Example Agency Co.
Proposal v1Trade show or conference booth proposal for
Ledgerline Software
Ledgerline Software: trade show or conference booth in Las Vegas
Markets
Las VegasDates
Mar 12, 2027 to Mar 14, 2027Prepared
Jan 15, 2027Valid until
Feb 14, 2027Summary
Example Agency Co. will run trade show or conference booth for Ledgerline Software in Las Vegas starting 2027-03-12, aimed at operations leaders at mid-size retailers with a focus on lead capture, brand awareness. Three options below are priced from our rate card, so you can pick the coverage that fits.
Audience: Operations leaders at mid-size retailers
Concept options
Same quality bar, three levels of coverage. Prices come from the rate card shown in each budget.
essential
Ledgerline Software Booth Staff
$12,002
$6,001 deposit · 93 staffed hours
Trained booth staff with a qualify-and-capture script and same-day lead export for the sales team.
- Lean crew, same script and same reporting
- Best fit for a first activation or a tight budget
recommendedRecommended
Ledgerline Software Demo Stage
$13,005.50
$6,502.75 deposit · 132 staffed hours
Scheduled live demos on the hour with a moderator, driving traffic to the booth in Las Vegas.
- Full crew mix from the activation template
- Balanced coverage across the stated days
premium
Ledgerline Software Hospitality Suite
$19,062.50
$9,531.25 deposit · 225 staffed hours
Booth plus an invite-only meeting space and a host team that works your top accounts.
- Larger team and display for higher visibility
- Extra coverage for peak hours and restocks
Ledgerline Software Booth Staff: staffing plan and budget
Staffing plan (roles x hours x markets)
| Role | Market | People | Hrs/shift | Days | Total hrs | Rate | Amount |
|---|---|---|---|---|---|---|---|
| Team Lead | Las Vegas | 1 | 9 | 3 | 27 | $65/hr | $1,755 |
| Brand Ambassador | Las Vegas | 2 | 9 | 3 | 54 | $65/hr | $3,510 |
| Setup / Teardown Crew | Las Vegas | 1 | 6 | 2 | 12 | $60/hr | $720 |
Line-item budget
| Line item | Amount |
|---|---|
| Staffing | $5,985 |
| Booth or display rental (3 x $1,200 per day) | $3,600 |
| Branded apparel and uniforms (4 x $45 per person) | $180 |
| Local travel and mileage (12 x $80 per person per day) | $960 |
| Training session (paid, per person) (4 x $90 per person) | $360 |
| Photo and data recap package (1 x $350 per market) | $350 |
| Markup on materials and equipment | $567 |
| Total | $12,002 |
| Deposit due on acceptance | $6,001 |
| Balance after the event | $6,001 |
Because staffing is under the $5,000 minimum engagement, small-job hourly rates apply.
Ledgerline Software Demo Stage: staffing plan and budget
Staffing plan (roles x hours x markets)
| Role | Market | People | Hrs/shift | Days | Total hrs | Rate | Amount |
|---|---|---|---|---|---|---|---|
| Team Lead | Las Vegas | 1 | 9 | 3 | 27 | $60/hr | $1,620 |
| Brand Ambassador | Las Vegas | 3 | 9 | 3 | 81 | $45/hr | $3,645 |
| Setup / Teardown Crew | Las Vegas | 2 | 6 | 2 | 24 | $40/hr | $960 |
Line-item budget
| Line item | Amount |
|---|---|
| Staffing | $6,225 |
| Booth or display rental (3 x $1,200 per day) | $3,600 |
| Branded apparel and uniforms (6 x $45 per person) | $270 |
| Local travel and mileage (18 x $80 per person per day) | $1,440 |
| Training session (paid, per person) (6 x $90 per person) | $540 |
| Photo and data recap package (1 x $350 per market) | $350 |
| Markup on materials and equipment | $580.50 |
| Total | $13,005.50 |
| Deposit due on acceptance | $6,502.75 |
| Balance after the event | $6,502.75 |
Ledgerline Software Hospitality Suite: staffing plan and budget
Staffing plan (roles x hours x markets)
| Role | Market | People | Hrs/shift | Days | Total hrs | Rate | Amount |
|---|---|---|---|---|---|---|---|
| Team Lead | Las Vegas | 2 | 9 | 3 | 54 | $60/hr | $3,240 |
| Brand Ambassador | Las Vegas | 5 | 9 | 3 | 135 | $45/hr | $6,075 |
| Setup / Teardown Crew | Las Vegas | 3 | 6 | 2 | 36 | $40/hr | $1,440 |
Line-item budget
| Line item | Amount |
|---|---|
| Staffing | $10,755 |
| Booth or display rental (3 x $1,200 per day) | $3,600 |
| Branded apparel and uniforms (10 x $45 per person) | $450 |
| Local travel and mileage (30 x $80 per person per day) | $2,400 |
| Training session (paid, per person) (10 x $90 per person) | $900 |
| Photo and data recap package (1 x $350 per market) | $350 |
| Markup on materials and equipment | $607.50 |
| Total | $19,062.50 |
| Deposit due on acceptance | $9,531.25 |
| Balance after the event | $9,531.25 |
Timeline
- Proposal accepted and deposit receivedDay 0Dates and staff are held once the option is accepted.
- Kickoff call and creative lockJan 22, 2027 · Within 5 business daysConfirm scripts, product, locations and approvals.
- Staff selected and confirmedFeb 26, 2027 · Event minus 14 daysNamed team confirmed for each market.
- Training and briefingMar 7, 2027 · Event minus 5 daysScript, safety, counting method and escalation path.
- On-site activationMar 12, 2027 · 3 daysLas Vegas. 2027-03-12 to 2027-03-14.
- Recap deliveredMar 19, 2027 · Event end plus 5 daysCounts, photos, notes and learnings in one shareable recap.
KPIs we will report on
Consumer conversations
972
Planning target: 81 ambassador hours x 12 conversations per hour. Not a guarantee.
Leads captured with consent
194
20% of conversations, a planning assumption you can edit.
Staffed hours in market
132 hours
Sum of scheduled hours in the recommended option.
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.