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uestsmiths
MANAGED HOSPITALITY SUPPORT
EVENT OPERATIONS
Managed attendee
communication and event
follow-through for small
event teams
Guestsmiths helps planners, venues and event teams keep attendee
communication, registration information, speaker and vendor follow-up.
deadlines, documents and unresolved event tasks organized.
HOTEL OPERATIONS
Five practical operating areas
01
GUEST COMMUNICATION
We help manage attendee questions from registration through follow-up.
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Event Communication and Channel Ownership
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Attendee Journey and "What to Expect" Communication
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Approved attendee inbox and phone handling where scope
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Confirmation, reminder and event-information communication
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Routing of exceptions or client decisions
02
REGISTRATION & EVENT INFORMATION
We help keep registration information and attendee records organized.
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Registration and Attendee Administration
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Approved registration-record updates
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Registration question coordination
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Missing-information follow-up
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Attendee-list and event-information alighnment
03
SPEAKERS, VENDORS & PARTNERS
We follow up on the people and materials your event depends on.
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Speaker, Vendor and Partner Follow-Through
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Required-information collection
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Deadline reminders
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Confirmation tracking
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Missing-item escalation
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No independent contract, budget or vendor-selection decisions
04
DEADLINES, DECISIONS & DOCUMENTS
We keep important dates, decisions and document changes visible.
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Milestone, Deadine, Decision and Open-Loop Coordination
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Event Documents and Change Control
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Current-version control
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Decision queue
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Owner and due-date tracking
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Distribution confirmation
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Escalation of unapproved changes
05
READINESS, EVENT-DAY & CLOSEOUT
We support readiness before the event and follow-through afterward.
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Pre-Event Readiness and Coordination
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Remote Event-Day Communication Support
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Post-Event Closeout and Feedback Coordination
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Operational Visibility and Event Reporting
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Event status summaries
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Open-item reporting
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Feedback coordination
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Documentation closeout
OPTIONAL ADD-ONS
Focused support for promotion, setup,
partners and travel
ADD-ON
Event Promotion &
Registration Growth
$850
per month
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Event marketing calendar
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Registration Launches and deadline reminders
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Approved email campaignes
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Organic social promotion
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Speaker, sponsor and partner promotion kits
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Landing-pade copy upkeep
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Registration-link monitoring
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Paid advertising may be separately scooped
Registration volume, attendance, leads, reach and advertising results are not guaranteed.
ONE-TIME PROJECT
Registration Platform &
Event Website Setup
From $1,250
per month
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Registration-page buildout
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Ticket and registration-type setup
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Form configuration
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Confirmation and reminder setup
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Waitlist and registration-code setup
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Approved speaker, sponsor and agenda content
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End-to-end testing
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Workflow documentation
The client approves pricing , ticket rules, refund rules, policies, content and payment settings. Guestsmiths is not the merchant of record. Major custom development is excluded.
ADD-ON
Sponsor & Exhibitor
Operations
$850
per active event
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Coordinate approved group and corporate inquiries
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Prepare or send approved quote information
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Route contracts for approval and signature
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Follow-up on approved deposit status through client controlled systems
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Maintain room-block tracking and rooming lists
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Prepare simple proposals from approved pricing and content
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Follow up on inactive group inquiries
This begins after agreements are approved. Sponsor sales, package, pricing, contact negotiations and lehal interpretation.
ADD-ON
Group Travel & Room
Block Coordination
$650
per active event
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Room-block communication
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Rooming-list management
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Pickup monitoring
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Cutoff-date reminders
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Reservation question coordination
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Staff, speaker and VIP housing
tracking -
Overflow hotel coordination
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Housing status reporting
Hotel contract negotiation, room-rate decisions, attrition decisions, flight booking and travel-agent services are not included.
ADD-ON
Venue & Planner Digital
Presence
$750
per month
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Social media calendar and posting
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Google Business Profile upkeep
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Email newsletter and lead nurture
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Reputation and review management
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Basic local SEO and website-copy upkeep
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Portfolio and gallery upkeep
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Service and package copy upkeep
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Inquiry-path monitoring
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Monthly digital presence summary
Paid advertising, professional photography, full website design and guaranteed leads or bookings are not included.
FIT & RESPONSIBILITIES
Built for small teams with active operational pressure
Guestsmiths supports the administrative and communication layer. The planner, venue or event owner retains authority over contracts, budgets, vendors and binding decisions.
Best fit
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Solo or small planning team
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One to several active clients
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Recurring attendee and stakeholder communication
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Clear approval owners
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Defined event information and deadlines
Typical pressure points
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Attendee questions
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Registration cleanup
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Speaker and vendor follow-up
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Version confusion
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Deadline and approval tracking
What we need
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Approved event rules and content
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Escalation contacts
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System access
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Current event details
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Timely client decisions
What remains under the client's authority
Event strategy, contracts, budpers, pricing, vendor selection, legal inerpresation, safery decisions, refund decisions and other binding actions
LAUNCH PROCESS
Five steps from fit call to managed service
1
Fit Call
Confirm event type, active volume and operating pressure.
2
Operations Review
Review channels, registration, stakeholders and deadlines.
3
Rules and Scope
Document coverage, approvals and authority boundaries.
5
Manages Service and Reporting
Begin the agreed communication and follow-through work.
FAQ PREVIEW
Common event questions
Does Guestsmiths make vendor or budget decision?
No. Those decisions remain with the client. Guestsmiths can document, follow-up and route decisions.
Is remote event-day support on-site staffing?
No. It is remote communication support within the signed scope.
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