Great for visiting & remote teams
Turnkey Event Planning & Logistics Coordination for Out-of-Town Production Teams: Flying in a show or corporate program to Monterey or Santa Cruz? We act as your local advance & logistics arm—owning schedules, permits, vendors, and show-week execution so your team can focus on content and stakeholders.
Flying in a show or corporate program to Monterey or Santa Cruz? We act as your local advance & logistics arm—owning schedules, permits, vendors, and show-week execution so your team can focus on content and stakeholders.
Venue Sourcing & Permits
- Shortlist venues aligned to capacity, access, noise & curfew rules
- Hold dates, coordinate walkthroughs, manage contracting
- City, county & venue permits; COIs and additional insureds
- Fire/life-safety coordination; ADA & egress considerations
Master Schedule & Run-of-Show
- Build master timeline, milestones, and approvals
- Draft run-of-show, cue sheets, talent & presenter flows
- Detailed day-by-day including load-in/out windows & lockups
- Stakeholder comms: daily calls, distro lists, version control
Vendor & Stakeholder Management
- Source and manage local decor, catering, rentals, security
- Contract routing, rate cards, deliverables & SLAs
- Single point of contact for all local partners
- On-site orchestration across departments
Travel, Lodging & Transport
- Hotel blocks, rooming lists, attrition & concessions
- Airport transfers, crew shuttles, VIP movement plans
- Parking maps, dock access, route plans & staging zones
- Local dining & offsite recommendations
Docs, Compliance & Risk
- COIs, W-9/W-8, venue addenda, indemnification
- Weather & contingency playbooks; escalation matrix
- House rules, union rules (if applicable), curfews
- Incident logging & debrief templates
Advance & On-Site Management
- Pre-con & site survey; floorplans & access notes
- Badge lists, check-in, BOH/FOH flows, wayfinding
- On-site show call for planning & logistics tracks
- Strike coordination, postmortem & wrap materials
Built for Visiting Teams
We specialize in destination logistics for teams producing in Santa Cruz & Monterey counties.
Corporate & association planners
Brand activations
Agency & producer teams
University & nonprofit programs
Touring presenters
Note: This page covers planning & logistics only. If you need technical vendors (A/V, lighting, staging, rigging), we coordinate with your chosen providers or can refer options; those services are handled by separate departments/vendors.
How to Get Started
-
Discovery: Share dates, attendee counts, format, goals, constraints.
-
Advance: We schedule a virtual pre-con and begin venue/vendor outreach.
-
Proposal: Receive a detailed scope, timeline, and fee structure.
-
Lock & Execute: We drive schedule, comms, permits, and on-site logistics.
Sample Deliverables
- Master timeline & critical path
- Run-of-show & presenter schedule
- Venue matrix & comparison
- Permitting checklist & COI tracker
- Stakeholder contact sheet & distro
- Wayfinding & arrival plans
Planning & Coordination Fees
Fees are scoped to complexity, timeline, and on-site days. Typical ranges:
- Single-day coordination (local): $1,500 – $6,500
- Multi-day program w/ advance & on-site mgmt: $5,000 – $25,000
- Destination programs w/ complex permitting & vendor matrix: Custom
Travel & hard costs (permits, rentals, parking, security, etc.) billed at cost with approvals.
Service Area: Santa Cruz & Monterey Counties (primary). Select planning scopes may extend across the Bay Area upon request.
Talk with a Local Planning Lead
Tell us about your dates, venue preferences, and success criteria. We’ll assemble a clear plan, timeline, and local support structure.
