Implementation BlueprintExecution layer

Accelevents White-Label Event Retainer (7-10 days)

A productized retainer that puts Accelevents' registration, agenda, exhibitor, and mobile app stack under an agency's own brand for mid-market clients running 4-12 events a year. Time: 7-10 days for initial setup, then 8h/mo ongoing.

By InnovaAI ResearchPublished

Project Management Tools

How do you implement it?

Blueprint

Accelevents White-Label Event Retainer (7-10 days)

A productized retainer that puts Accelevents' registration, agenda, exhibitor, and mobile app stack under an agency's own brand for mid-market clients running 4-12 events a year.

Prerequisites
  • Client signed for a minimum 6-month retainer at $23,500/mo so the $13,500/mo Accelevents Business plan is covered before delivery hours are counted
  • Agency owns or can provision a client-facing subdomain and SSL certificate for the white-label portal
  • Client CRM access confirmed for the HubSpot sync, or a Zapier account if the CRM is not HubSpot
  • Payment processor credentials ready for ticket sales collection under the agency's merchant account
  • Event calendar for the next 12 months with dates, formats (in-person, hybrid, virtual), and expected attendee counts
Execution Timeline
  • 1.Provision the Accelevents Business workspace and confirm the Unlimited Events, Enterprise, Custom, and White Label entitlements are active
  • 2.Apply agency logo, color palette, and custom domain to the white-label portal
  • 3.Connect the payment processor so ticket revenue settles to the correct account
  • 1.Map the client's registration fields, ticket tiers, and approval rules into Accelevents registration workflows
  • 2.Build the first event shell with agenda tracks and session time blocks
  • 3.Test a full registration transaction end to end, including the confirmation email
  • 1.Create speaker profiles with bios, headshots, and session assignments
  • 2.Configure exhibitor and sponsor pages with booth tiers and lead capture settings
  • 3.Publish the agenda to the mobile event app and verify it renders on iOS and Android
  • 1.Wire the HubSpot integration so registrant records sync to the client's CRM with source attribution
  • 2.Build Zapier automations for post-registration follow-up and internal Slack or email alerts
  • 3.Run a duplicate-record test to confirm no double entries land in the CRM
  • 1.Configure onsite check-in and badge printing for the in-person portion of the event
  • 2.Set up the virtual event hub for remote attendees if the format is hybrid
  • 3.Rehearse the check-in flow with a test batch of 20 registrations
  • 1.Build the analytics dashboard covering registration conversion, session attendance, and exhibitor engagement
  • 2.Define the weekly reporting template the agency will send the client
  • 3.Document the escalation path for event-day platform issues
  • 1.Run a full dry run of the event lifecycle from registration page to post-event survey
  • 2.Fix any broken links, missing speaker assets, or misconfigured ticket tiers
  • 3.Hand the client a read-only admin view for their own marketing team
  • 1.Train the client's event coordinator on agenda edits, speaker swaps, and exhibitor approvals
  • 2.Record a 20-minute walkthrough of the admin panel for the client's internal wiki
  • 3.Confirm the agency retains ownership of the white-label domain and billing
  • 1.Launch the first live event registration page and monitor the first 48 hours of signups
  • 2.Verify HubSpot records are populating with correct event source tags
  • 3.Check the mobile app push notification delivery for the opening session reminder
  • 1.Deliver the post-launch report with registration numbers, conversion rate, and any platform friction points
  • 2.Schedule the recurring monthly event build cycle for the remaining events in the retainer
  • 3.Lock the next event's agenda and speaker roster into Accelevents
$13,500/mo Accelevents Business plan plus 20h setup and 8h/mo delivery labor, billed to the client at $23,500/mo7-10 days for initial setup, then 8h/mo ongoing
ROI Logic

The Accelevents Business plan costs $13,500/mo and covers Unlimited Events, so the platform fee is fixed no matter how many events the client runs. At a $23,500/mo retainer, the agency clears $10,000/mo before labor, and the 8h/mo delivery load keeps the effective hourly rate above $1,250. Margin only holds if the client runs at least 4 events a year, because a single-event client cannot absorb the $13,500/mo platform floor.

Deliverables
  • White-labeled Accelevents portal with client domain, branding, and payment processor connected
  • Configured event templates for registration, agenda, speaker profiles, and exhibitor pages
  • HubSpot sync and Zapier automation map documented for the client's marketing team
  • Mobile event app published with agenda, speaker list, and push notification schedule
  • Monthly analytics report covering registration conversion, session attendance, and exhibitor engagement
Definition of Done

The client's first Accelevents event goes live on the white-labeled domain with working registration, HubSpot sync, and mobile app, and the agency has a signed 6-month retainer covering the $13,500/mo platform cost.

Open the Accelevents courseAccelevents decision recordBrowse the Academy

More on Accelevents

More for Project Management Tools