We provide a free initial quote after understanding your requirements. Planning fees depend on the scope, destination, and complexity of your event. For all events, we provide one fully transparent proposal that includes all venue costs, taxes, service charges, and our management fee. There are no line items you discover later. Write to us with your event type, approximate attendance, destination, and dates — we’ll send a free estimate.

For events that require physical presence, we provide a dedicated on-site event manager — available on request and quoted as part of your package. They arrive before your participants, coordinate all vendors on the ground, manage the run-of-show, and handle any issues before they reach you. For events that can be managed remotely (many can), we remain available by phone throughout the day and manage vendor coordination digitally. We’ll tell you honestly which your event needs.

Large conferences (200+ participants): 9–12 months. Incentive trips and retreats (50–200 participants): 4–6 months. Corporate meetings and smaller events: 4–6 months (and yes we did 4 weeks before). Destination weddings: 10–18 months — popular venues book 1–2 years ahead. The sooner you start, the more options, flexibility, and better pricing we can secure. Write to us as early as possible.

You can — but two hotels with the same 4-star rating and the same price can be completely different for group events. One has a conference room that fits 80 people. The other has a “conference room” that fits 20, with a pillar blocking the screen. We work with a network of hotels, retreat centers, and conference venues worldwide. We know which properties actually deliver for group events — from setup flexibility to catering quality to AV reliability. We also negotiate directly with venues on rates, room blocks, F&B minimums, cancellation terms, and complimentary upgrades. You can’t negotiate what you don’t know to ask for.

Yes — always, before we issue any tickets or reservations. We check passport expiry dates for every participant (most countries require 6 months validity beyond the travel dates), and we verify visa requirements for every nationality in your group. If visas are required, we provide visa support: letters of invitation, documentation checklists, and submission guidance. We have seen groups turned away at the airport for passport issues that a 2-minute check would have caught. We catch these before they happen.

Yes — and this is one of our specializations. Ministry events have different requirements: the tone, the program structure, the role of worship and prayer in the schedule, the values that must be reflected in venue selection. We have planned ministry conferences, leadership retreats, mission trip events, and church group pilgrimages. We understand that a ministry event is not a corporate event with a cross on the brochure. Write to us and we’ll discuss your specific needs.