Proposal for NewEdge Growth

CURATING ELEVATED EXPERIENCES

Event Information

Full-Service Event Planning & Production Proposal

October 2026 | Austin, TX | 200-300 Attendees
(Weekday or Weekend Date TBD)

Events: 1 Day - Mini Conference (Panel + Entertainment)

Brainstorming….

Welcome to the New Wild West

— Where AI, Growth & Leadership Collide

Wild West: AI Uncharted

— Navigating Growth in the Age of Intelligence

Taming the New Frontier

— Practical AI for Real Business Growth
  • Long outdoor dining table set for a celebration with gold-rimmed plates, cloth napkins, glasses of water, small gift boxes, and candles, surrounded by transparent chairs, in a garden with string lights and shaded trees.

  • A traditional Indian wedding ceremony with a bride and groom dressed in colorful attire, surrounded by floral decorations and sacred items on the ground.

  • Elegant wedding reception hall decorated with large floral arrangements, hanging floral installations, and candlelit tables under a floating floral chandelier.

  • A man dressed in yellow traditional attire performing a religious ritual on a stage with floral arrangements and offerings.

“...Arti takes your vision and elevates it in ways you could never imagine, without missing a single detail. On the day of the event, you can completely relax knowing she is by your side every step of the way.”

-Tori Larned at Best Day Ever Foundation

…it was more than we could have imagined! Every detail, layer, texture, and activity was so well put together! I can'‘t believe how beautifully everything came together!…”

-Logan & Jace

Event Overview

NewEdge Growth will host a one-day experiential event in Austin, Texas, designed to combine thought leadership with an immersive social experience. The event will include a curated panel discussion followed by a western-themed evening celebration that reflects both Austin culture and NewEdge Growth’s brand energy.

Avent Productions will provide full-service event planning, production, and on-site execution, acting as the central point of coordination for all vendors, logistics, and guest experience.

Scope of Services

  • Avent Productions will lead the overall planning and strategic development of the event, ensuring cohesion across programming, branding, and guest experience.

    Services include:

    • Event concept development & flow (panel → transition → evening celebration)

    • Master event timeline & production schedule

    • Budget creation, management, and reconciliation

    • Venue sourcing support and walk-through coordination

    • Vendor sourcing, contract review, and management

    • Design direction for western-themed experience (lighting, décor, rentals)

    • Guest experience mapping from arrival to departure

    • Ongoing client communication and planning meetings

  • Avent Productions will support the planning and execution of the panel discussion to ensure a polished, professional, and seamless program.

    Services include:

    • Panel run-of-show and cue sheet development

    • Coordination with speakers and moderators

    • Stage layout and seating configuration planning

    • Audio/visual coordination (AV vendor liaison)

    • Speaker green room & backstage flow (if applicable)

    • Rehearsal and soundcheck coordination

  • Following the panel, Avent Productions will transition the event into a western-themed social experience that feels elevated, immersive, and on-brand.

    Services include:

    • Design vision and experience curation

    • Rental and décor coordination (furniture, staging, props)

    • Lighting and ambiance planning

    • Entertainment coordination (DJ, live music, activations)

    • Bar and catering flow planning

    • Signage, wayfinding, and branded touchpoints

    • Guest experience transitions and pacing

  • Avent Productions will serve as the central point of contact for all event vendors to ensure smooth execution.

    Includes coordination of:

    • Venue

    • Catering & bar service

    • Audio/visual & lighting

    • Rentals & décor

    • Entertainment

    • Staffing and security (as required)

    • Transportation or valet (if applicable)

  • Avent Productions will manage all on-site logistics and staffing to ensure a seamless experience for guests and speakers.

    Staffing & coordination includes:

    • One (1) Lead Event Producer (on-site)

    • One (1) Event Coordinator (Additional staffing added based on scope of event.)

    • Vendor load-in & load-out supervision

    • Guest check-in and flow oversight

    • Program cueing and timeline management

    • Issue resolution and real-time problem solving

Investment & Fee Structure

To support a seamless planning process and high-level execution, Avent Productions utilizes a combined fee structure that reflects both strategic planning and hands-on event production management.

  • $5,000 Flat Fee (Minimum Day Event Rate)
    Event Leadership - One (1) Lead Planner + One (1) Assistant Coordinator

    This fee covers Avent Productions’ consulting and strategic planning services, including:

    • Overall event strategy and planning oversight

    • Budget development and management

    • Vendor research, sourcing, and selection support

    • Contract review and coordination with selected vendors

    • Planning meetings, communication, and timeline development

  • 10% of Managed Event Production Costs

    A service fee of 10% will be applied to the total cost of all event elements managed by Avent Productions. This fee covers the coordination, management, and execution of all production and experience-related components of the event.

  • Billed Separately Based on Staffing Needs

    Event labor and on-site coordination are billed based on:

    • Number of event days

    • Number of team members required

    • Scope of responsibilities

    • Experience level of assigned staff

    This includes staffing from load-in and setup through event execution and breakdown, such as:

    • Lead Event Producer

    • Event Coordinators / Stage Managers

    • On-site production and logistics support

    A detailed staffing plan and labor estimate will be provided once the final scope, venue, and production requirements are confirmed.

  • Basic to Mid-Range Western Themed Event

    $250 – $450 per person
    This would include:

    • Venue rental (Austin mid-range)

    • Standard full-service catering (buffet or plated Texas-style)

    • Bar service (beer & wine/full bar)

    • Themed decor and props

    • DJ or local entertainment

    • Standard AV/lighting

    ➡ Typically used for solid corporate events with good experience delivery but fewer high-end custom elements.

    Premium Themed Experience

    $450 – $800+ per person
    Includes elevated:

    • Bespoke venue with themed spaces (barns, ranches, outdoor settings)

    • Curated Texas-inspired menu with premium service

    • Live Western entertainment (band, performers)

    • Custom stage & immersive styling + lighting

    • Specialized experiential elements like mechanical bull, wagon entrance, local artisan activations, professional photos, premium bar packages

    ➡ Designed to feel like a destination experience rather than a standard corporate gathering.

*Proposal Valid Until February 23rd, 2026

Gallery
Service deck

Next Steps

Once the proposal has been reviewed, the following steps will move the planning process forward:

  1. Proposal Approval
    Confirm approval of the scope and fee structure outlined above.

  2. Contract & Initial Retainer
    Upon approval, Avent Productions will issue a service agreement and invoice for the initial retainer to formally secure the event.

  3. Planning Kick-Off Meeting
    A kickoff meeting will be scheduled to align on goals, audience, budget parameters, and creative direction.

  4. Budget & Vendor Sourcing Begins
    Avent Productions will develop a working event budget and begin sourcing and presenting vendor options for review and approval.

  5. Production Timeline & Staffing Plan
    A detailed production timeline and recommended staffing plan will be created once the venue and core vendors are confirmed.

If you have any questions or need guidance, our team is happy to assist.

CURATING ELEVATED EXPERIENCES