Events on Retainer in Austin, TX.
Treat us like an extension of your staff during busy seasons.
Our Events on Retainer service is designed for nonprofits, churches, and small businesses that host recurring or seasonal events and need consistent, professional support—without restarting the planning process each time.
We become your behind-the-scenes partner for everything from venue booking and vendor coordination to program design, sponsorship tracking, and post-event wrap-ups.
What’s Included in Ongoing Support.
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Event Calendar Planning.
Identify and prioritize your yearly events.
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Venue & Vendor Coordination.
Secure spaces, quotes, and logistics for each program.
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Budget Management.
Forecast spending, track invoices, and align with donor goals.
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Program Design.
Create run sheets, speaker flow, and audience experiences.
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Day-of Execution.
Lead coordination for your credited events (Standard + Mini).
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Post-Event Wrap-Up.
Vendor payments, recap reports, and next-steps planning.
How it Works.
We operate as your ongoing event department—providing monthly planning hours, vendor management, and access to event “credits” you can use throughout the year for your major programs or mini gatherings.
Each retainer includes:
Dedicated planner contact (phone, email, and project board access)
Quarterly event strategy session to review goals and timelines
Customized dashboard for tracking vendors, sponsors, and communications
Planning hours to be used toward meetings, design, sourcing, or logistics
Event credits for your key annual events
You can use your credits for both Standard Events (like a donor dinner or luncheon) and Mini Events (such as team trainings, mixers, or community pop-ups).
Event Credits.
Add guaranteed day-of coordination when you need boots on the ground.
Event credits keep your budget predictable while ensuring your programs run smoothly.
Standard Event (10 hours): $1,050
Mini Event (5 hours): $600
Each credit covers setup, execution, and teardown for a single event—perfect for luncheons, trainings, or donor gatherings.
Retainer Packages.
Our retainers give you dedicated planning support year-round—so your team can stay focused on mission, not logistics.
Choose the monthly level that fits your event load, and add event credits anytime for full or mini-day coordination when you need on-site help.
Base— $1,000/month
Up to 10 planning hours/month
Ideal for seasonal or quarterly events
Dedicated point of contact for planning and vendor communication
Core— $2,000/month
Up to 20 planning hours/month
Perfect for organizations hosting 4–6 annual events
Includes design coordination, timelines, and vendor management
Premier— $4,000/month
Up to 40 planning hours/month
Best for organizations managing multiple large-scale programs
Includes sponsor tracking, quarterly check-ins, and full execution planning
Overages: $100/hr | Rollover: Up to 25% of unused hours roll forward for 30 days
Mini Events.
Mini Events (standalone) are short-format gatherings designed to keep your organization visible and connected between larger programs—perfect when you don’t need a full retainer commitment but still want professional support.
Examples include:
Donor appreciation socials
Volunteer breakfasts
Training workshops
Church or community pop-ups
Networking mixers
Each standalone Mini Event includes:
2 hours of planning and coordination prior to the event (vendor communication, layout planning, and logistics)
5 hours of on-site management, including setup, execution, and teardown
You’ll receive the same level of organization and care as our full events—just in a compact, cost-effective format that fits your schedule and goals.
Investment.
Our retainers are designed to fit your rhythm and your season. Whether you host one big event or several smaller gatherings throughout the year, we’ll provide consistent planning support so your team can focus on mission, not logistics.
✺ Frequently asked questions ✺
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Our retainers are designed for nonprofits, churches, and small businesses that host recurring or seasonal events. If you manage donor dinners, community gatherings, or trainings throughout the year, this service gives you consistent professional planning support—without restarting the process each time.
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Think of us as your ongoing event department. You choose a monthly plan with a set number of planning hours (Base, Core, or Premier), and we provide ongoing vendor coordination, timeline management, and communication.
When you need day-of coverage, you can use or purchase Event Credits for full or mini events. It’s flexible, predictable, and built to grow with your organization. -
Every retainer includes:
Event calendar planning and prioritization
Venue and vendor sourcing
Budget management and invoice tracking
Program design and run-of-show creation
Day-of coordination for credited events
Post-event wrap-up and reporting
Dedicated planner contact with phone, email, and project dashboard access
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Event Credits are partnered with your retainer package to guarantee on-site coordination for your events.
Standard Event Credit (10 hours) — covers setup, execution, and teardown for one major event such as a luncheon, fundraiser, or donor dinner.
Mini Event Credit (5 hours) — covers smaller gatherings like trainings, volunteer breakfasts, or mixers.
Credits can be purchased anytime and used alongside your monthly planning hours, giving you the flexibility to add dedicated day-of support without changing your retainer plan.
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For one-off events like galas or conferences, our Full Coordination package is a better fit. It offers start-to-finish planning for a single major event. Retainers are ideal when you have multiple events throughout the year and want to build systems and consistency over time.
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That depends on your plan:
Base – 10 hours/month ($1,000)
Core – 20 hours/month ($2,000)
Premier – 40 hours/month ($4,000)
Unused hours roll over up to 25% for 30 days, and additional hours can be added at $100/hour.
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Yes! You can upgrade your plan or add Event Credits anytime. The goal is flexibility—so you can scale up during busy seasons and scale back when things slow down.
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Hours are used for strategy calls, vendor outreach, sourcing, budgeting, design, timeline building, or communication. You’ll always know where your time is going, and we track it transparently in your shared dashboard.
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We work best with mission-driven teams—nonprofits, ministries, small businesses, and community organizations that host regular programs and want them executed with consistency and care. If you need help managing multiple moving pieces, this is for you.