Example Agency Co.

Proposal v1

Festival or concert activation proposal for

Summit Cold Brew

Summit Cold Brew: festival or concert activation in Denver

Markets

Denver

Dates

Mar 12, 2027 to Mar 14, 2027

Prepared

Jan 15, 2027

Valid until

Feb 14, 2027

Summary

Example Agency Co. will run festival or concert activation for Summit Cold Brew in Denver starting 2027-03-12, aimed at festival-goers 21 to 38 with a focus on product trial and sampling, social content and ugc. Three options below are priced from our rate card, so you can pick the coverage that fits.

Audience: Festival-goers 21 to 38

Concept options

Same quality bar, three levels of coverage. Prices come from the rate card shown in each budget.

essential

Summit Cold Brew Basecamp

$16,471.50

$8,235.75 deposit · 168 staffed hours

A shaded home base with a sampling bar, charging and a photo wall that gives fans a reason to stop.

Lean crew, same script and same reporting
Best fit for a first activation or a tight budget

recommendedRecommended

Summit Cold Brew Roaming Crew

$20,256.75

$10,128.38 deposit · 228 staffed hours

Roaming teams working lines and lawns, paired with a small anchor booth for restocks and longer chats.

Full crew mix from the activation template
Balanced coverage across the stated days

premium

Summit Cold Brew Main Stage Moment

$28,187.25

$14,093.63 deposit · 348 staffed hours

Anchor booth plus a sponsored moment tied to the headliners, built to be filmed and shared by festival-goers 21 to 38.

Larger team and display for higher visibility
Extra coverage for peak hours and restocks

Summit Cold Brew Basecamp: staffing plan and budget

Staffing plan (roles x hours x markets)

Role	Market	People	Hrs/shift	Days	Total hrs	Rate	Amount
Team Lead	Denver	2	8	3	48	$60/hr	$2,880
Brand Ambassador	Denver	4	8	3	96	$45/hr	$4,320
Setup / Teardown Crew	Denver	2	6	2	24	$40/hr	$960

Line-item budget

Line item	Amount
Staffing	$8,160
Booth or display rental (3 x $1,200 per day)	$3,600
Branded apparel and uniforms (8 x $45 per person)	$360
Sampling supplies and consumables (3 x $150 per day)	$450
Permit and venue fees (pass-through) (1 x $250 each)	$250
Local travel and mileage (24 x $80 per person per day)	$1,920
Training session (paid, per person) (8 x $90 per person)	$720
Photo and data recap package (1 x $350 per market)	$350
Markup on materials and equipment	$661.50
Total	$16,471.50
Deposit due on acceptance	$8,235.75
Balance after the event	$8,235.75

Summit Cold Brew Roaming Crew: staffing plan and budget

Staffing plan (roles x hours x markets)

Role	Market	People	Hrs/shift	Days	Total hrs	Rate	Amount
Team Lead	Denver	2	8	3	48	$60/hr	$2,880
Brand Ambassador	Denver	6	8	3	144	$45/hr	$6,480
Setup / Teardown Crew	Denver	3	6	2	36	$40/hr	$1,440

Line-item budget

Line item	Amount
Staffing	$10,800
Booth or display rental (3 x $1,200 per day)	$3,600
Branded apparel and uniforms (11 x $45 per person)	$495
Sampling supplies and consumables (3 x $150 per day)	$450
Permit and venue fees (pass-through) (1 x $250 each)	$250
Local travel and mileage (33 x $80 per person per day)	$2,640
Training session (paid, per person) (11 x $90 per person)	$990
Photo and data recap package (1 x $350 per market)	$350
Markup on materials and equipment	$681.75
Total	$20,256.75
Deposit due on acceptance	$10,128.38
Balance after the event	$10,128.37

Summit Cold Brew Main Stage Moment: staffing plan and budget

Staffing plan (roles x hours x markets)

Role	Market	People	Hrs/shift	Days	Total hrs	Rate	Amount
Team Lead	Denver	3	8	3	72	$60/hr	$4,320
Brand Ambassador	Denver	9	8	3	216	$45/hr	$9,720
Setup / Teardown Crew	Denver	5	6	2	60	$40/hr	$2,400

Line-item budget

Line item	Amount
Staffing	$16,440
Booth or display rental (3 x $1,200 per day)	$3,600
Branded apparel and uniforms (17 x $45 per person)	$765
Sampling supplies and consumables (3 x $150 per day)	$450
Permit and venue fees (pass-through) (1 x $250 each)	$250
Local travel and mileage (51 x $80 per person per day)	$4,080
Training session (paid, per person) (17 x $90 per person)	$1,530
Photo and data recap package (1 x $350 per market)	$350
Markup on materials and equipment	$722.25
Total	$28,187.25
Deposit due on acceptance	$14,093.63
Balance after the event	$14,093.62

Timeline

Proposal accepted and deposit received
Day 0
Dates and staff are held once the option is accepted.
Kickoff call and creative lock
Jan 22, 2027 · Within 5 business days
Confirm scripts, product, locations and approvals.
Staff selected and confirmed
Feb 26, 2027 · Event minus 14 days
Named team confirmed for each market.
Training and briefing
Mar 7, 2027 · Event minus 5 days
Script, safety, counting method and escalation path.
On-site activation
Mar 12, 2027 · 3 days
Denver. 2027-03-12 to 2027-03-14.
Recap delivered
Mar 19, 2027 · Event end plus 5 days
Counts, photos, notes and learnings in one shareable recap.

KPIs we will report on

Consumer conversations

3,600

Planning target: 144 ambassador hours x 25 conversations per hour. Not a guarantee.

Samples or demos delivered

2,520

70% of conversations, a planning assumption you can edit.

Photos and short clips for social

About 15 usable assets per market per day.

Shift attendance and on-time rate

100% of scheduled shifts covered

Backup staff named for every market.

Recap plan

Photo gallery (curated)
Counts by market and day
Lead and sample tallies
Team notes: what worked, what to change
Shareable web recap and PDF

Delivered by 2027-03-19 (5 days after the last event day).

Terms

This proposal is valid until the date shown. Pricing after that date may change.
Acceptance of this proposal confirms the selected option, scope and total. A deposit is due on acceptance to hold the dates and staff.
Balance is invoiced after the event and due net 30 unless agreed otherwise in writing.
Changes to scope (markets, dates, hours or headcount) after acceptance are priced from the same rate card and confirmed in writing before work begins.
Cancellation: more than 14 days before the first event date, the deposit is credited toward a rescheduled date. Within 14 days, staffing fees for scheduled shifts are billable.
Overtime is billed per the rate card when a shift runs past the stated threshold. Weather and venue delays are billed at standard rates.
Photos and data collected at the event are delivered in the recap and may be used by the client for internal and marketing purposes.

Example proposal built from a fictional brief. Every brand, number and date here is made up. Recommended option: Summit Cold Brew Roaming Crew.