Why Package Your Event Production Services?

In the dynamic world of virtual and hybrid events, client needs vary wildly. Trying to build custom quotes from scratch every time is time-consuming, inconsistent, and often undervalues your expertise. Packaging offers several key benefits:

• Simplifies Client Decisions: Presented with three clear packages, clients spend less time comparing individual line items and more time choosing the option that best fits their needs and budget.
• Increases Per-Client Value: Tiered packages naturally encourage clients to consider higher-value options they might not have built themselves, often leading to higher average deal sizes.
• Streamlines Sales Process: Standardized packages make quoting faster, reduce back-and-forth, and provide a clearer framework for sales discussions.
• Communicates Value Effectively: Packages allow you to bundle core services and highlight the cumulative value proposition rather than just listing tasks.
• Predictability: For you, packaged services create more predictable revenue streams and service delivery requirements.

Building Blocks: Understanding Your Costs and Value

Before you start packaging event production services, you need a solid understanding of your own business. What does it truly cost you to deliver a specific service or package? Don’t forget labor (including your time!), software/platform costs, equipment amortization, overhead, and desired profit margin.

Simultaneously, identify the value you deliver. Do you save clients time? Reduce stress? Ensure flawless execution that protects their brand reputation? Drive higher attendee engagement? Quantify this value where possible (e.g., ‘our platform ensures 99.9% uptime, preventing costly technical glitches that could disrupt your key message’). Your pricing should reflect this value, not just your costs.

Designing Your Service Packages

Think about the typical needs of your ideal client segments. What are the common service bundles required for different types or scales of virtual/hybrid events? Consider:

• Event Type: Internal meeting vs. external conference vs. product launch.
• Complexity: Simple webinar vs. multi-track conference with networking.
• Audience Size: Small internal team vs. thousands of global attendees.
• Duration: A few hours vs. multiple days.
• Required Features: Live streaming, pre-recorded content, interactive Q&A, polling, breakout rooms, networking features, technical support levels, speaker management, registration, analytics.

Structure your packages around these variables. A good starting point is the Good-Better-Best model, offering three distinct tiers. Ensure clear differentiation between tiers, with increasing levels of service, features, or support as you move up.

Example: Tiered Pricing for a 1-Day Hybrid Conference

Here’s a hypothetical example of how you might structure tiered packaging event production services for a mid-sized hybrid conference (prices are illustrative):

• Tier 1: ‘Essential Hybrid’ ($7,500 - $15,000)

  • Basic virtual platform setup (streaming, Q&A)
  • On-site basic AV support (main stage)
  • Limited technical rehearsal time
  • Email support during event
  • Basic analytics report

• Tier 2: ‘Professional Hybrid’ ($15,001 - $30,000)

  • Includes everything in Essential Hybrid, PLUS:
  • Enhanced virtual platform features (networking, multiple tracks)
  • On-site full AV support (main stage + breakouts)
  • Dedicated technical producer for virtual elements
  • Moderator briefing support
  • Dedicated chat/phone support during event
  • Detailed analytics report

• Tier 3: ‘Premium Hybrid’ ($30,001+)

  • Includes everything in Professional Hybrid, PLUS:
  • Custom-branded virtual environment
  • Pre-event speaker training sessions
  • Advanced interactive features (polling, gamification)
  • Full production crew on-site and virtual
  • Dedicated project manager
  • 24/7 pre-event technical support
  • Post-event recording editing & distribution support
  • Comprehensive post-event report with key insights

Notice how each tier builds on the last, offering progressively more value, features, and support. This makes the middle tier ‘Professional Hybrid’ often look like the best value to many clients.

Adding Optional Services and Add-ons

Beyond your core packages, identify services that clients might want to add depending on their specific needs. These add-ons increase flexibility and revenue potential. Examples for event production could include:

• Additional technical rehearsal hours
• Dedicated graphic designer support
• Customized virtual backgrounds
• Live captioning/translation services
• Extended post-event access to recordings
• Audience engagement consultation
• Premium networking features

Presenting these add-ons clearly alongside your core packages allows clients to customize their solution and see the price update transparently.

Presenting Your Packages Effectively

How you present your packaged services is just as important as the packages themselves. Avoid sending complex, static PDFs that are hard to navigate. Instead, focus on clear, interactive presentations.

Consider tools designed for service businesses. For comprehensive proposal software that includes e-signatures and contract management, you might look at tools like PandaDoc (https://www.pandadoc.com) or Proposify (https://www.proposify.com).

However, if your primary goal is to modernize how clients interact with and select your pricing options, particularly with complex tiered packages and configurable add-ons, a dedicated pricing presentation tool is ideal. This is where PricingLink (https://pricinglink.com) shines. PricingLink allows you to create interactive, configurable pricing experiences for clients via shareable links. Clients can select tiers, choose add-ons, and see the total price update in real-time, much like configuring a product online. It’s laser-focused on this crucial pricing presentation step, making it incredibly effective and affordable for showcasing packaged event production services transparently.

Implementing and Refining Your Packages

Once you’ve designed your packages and chosen a presentation method:

1. Train Your Sales Team: Ensure everyone understands the value proposition of each package and how to speak to the different tiers and add-ons.
2. Gather Feedback: After sending out packaged options, ask clients about their experience. Was it easy to understand? Did they find value in the options?
3. Track Performance: Monitor which packages are most popular, which add-ons are frequently selected, and your average deal size per package. Tools that help you present pricing can often also provide valuable insights here.
4. Iterate: Use the data and feedback to refine your packages, pricing, and presentation over time. The market for virtual and hybrid events is constantly evolving, and your offerings should too.