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NearForm Company Meetup 2024 Proposal

Brief:

Timeline: April / May 2024 ​Duration: Two nights (Friday through to Sunday) ​Numbers: based on 80% attendance rate of current headcount - 200 EMEA, 104 AMER ​Format: two site retreat in Ireland/UK & USA (single site USA option would be considered if viable) ​Budget: €500k to include all expenses (agency fees, travel, accommodation, F&B, activities, entertainment transfers, SWAG) ​Venue Criteria: high standard but not luxury, preferably single room occupancy (twin occupancy will be considered), meeting room / conference facilities ​Location Criteria: a city break type venue(s) or a country retreat within reasonable distance from a major int'l airport

Proposal:

Option 1: two site retreat

US leg:
Location: Seattle (or nearby, to minimize travel costs)
Attendees: 100-105
Budget: 200k USD (180k EUR), all in ( agency fees, travel, accommodation, F&B, activities, entertainment transfers, SWAG)
Agency service fee: 250 USD pp (25 000 USD total)
Execution: in partnership with
Services included:
Venue search (according to budget criteria)
Venue negotiation and contracting
Flight Booking and Management (if required)
Dedicated Client Success Lead
Agenda proposal
Custom vendor search and management (F&B, activities, ground transportation etc)
On site Client Success Lead assistance

EU leg:
Location: Ireland or UK
Attendees: approx 200
Budget: 320 - 350k EUR all in (agency fees, travel, accommodation, F&B, activities, entertainment transfers, SWAG)
Agency service fee: 35 000 EUR
Execution: OnsiteHub
Services included:
complete end to end planning service (venue sourcing, vendor sourcing, internal and external comms management, an interactive desktop and mobile dashboard for ease of management)
project management of the two teams (EU and US) to make sure everyone's aligned
experienced event planner to oversee the entire production (budget management, vendor management, people comms etc, agenda suggestions and best practices etc)
3 people on-site during event days to help on the ground (the main retreat planner + two additional assistants)
access to our network of professionals, facilitators etc available to be contracted on top, depending on event needs (priced additionally)

Total budget estimate for two leg option: 500-530 000 EUR


Option 2:

All Hands US (New Orleans)

Our partners at Offsite are experts in company retreats in the USA and are confident they would be able to execute an all hands for 300 people in New Orleans within the budget of up to 400-450k USD total (360-400k EUR) (excluding flights).
of an all hands for 168 people in New Orleans they executed earlier this year
an additional 150k EUR left to be allocated for flights
total budget estimate: 500 - 550k EUR
In this case, OnsiteHub leaves the entire contract management and execution to Offsite.

Next steps:

decide on option 1 or 2
Option 1:
Service Agreement signed with both OnsiteHub and Offsite for their respective service scope
both partners agree to work within the proposed budget
in case venues can’t be sourced by a reasonable date within the agreed upon budget, service providers agree to a refund of the service fees
Option 2:
OnsiteHub puts Near Form in touch with Offsite to request a proposal
Offsite takes over full proposal, contract negotiation and execution


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