Conference Pricing | Purdy Group LLC

2027 DoW Training Symposium: Pricing, Acquisition & Procure-to-Pay Outline of Services and Rates

Venue Research/Contract Negotiations & Management - $25,000
Hourly Rate: Estimate 200 hours at $125/hr.

Negotiate with the venue and hotel(s) to develop the appropriate contract with the best terms and inclusions to ensure the success of the event.
Work with client to develop the event specifications.
Negotiate discounts on food & beverage, audio-visual, attrition, meeting space rental, exhibit space rental and staff rooms/upgrades.
Summarize findings and submit to client for review and selection.
Perform physical site inspections for the top cities of interest if requested.
Negotiate and reserve adequate hotel room blocks and additional hotel space if necessary based on attendance figures.
Negotiate final space requirements with selected facilities and request contracts.
Conduct planning trip in advance of the event to orchestrate all operational and logistical meeting specifications if requested.
Act as primary liaison with Hotel(s) throughout entire cycle.

Financial Management - $5,000
Hourly Rate: Estimate 33 hours at $150/hr.

Being conservative when it comes to projecting and managing expenses is critical. It is imperative to aggressively seek to reduce actual expenses and on-site costs wherever possible.
Develop and manage event budget in conjunction with clients.
Provide insight to clients throughout event cycles as it relates to the budget.
Provide financial reports to client upon request.
Secure proposals and negotiate all final agreements on behalf of clients.
Collect all event funds and disburse funds as directed.
Manage credit processes and charge-backs.
Process payments, to include credit card, check and wired payments as directed.
Review and approve all invoices related the event production.
Provide final event budget to client for historical reference

Project Management & Oversight - $10,000
Hourly Rate: Estimate 66 hours at $150/hr.

Consistency of oversight, management and execution is the key to a successful event from planning to onsite execution
Assign one project lead for entire event cycle.
The project lead is to liaison and communicate directly with clients and any team member identified in the process.
Must be available and immediately responsive to any client need or request.
Research, gather and provide any information required by clients.
Ensure event team productivity and delivery.

Logistics & Operations Management - $117,000

Hourly Rate: Estimate 936 hours at $125/hr.

Responsible for coordination and management of all operations and logistics for all 3 conferences to provide consistency and integration of delivery through interfacing and managing the Show Contractor, Security Contractor, Audio-Visual Contractor, Food & Beverage Director, and facility point of contact.
Act as liaison with facility to orchestrate all necessary communication.
Coordinate with client to ensure all program objectives are defined and fulfilled.
Conduct site inspection to define all event needs and address any issues well in advance of the events.
Create and assume responsibility for the master meeting room inventory for events.
Create and manage operations plan, specification orders & onsite documents and share with all parties involved.
Provide dedicated liaison to client throughout planning stages and maintain consistency through onsite implementation.
Coordinate and manage all onsite logistics to include: catering; audio-visual; staging & set-design; entertainment; security; event connectivity; networks; special meeting functions (receptions, dinners, Offices, etc.); special activities (Exhibit Presentation Theater, industry networking sponsorships, networking lounge, WAWF exhibit, etc.); on floor food service areas; sponsorship fulfillment; signage; registration area orders; hiring & training of onsite support; show management offices as well as any additional needs identified by Client.
Act as primary contact with event Decorator to initiate and approve all onsite orders, labor calls, floor plan changes, and Fire Marshal Regulations.
Create an event “atmosphere” and attendee “experience” through decorations, graphically rich signage, traffic flow design and other event management techniques.
Onsite floor management to include move-in and move-out of exhibitors, staging areas, scheduling, service desk, and management of all service contractors.
Frequently monitor room block activity, published room rates and meeting space allocation.
Management of funded hotel reservations within block.
List review of invited guests vs. registered guests vs. hotel rooming lists with clients to ensure all bases are covered.
Work with client to ensure VIPs and office/staff personnel secure hotel rooms in the headquarter hotel(s).
Manage issues as they may relate to the housing block and work with other hotels in the area if additional hotel room demands necessitate such action.
Acquire Fire Marshall approval of all functions being planned.
Negotiate discounts wherever possible on all services being ordered.

Conference Program Development & Speaker Management - $18,000
Hourly Rate: Estimate 144 hours at $125/hr.

Content is the key to any conference. Organizing a coherent program with a reasonable time flow is critical for optimizing attendee experience as well ensuring speaker preparation and comfort relative to the event.
Lend support to assist with speaker management once speakers are identified.
Work with clients to devise the structure & outline for the conference program to ensure adequate meeting space to support the programs.
Confirm all speakers under the direction and approval of the clients.
Secure all speaker requirements to include bios; company logos; photographs; registration information; AV requirements, rehearsal schedules, etc.
Manage the information flow between the clients and the presenters.
Coordinate collection of speaker presentations and obtain clients approval.
Coordinate with Operations for all audio-visual, room sets and catering.
Provide speaker communication and management throughout entire process and onsite.
Create Master Event Grid to outline and manage all activities with meeting rooms and scheduling.

Conference Registration & Customer Service - $50,000
Hourly Rate: Estimate 400 hours at $125/hr.

Registration management ensures that attendees, speakers, exhibitors, and key personnel have a superior customer service experience during the entire registration process and onsite with a registration platform providing the online registration infrastructure designated by the client’s specifications.
Overall management and coordination of all registration processes.
Development of registration form, demographics, collection of fees, etc.
Establish registration web link(s) to be placed on client’s website (creation of two links for invited DoD
Personnel and Industry registrations).
Customer Service for all phone-in registrations as well as handling all email inquiries.
Customer Service for all funded hotel reservations within the official room block.
Production of badges.
Creation of attendee confirmation package and onsite welcome package.
Coordination of onsite registration functions (hardware/software) and staffing.
Database management.
Report generation.
List production throughout pre-event cycle upon request by client.
Provide final, complete attendee list to client within 15 days post event.

Exhibit, Sponsorships & Partner Management - $10,000
Hourly Rate: Estimate 80 hours at $125/hr.

To provide outreach, selling, communicating and managing exhibitors, sponsors and partners.
Floor plan development.
Creation of booth sales materials.
Exhibitor communications, invoicing & confirmations.
Exhibit Service Manual creation and dissemination.
Management of the vendor sales effort.
Exhibit prospect list development & management.
Development and sales of event sponsorship packages.
Collection of all exhibit and sponsorship fees and other necessary fulfillment items.
Onsite management, oversight, and support.
Maintain and manage cooperative partnerships as directed by client for event sponsorships.

Event Graphics - $5,000
Hourly Rate: Estimate 40 hours at $125/hr.

Event graphics and onsite hand-outs are essential in the production of an event.
Aid and guide clients on the necessary required signage and graphics for the event.
Develop signage orders to include all specifications and placement locations.
Review and approve final art for all signage.
Review onsite agendas for accuracy, room allocations, functions and schedule.
Draft welcome package contents.
Review and provide direction for all event graphics to include event logo(s); slide template; sign template: and other necessary event graphics.

Onsite Preparation, Management and Execution - $30,000
Hourly Rate: Estimate 240 hours at $125/hr.

Expertise in onsite management is critical for providing a seamless experience for attendees, speakers, exhibitors, sponsors, and all VIPs.
Provide registration management to oversee and manage processing registrations and providing customer service during the events.
Hire, train and schedule all onsite support staff for all areas of the conferences.
Finalize and ensure onsite security for event spaces.
Create meeting room schedules for venue set-up, tear down, room access, etc.
Secure and assign room monitors for general sessions & breakout meeting rooms.
Provide logistical & venue management to oversee and ensure seamless production and execution of entire event.
Provide operational and contractor management to oversee room functionality and management of all onsite contractors.
Assist client with finalizing all onsite requirements for the registration area and ensure all orders are placed and functional.
Exhibit hall management and contractor management leading up to and during event to manage all items related to exhibitors and decorator issues.
Oversee all meeting room logistics to ensure all orders have been placed, and all meeting room specs are met in advance of the event.
Ensure all presentations are pre-loaded in the correct meeting rooms for all speakers.
Ensuring placement of all signage onsite throughout the event based on the agenda.
Work with hotel/venue during pre-con meeting to ensure all orders are accurate and all functions/space
requirements are met.
Work with hotel/venue for any/all related issues that may arise.
Sign off on all banquet orders in advance, ensure smooth production onsite, and review all hotel charges daily with finance department.
Oversee all event logistics and operation activities on behalf of clients.