Our team is on-site to ensure everything
runs exactly as planned. And you can focus on your guests.
Setup & Arrivals
Registration
Catering
Show Management
"Magdalena was helpful and handled SO many issues that we weren't even aware of at the time—which allowed us to continue enjoying our event without being flustered."
— Dr. Hollen Meyer, Chief Culture Officer
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Post-Event Support and Reporting
Our work doesn't stop when the lights go down. Post-event activities are where insights emerge, and future performance improves.
- Teardown and venue walk-through
- Attendee surveys and sponsor feedback
- Financial reconciliation and reporting
- Performance analytics (registrations, breakout attendance, F&B, etc.)
- Archiving of key documents and assets for future use
We help you measure success against your original goals and prepare for smarter planning next time.
Strategic Procurement & Contracting
Needs Assessment
We define exactly what you need, avoiding bloated RFPs and inflated proposals.
Supplier Sourcing
We shortlist vendors who deliver, not just talk, and who align with your goals, brand, and budget.
Negotiation & Contracting
We craft accurate RFPs that get clear answers and strong proposals. Then we negotiate with confidence, saving you money without sacrificing quality.
Risk Management
From force majeure to hotel attrition clauses, we anticipate risks and structure contracts that protect you.
Sustainability & Ethics
If your organization prioritizes sustainability or supplier diversity, we'll help source ethically and responsibly.
Technology & Reporting
We leverage procurement tools to track deliverables, monitor budget, and streamline supplier communication.
What We Manage For You
"Magdalena was absolutely amazing as our event planner for the Vibrant Longevity Summit! She flawlessly managed every detail, from organizing the venue to coordinating speakers, and ensured everything ran smoothly."
— Doug Vigliano, Head of Marketing