How It Works

A BW Events production, start to finish.

Three steps to lock the event. One day to run it. Two days after, you have your content. Here's exactly what each piece looks like.

Get a quote →

Step One

Tell us about your event.

// The 15-minute call

Book directly on Brent's calendar. The first call is 15 minutes — we keep it short on purpose. Long enough to understand your event. Short enough that you're not committing your morning to a sales pitch.

// What we'll ask

Why are you holding this event — what's the single most important outcome?
If we could only nail one thing, what would it be?
What impression do you want people to leave with?
What's the event? Type, date, venue, audience size
What's the room — venue locked, layout known?
What are the must-haves on AV — screens, mics, livestream?
What content do you want to walk away with?
What's your budget range, even ballpark?

// What you'll get

A real number in your inbox within 24 hours of the call
Line-itemed, broken out by service area
Honest read on whether your budget matches your scope
No “we'll send a proposal next week.” No agency-style runaround.

Get a quote →

Step Two

Walk the venue.

// The venue walk

Once the quote is signed and the deposit is in, our Director of Events meets you at the venue. No charge. For larger and multi-day events we do this early — usually 8 to 12 weeks out — because most day-of problems (power, hardline internet, sightlines, load-in) are catchable here while there's still time to solve them. The plan goes from theoretical to specific — where's the stage, where do the cameras go, what's the load-in path, what's the call time.

// What we'll cover

Room layout + stage placement
AV positioning + cable runs
Livestream tech location (if applicable)
Load-in / load-out logistics with venue ops
Photography + headshot booth placement
Power + rigging needs
Day-of schedule + call sheet

// What you walk away with

Final run-of-show document
Confirmed equipment list
Locked day-of schedule
Direct line to your producer for anything that comes up

Step Three

Run the room. Hand back the story.

// Day-of

Crew arrives at call time. Load-in on schedule. We test every piece of gear before doors, and rehearsal is built into the schedule — a technical run, then a full run-through with your speakers on their real cues. During the event, our producer runs the show and our team handles every camera, every mic, every cue, with an independent backup on everything that matters. You're not on the floor solving AV problems — you're with your guests.

// What gets delivered

Recap reel: same-day to two weeks, sized to your event budget
Event photography + headshot gallery: next business day
Within one week: session recordings, one file per session
By Monday morning: everything is in your inbox

The CEO emails the recap to the board. Marketing posts the clips. Photos go into the annual report. Headshots update on LinkedIn.

Your Part

A few decisions only you can make.

We handle the production. But a handful of things only you can lock — and each one has a date attached, worked backward from show day. We name them at kickoff so none of them is ever a surprise.

Final headcount · ~2–3 weeks out

Drives the room set, catering guarantees, seating, and safety limits.

Content locked · ~1 week out

Slides, videos, and playback files to us by the deadline so we can test them on the actual show machines — and so your presenters can rehearse on the real screens. Late content is the single most avoidable show-day crisis, and the one we protect you from hardest.

One decision-maker on your side

Name the one person who gives the final yes. It keeps direction clear and keeps too many cooks from stalling the event.

Doors Open

Ready to start at step one?

Book your 15-minute call with Brent. We'll take it from there.

Get a quote →