Pricing & Plans

Plan A: Intimate Gathering (10-30 Participants)

Ideal for: Team offsites, small client dinners, or board meetings.

• Participants: Up to 30 people.
• Key Features:
  • Flexible logistics (e.g., hotel meeting rooms, café-style lunches, local van transfers).
  • Basic risk fund (5% of total cost) with standard insurance (covers medical emergencies, trip delays).
  • 1 Project Manager (PM) for the entire group.
  • Post-event: Summary report + 15-minute debrief call.
• Excludes: Premium venues (e.g., 5-star ballrooms), custom AV setups, VIP amenities (e.g., private chefs).

Plan B: Engaging Retreat (30-60 Participants)

Ideal for: Multi-day workshops, incentive trips, or small conferences.

• Participants: 31-60 people.
• Key Features:
  • Upgraded logistics (e.g., boutique hotel blocks, private dining experiences, themed activities).
  • Enhanced risk fund (5% of total cost) with expanded insurance (adds trip interruption coverage).
  • 1 PM + 1 local assistant (for groups >40).
  • Post-event: Detailed report (with attendee feedback trends) + 30-minute debrief call.
• Excludes: Large-scale AV/tech (e.g., stage setups), external keynote speakers, luxury transportation (e.g., charter buses).

Plan C: Bespoke Experience (60-100 Participants)

Ideal for: Product launches, milestone celebrations, or high-energy team-building.

• Participants: 61-100 people.
• Key Features:
  • Premium logistics (e.g., exclusive venue hire, custom catering from local chefs, curated activity stations).
  • Priority risk fund (5% of total cost) with top-tier insurance (covers adventure activities, if included).
  • 1 PM + 2 local assistants (ensures 1:25 PM-to-participant ratio).
  • Post-event: Advanced analytics (e.g., engagement scores, ROI calculation) + 1-hour strategy workshop to apply insights.
• Excludes: International transport (if multi-city), large-scale live streaming, custom merchandise (unless pre-agreed).

Add-On Services (priced per person or per event):

• Cultural Training: Pre-trip briefings on local customs (e.g., etiquette, language basics) -- $25/person.
• Activity Upgrades: Guided hikes, wine tastings, or team challenges -- $50-150/person (depending on activity).
• VIP Perks: Private check-in, room upgrades, or welcome gifts -- $75/person.

Flexible Scope Adjustments:

• Need to add/remove 10 participants? We'll revise your quote within 48 hours (no "group size penalties").
• Last-minute changes (e.g., date shifts <14 days out)? We'll work with suppliers to minimize fees (subject to availability).

Step 1: Free Discovery Call (30 Minutes)

• Goal: Understand your vision, group size, and must-haves (e.g., "We need a venue with outdoor space" or "Dietary restrictions: gluten-free, vegan").
• Outcome: A 1-page "Experience Roadmap" outlining key considerations (budget range, timeline, risks).

Step 2: Tailored Proposal (Within 5 Business Days)

• Content:
  • Program timeline (visual Gantt chart);
  • Line-item cost breakdown (e.g., "Venue: $3,000 | Catering: $2,400 | Risk Fund: $600");
  • Risk assessment (e.g., "Low risk: Urban hotel with backup power" or "Medium risk: Coastal venue—weather backup planned").

Step 3: Confirm & Prepare (14-Day Window)

• Timeline: Sign proposal within 14 days to lock in rates (supplier availability permitting).
• Actions:
  • Pay 30% deposit (non-refundable only if cancelled >60 days pre-event).
  • Welling Studio secures suppliers (contracts with "small-group-friendly" cancellation terms).

Step 4: Pre-Event Coordination (2-4 Weeks Prior)

• Support: Your PM provides:
  • Participant checklist (e.g., "Bring comfortable shoes for the hike" or "Submit dietary forms by X date").
  • Logistics guide (e.g., "Hotel check-in at 3 PM; shuttle pickup at 8 AM").

Step 5: On-Site Execution

• Team: Your PM + assistants are onsite full-time, visible and accessible (no "hidden coordinators").
• Flexibility: We adapt to real-time needs (e.g., extending lunch if the group is enjoying the activity).

Step 6: Post-Event Follow-Up (Within 5 Business Days)

• Deliverables:
  • Digital report (photos, feedback scores, budget summary).
  • A handwritten note from your PM highlighting standout moments.

• Rate Lock: Quoted prices are valid for 7 days. After that, adjustments may apply only for:
  • Supplier price hikes (e.g., hotel rate increases >10%).
  • Scope changes (e.g., adding 20 participants).
• No Surprise Fees: Taxes, gratuity, and fuel surcharges are included in the quote (unless legally mandated otherwise).