Hill Country Consultants — Clarity. Strategy. Organized Growth.

Services

Event Planning, in person

We plan and run in-person events — launches, workshops, and gatherings.

Book a strategy sessionSee plans
A seminar room arranged with rows of chairs

Who it's for

  • Businesses hosting a launch, workshop, conference, or private event without an events team.
  • Owners who need the logistics handled so they can be present at their own event.
  • Anyone who wants a coordinated event without juggling every vendor themselves.

What this covers

Venue sourcingVendor sourcingCatering coordinationRegistration & ticketingSpeakers & entertainmentDecorSponsorsGuest managementRun-of-showRehearsalsDay-of coordinationCorporate eventsConferencesWorkshopsLaunchesPrivate events

What's included

  • Event plan and budget outline
  • Run-of-show and timeline
  • Vendor coordination and materials
  • On-site coordination at higher tiers

What to expect

  • One event per term at Foundation, quarterly at Momentum, quarterly with on-site coordination at Enterprise
  • A run-of-show approved before the date
  • Vendors confirmed and materials ready
  • Post-event wrap and follow-up

What you receive

  • An event plan and budget outline.
  • A run-of-show and timeline, approved before the date.
  • Sourced and coordinated vendors, with materials ready.
  • Registration, ticketing, and guest management as scoped.
  • On-site day-of coordination at higher tiers.
  • A post-event wrap and follow-up.

What you provide

  • Your goals, budget, date, and any must-have vendors.
  • Vendor decisions and approvals — by default you hold vendor contracts and pay vendors directly; by written agreement we can pay approved costs and bill them back to you at cost.
  • Approvals on the plan and run-of-show.
  • Access to any tools for registration or guest lists.

How it works

  1. Step 1

    Strategy session

    A free 30-minute call to understand the event, goals, budget, and date.

  2. Step 2

    Plan & budget

    We build the event plan, budget outline, and vendor list for your approval.

  3. Step 3

    Coordinate

    We source and coordinate vendors, set up registration, and manage the guest list.

  4. Step 4

    Run-of-show

    We build and approve the run-of-show and timeline before the date, and run rehearsals where needed.

  5. Step 5

    Event & wrap

    On-site day-of coordination at higher tiers, then a post-event wrap and follow-up.

Event samples

Planned, coordinated, and run to a timeline. A sampling:

Portfolio samples — add your real event photos here.

Rates

The scope

In-person only. Venue, catering, and hard costs are billed at cost.

How to start

Start with the free 30-minute strategy session. We map the work, recommend a plan tier or a standalone scope, and put it in writing before anything begins.

Timeline

Lead time depends on the event's size and complexity; we scope it per event with milestones toward the date. One event per term at Foundation, quarterly at Momentum, quarterly with on-site coordination at Enterprise.

Revisions

The plan and run-of-show are reviewed and approved before the date, and adjusted with you as the event takes shape.

Software & platforms

  • Registration, ticketing, and guest-list tools.
  • Budget and run-of-show trackers.
  • Your own accounts and vendor tools wherever possible.

Not included

  • Vendor and hard costs themselves (venue, catering, rentals) — “at cost” means the actual amount with no markup. By default you hold the contracts and pay vendors directly; by written agreement we can pay approved costs and bill them back at cost. Either way, these costs are separate from the planning fee.
  • Licensed services (e.g. security, alcohol service) beyond coordinating the right vendors.
  • Guaranteed vendor availability or weather.

Upgrades & add-ons

  • On-site day-of coordination (included at higher tiers).
  • Travel to your event where needed — travel and lodging quoted per event.
  • Additional events beyond your tier.

After you purchase

We scope the event, build the plan, budget, and vendor list, coordinate everyone, and approve the run-of-show before the date — with on-site day-of coordination at higher tiers and a wrap-up afterward.

Questions

How much of the event do you handle?
It depends on your package and tier. At a minimum we plan, budget, build the run-of-show, and coordinate vendors and guests. Fuller service — deeper vendor management and on-site day-of coordination — comes at higher tiers. You always hold the vendor contracts and payments; we coordinate them.
Do you run the event on-site, day-of?
On-site day-of coordination is a higher-tier inclusion. Planning, vendor coordination, and the run-of-show are handled at every level.
Do you travel for events?
It depends on the event. Where travel is needed, travel and lodging are quoted per event and billed at cost.
Is there an event-size limit?
No fixed limit — we scope and price each event by its size and complexity. Bring the details to the strategy session and we'll map it.
Who pays the vendors — us or you?
It depends on the event, and we set it in writing. By default you hold the vendor contracts and pay vendors directly, and we source and coordinate. On some events, by agreement, we pay approved costs on your behalf and bill them back at cost — meaning the actual amount with no markup. Either way, vendor and hard costs (venue, catering, rentals) are separate from the planning fee.
What does the $1,500 starting price include?
The $1,500 starting point covers the planning work: the event plan and budget outline, vendor sourcing and coordination, and the run-of-show and timeline. On-site day-of coordination and travel are not automatically included — on-site coordination is a higher-tier plan inclusion or a standalone add-on, and travel and lodging are quoted per event. Vendor and hard costs are separate and billed at cost. The final scope and price are confirmed in writing for your specific event.
What types of events do you plan?
Corporate events, conferences, workshops, launches, and private events, among others — bring yours and we'll scope it.

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