Our conference planning process.
We call it the 360-Degree Client Experience: five phases, the same on every event, so you always know what happens next and what you receive.
The Proposal
Every partnership starts with an introductory call to understand your event goals, vision and needs. Your proposal is built from that conversation, so it fits your event instead of a package.
What is included
- A custom scope of work, based on your event needs
- Partnership terms, with roles and expectations defined
- Investment transparency: a detailed breakdown of costs
- A contract agreement to begin planning
Onboarding
Onboarding sets the stage for your event’s success. Once the contract is signed, you receive our Welcome Guide and meet your team at a Strategic Planning Meeting, where we set measurable event goals together.
What is included
- The Welcome Guide: your CTC team, roles and how we communicate
- A Strategic Planning Meeting with your planning team
- Measurable event goals, so success is defined from day one
- Key timelines and milestones
Project Management
We manage every detail with project management tools that track tasks, timelines and budgets. Your dedicated project manager is your main contact from the first planning call to show day.
What is included
- A dedicated CTC project manager
- Planning calls with an agenda before and notes and action items after
- Your own action-item list for approvals, forms, headcounts and payments
- Budget tracking and documented cost savings
- The Master Event Showbook, one central guide to your event
Onsite Experience
Before you arrive, our whole team walks through your event at the All-Hands Meeting. Onsite, we are your eyes and ears: our team watches every room, runs every detail in real time and handles anything that comes up before it reaches you, so you can focus on your guests.
What is included
- The All-Hands Meeting with the full CTC team
- Our onsite team from load-in through load-out
- Issues spotted and solved quietly, before they reach you or your guests
- One point of contact for the venue, the vendors and you
Post-Event Report
The final phase turns your event into insight. After a debrief with your team, you receive a detailed report on goals, analytics and recommendations. A Post-Event Report can save up to 25% in labor costs on your next event, because you never start from scratch.
What is included
- A debrief with you and your team
- Results measured against your event goals
- Attendance, engagement and survey results
- Documented cost savings
- Recommendations for next year
Start at step one.
Book an introductory call. We will learn your goals and send a proposal built for your event.