Inspiration
Worked example generated with Reggie (April 2026): how to approach and build a sale for a 100-person presentation event — from first conversation to upsell. Saved as a practical reference for early days in the Sales Manager role.
Observations
Add your own notes as you run similar events — what landed with clients, what upsells they went for, surprises in execution.
Overview
A 100-person corporate presentation event (speaker + PowerPoint to audience) is one of the most common event types at a hotel property. This note captures the full approach: needs assessment, base package, and upsell strategy.
Key Concepts
Step 1: Ask Before You Quote
Never build a quote cold. Get the answers to these first:
- Which room? At the Miramar, 100 pax is likely Starlight or Wedgewood depending on setup preference
- Room configuration? Theater, classroom, or rounds changes sight lines and speaker positioning
- How many presentations / presenters? One keynote all day vs. rotating sessions
- Where is content coming from? Single laptop, multiple laptops, client advancing own slides?
- Stage or riser? Elevated presenter or floor-level?
- Any branding? Logo on screen, custom gobos, step-and-repeat
- AV savvy of the client? Experienced planner or first-time organizer? Shapes how you present the quote and how aggressive you can be on upsells
- What does success look like for the person who planned this? Closes the needs assessment and tells you what they’re most afraid of going wrong
Step 2: The Base Package
Floor for a clean 100-person presentation event:
| Element | Detail |
|---|---|
| Screen & Projection | Single large screen; 5,000–7,000 lumen projector minimum depending on room light |
| Audio | PA appropriate for room size; lapel mic for presenter (non-negotiable); backup handheld on standby |
| Confidence Monitor | Floor monitor or small screen facing presenter so they see slides without turning |
| Show Laptop & Adapters | Always supply — clients show up with dongles that don’t work |
| AV Tech | Minimum one tech for the day; two preferred for anything multi-hour |
Step 3: The Upsell Layer
Upgrades that genuinely improve the event (sell on outcome, not gear):
| Upsell | Why It Lands |
|---|---|
| LED wall over projection | No shadow, no washed-out image, looks sharp in photos — easy sell for brand-conscious clients |
| Confidence monitor + countdown timer | Presenters love it; keeps the program on schedule |
| Q&A wireless mics | Handhelds or a mic runner — makes it feel like a real event, not a meeting |
| Room uplighting / stage wash | Transforms the space; critical if they’re recording or photographing |
| Recording / livestream | ”Are there stakeholders who can’t be there?” Almost always yes — camera op + stream package |
| Pipe & drape / staging | If the room needs dressing or a defined stage zone |
The Closer Question
“What does success look like for the person who planned this event?”
This surfaces the real priority — and often the real budget. Build the quote around eliminating their biggest fear.
Synthesis
The base package closes the deal; the upsells build the event. Client confidence in you — not the gear list — is what drives upsell acceptance. Ask the right questions, know the room, and make them feel like you’ve done this a hundred times. Because you have.
Contradictions / Open Questions
- At what headcount does IMAG (camera + side screens) become a standard recommendation?
- What’s the typical Encore quote structure — itemized vs. packaged?
Related
- Topics: Encore Sales Process, AV Gear — Corporate Events, Fairmont Miramar, Event Production Fundamentals
- People:
- Resources: