Services

Venue Research and Selection

• Assist in the destination and venue selection with specific objectives in mind
• Negotiate contracts for concessions and reduced rates on client’s behalf
• Provide an availability overview to client detailing all venues researched for event

Creative and Strategic Theme Implementation

• Making creative and strategic theme recommendations based on a client’s objectives
• Recommendations can be depicted in drawings and renderings focusing on major design elements

*Renderings, pending design, wil be quoted in Estimated Investment

Project Plan and Timeline

• Coordinate with the client to produce a comprehensive project plan to facilitate event planning and management
• Plan will include key dates such as:
  • Development of the Project Plan
  • Site visits and team meetings
  • Collateral design, distribution, and production
  • Communication Plan
  • Required contract deadlines and invoice payments
  • Registration deadlines, final guarantees for F&B, rooming list cut-off dates (if applicable)
  • Staff orientation and training (if applicable)

Pre-Event Marketing Concept Development

• Create a pre-event marketing plan for the convention, meeting, or event
• Recommendations may include:
  • Internet and email blast marketing campaign
  • Social media marketing plan
  • Public relations firms and marketing personnel to help advertise and market the event

Budget Analysis

• Submit an Estimated Investment based on the compilation and review of all vendor proposals
• Negotiate with suppliers and vendors the best available rates and work in earnest to keep suppliers and vendors within the client’s budget
• Provide client with a written “Change Order” should additional expenses arise outside of the approved Estimated Investment
• Provide a compilation of all final expenses no later than 30 days after the event 
• All expenses negotiated or contracted by Sullivan Group are subject to a 12% professional fee
• Sullivan Group accepts payment via cash, check, wire transfer, or credit card. Credit card payments are subject or 3% convenience fee. 
• All invoice payments are due within 30 days of receipt

Facility Management

• Coordinate with event venue for necessary requirements pertaining to all logistics of physical set-up including:
  • Ensuring all necessary permits are obtained by the venue
  • Consulting with the venue’s staff to establish all audio visual requirements
  • Providing vendors and venues with a production schedule to coordinate the event from load-in to load-out
  • Evaluating efficient security, first aid, and emergency procedures
  • Evaluating ADA requirements and accessibility needs

Food and Beverage

• Supervise venue or caterer for all food and beverage service logistics including attention to the following:
  • Menu selections and tasting
  • Final guarantees
  • Guest ratio for buffets and bars
  • Traffic flow
  • Appropriate staffing
  • Table, buffet, bar placement and service
  • Seating and table placement
  • Prep and plating station placement and logistics
• Food and beverage, pending event needs, will be quoted separately in Estimated Investment

Event Rentals

• Procure any equipment rentals and purchases necessary to produce event including but not limited to:
  • Staging and backdrops
  • Tables, chairs, lounge or other furniture
  • Linens, chair covers, napkins, rugs, or other soft goods
  • Floral or other centerpieces
  • Functional and/or ambient lighting
  • Audio visual equipment
  • Generators, lifts, or other heavy equipment
• Rentals, pending event needs, will be quoted separately in Estimated Investment

Entertainment

• Coordinate the development, scripting, rehearsal, physical set-up and management of all contracted talent including but not limited to:
  • Motivational or instructional speakers
  • Historical figures
  • Musical entertainment
  • Variety artists, characters or performers
  • Sports figures
  • Celebrities
• Manage and oversee rider requirements of any contracted talent
• Speaker/Talent fees and rider requirements, pending needs, will be quoted in Estimated Investment

Audio Visual Production

• Make recommendation, coordinate, design and develop all media applications with event strategy in mind, including:
  • Audio visual production needs
  • Video production
  • Special effects, pyrotechnics, and lasers
  • Computer interfacing
  • Multimedia systems
  • Scenic construction which may include stage sets and/or appropriate ambient decor
  • Technicians
• Pending needs, a quote for the above services will be quoted in Estimated Investment

Speaker Coordination

• Coordinate and manage event presenters from research to event execution
• Services may include:
  • Research potential speakers with event strategy in mind
  • Manage all speaker communication
  • Confirm presentation and rider requirements
  • Manage all travel, transportation and accommodation needs
  • Create and communicate all rehearsal schedules; Management of rehearsals

Security

• Coordinate and manage event presenters from research to event execution
• Pending event needs, security personnel can consist of uniformed or plain-clothed officers licensed and trained in the following:
  • Command operation
  • Safety and medical procedures
  • Crowd control
  • Traffic and parking
  • Communication with local police and fire departments
  • Firearms
• Security Personnel fees may apply, pending event and venue requirements, and will be quoted in Estimated Investment

Emergency and Risk Management

• Provide a plan to include a review of the following:
• Security
• Fire Marshall approved layout
• First Aid and EMS
• Evacuation plan to include well-identified and visible exit signs and muster points
• Permits and licenses
• Venue compliance with Americans with Disabilities Act
• Federal, state, and local regulations
• Insurance certificates for each vendor and supplier
• Emergency communication plan

Registration and Database Management

• Implement and/or support a customized registration process or website
• Services may include:
• Invitation distribution via email and/or regular post (courier fees and additional postage may apply)
• Event registration or RSVP management
• Weekly report on confirmed attendance
• Name badge production (a separate quote will be provided for materials)
• Management of onsite registration (additional staff may be required)
• Custom registration website, pending needs, will be quoted in Estimated Investment
• Onsite registration staff, pending needs, will be quoted in Estimated Investment at $45 per person per hour