Everything clients ask us before signing.

For events under 200 guests, four to six months is comfortable. For conferences, holiday parties in December and anything over 500 guests, we recommend eight to twelve months. We regularly deliver programs on 30–45 day timelines when the scope allows.

Six weeks is the shortest we will typically commit to for a full-service engagement. Below that, we can sometimes support a partial scope — production only, or on-site management only — depending on the calendar.

Discovery calls are usually scheduled within two to three business days of receiving your inquiry. The call itself is 45 minutes and requires no preparation.

Within three business days of the discovery call. The brief includes objectives, recommended approach, timeline and a rough budget band.

Yes. Compressed timelines mean higher costs and fewer venue options, but they are feasible. We delivered 22 programs on sub-45-day timelines in the last twelve months.

Date changes are common. Our contract includes a reschedule clause, and we build in flexibility on vendors that allow it. Where a change is significant, we re-plan from the new date and re-quote affected items.

Two models: a flat planning fee scoped against deliverables, or a percentage of total event spend, typically between 12 and 18 percent. Both are quoted in writing before any work begins. Full details are on the pricing page.

The percentage band is not, but the specific percentage within that band is, depending on program complexity. For flat-fee engagements, we can trim scope to hit a target number.

Typically 40 percent on contract signature, 40 percent at the halfway point, and 20 percent within 30 days of the event. Larger programs can be invoiced in monthly installments.

On most engagements, no. Vendor invoices are passed through at cost and shown separately from our fee. On a small number of specialty services, we charge a disclosed management fee, which is always listed as its own line item.

Change orders are quoted in writing before any additional work proceeds. If the change is significant, we reissue the budget and confirm the new total before moving forward.

Yes. Cancellation terms are specified in every contract and vary by how far out the cancellation occurs. Vendor cancellation fees flow through to the client, but our planning fee is refundable on a graduated scale in the first 30 days.

Yes, typically the first installment of the planning fee covers the deposit. Venue and vendor deposits are separate and paid directly to the relevant supplier.

Our typical floor is around 40 guests and a $25,000 total budget. Below that, the economics rarely work for either side, and we will happily refer you to a smaller local planner.

Absolutely. If you have a venue, caterer or AV partner you already trust, we will integrate them into the plan and manage them alongside our own network.

Typically five to seven candidates, with two or three taken forward to site visits. That keeps the process efficient without forcing a choice from a single option.

Venue sourcing is included in every full-service engagement. If you are booking venue sourcing as a standalone service, we quote a flat sourcing fee that is credited back if you proceed with a full event contract.

Many venues do. We review the in-house menu, negotiate per-head pricing and confirm dietary handling before you commit. Where external catering is allowed, we manage the vendor selection and coordination.

Yes. We coordinate hotel blocks, airport transfers, welcome events and shuttle routes from multiple hotels to the venue.

All bar service is managed through licensed vendors. We require host liquor liability insurance where applicable and coordinate with the venue's requirements before the event.

A dedicated on-site lead plus a staffing team sized to your guest count. The team manages load-in, run-of-show, vendor coordination, guest issues and load-out.

We maintain standby relationships in every market we serve, plus a documented contingency plan for each vendor category. Any issue is escalated to the producer immediately, and mitigation options are activated on the spot.

Every event has a named guest services lead. Common issues — lost items, seating conflicts, dietary questions, accessibility needs — are handled by the guest services team without escalating to your staff.

Yes. A live communication channel stays open throughout the event so stakeholders can reach the producer without interrupting on-site work.

Attendance, actual spend versus budget, vendor debrief notes and attendee feedback data. Delivered within ten business days of the event.

Yes. Our producer and staffing team manage load-out and venue reconciliation, including damage assessment and final vendor check-out.

Yes. We produce fully virtual programs and hybrid events with live-streamed general sessions, remote speaker integration and separate registration tracks.

Typical hybrid production adds 15 to 25 percent to the base production budget, depending on the number of rooms streamed, the number of remote speakers and the on-demand requirements.

Remote speakers are integrated via dedicated broadcast infrastructure with audio and video monitoring, plus a rehearsal window to confirm connection quality and cue timing.

Yes. Sessions can be recorded, edited and hosted on your platform or ours. Turnaround for edited sessions is typically five to ten business days after the event.

Messages submitted during business hours are answered the same day. Overnight or weekend submissions are answered the next business day, usually before noon Central Time.

Yes. For serious engagements we can arrange a short call with one or two clients from a similar program category. References are matched to the type of work you are planning.

Yes. If your brief involves confidential product information or an unreleased program, send your NDA with the initial message or ask for ours. Both are signed before the discovery call.

Yes. If your internal team has already handled venue, budget and guest list, we can be contracted for production and on-site management only. The quote reflects the narrower scope.

Our regular coverage is the continental United States. For international programs, we can partner with a vetted local producer and lead the design and facilitation from our side.

We will tell you on the discovery call. If your program is outside our scope, we will refer you to a producer or agency better suited to it. We do not chase engagements we cannot deliver well.

Yes, for clients in other time zones or with constrained calendars. Tell us your availability when booking and we will find a slot that works.

Yes. The 45-minute planning call is a working session at no cost and with no obligation. You only pay if you choose to proceed to a formal engagement.