Live Event Series Phase 1. Oct 2026
Ten Cities.
One Movement.
Prepared by James Rembert Event Strategy
Confidential Draft
The Day-Of
Structure
Each event runs 10:00 a.m. to 2:00 p.m. local time. The format is tight, focused, and built for agents who will not sit through a full-day conference. Ten markets, one consistent program.
Doors Open / Registration
Check-in, badge pickup, sponsor tables open. Attendees arrive and network before the program begins.
Welcome + Opening Session
James opens the event. Sets context for the six protocols. Energy is high, pace is fast. No filler.
Protocol Sessions Block 1
First two protocols covered. Hands-on demos, live walkthroughs. Sponsor acknowledgment woven in naturally.
Working Lunch Break
Catered or sponsor-supported lunch. Sponsor tables remain active. Attendees connect, explore tools, and ask questions informally.
Protocol Sessions Block 2
Remaining protocols. Deeper dives. Q&A built into the flow rather than held to the end.
Sponsor Spotlight + Close
Each sponsor gets 60 seconds. James closes with a direct call to action for The Aigent Lab membership.
Doors Close / Informal Networking
Program ends on time. Attendees who want to continue network with sponsors and James informally.
Venues
By City
Each pick targets 200-person capacity, flexible AV, central access, and a professional room for a real estate technology audience. Target venue spend per event: $2,000 to $3,500.
San Antonio
TexasMarriott Rivercenter, Weston Centre, or WeWork/Industrious event floors. Central downtown location draws from all quadrants of the metro.
Atlanta
GeorgiaAtlanta Tech Village, Spaces at Colony Square, or Embassy Suites Midtown. Strong real estate professional density in Buckhead and Midtown.
South Carolina
Charleston or ColumbiaCharleston is the preferred market: The Cedar Room or Cannon Green. Columbia's Metropolitan Convention Center is the central-state alternative. Charleston draws coastal agents from a wide radius.
Houston
TexasHilton Post Oak, Westin Galleria, or CityCentre. High agent concentration in the Galleria corridor. Easy highway access from all suburbs.
Los Angeles
CaliforniaAvoid downtown LA. Skirball Cultural Center, Loews Hollywood, or Manhattan Beach Marriott reduce traffic friction for attendees. Budget will be tightest here. Negotiate room block trades aggressively.
Arizona
Scottsdale or PhoenixScottsdale Marriott at McDowell Mountains, Hotel Valley Ho, or Phoenix Convention Center North. Scottsdale has a high-density luxury agent market. Phoenix covers the broader metro.
Chicago
IllinoisMorgan MFG, The Newberry, or Hyatt Centric River North. River North and West Loop are accessible from transit and highway. Strong agent presence in north and northwest suburbs.
Detroit
MichiganThe Detroit Foundation Hotel, Shinola Hotel event space, or Cobo Center breakout rooms. Downtown Detroit has strong momentum and a growing agent community. Easy access from the northern suburbs via I-75.
New Jersey
Newark or Princeton CorridorThe Westin Jersey City, Hyatt Regency Jersey City, or The Imperia in Somerset. Jersey City puts you minutes from Manhattan with a strong NJ agent base. The Princeton/Somerset corridor is central to the state and accessible from all directions.
Utah
Salt Lake City or ProvoThe Grand America Hotel, Salt Lake Marriott Downtown, or Provo Marriott Hotel and Conference Center. Salt Lake City is the natural hub with a fast-growing real estate market. Provo fits the tech-forward agent demographic along the Wasatch Front.
Lead with the room block.
Bring 10 to 15 out-of-town attendees and many hotels will discount or waive the meeting room rental entirely. Offer the room block before discussing venue pricing.
$7,500
Per City
Per-event budget. Total ceiling is $10,000. Sponsorship revenue offsets most of the cost. Numbers are targets, not hard caps.
Break even before tickets.
Four to five sponsors at $1,500 to $2,500 each bring in $6,000 to $12,500 per event. At a target spend of $7,500, the tour runs at break-even or better before any ticket revenue is counted.
Clear Sound.
Visible Screen.
A 200-person, 4-hour event needs reliable AV, not elaborate AV. Nothing more.
Required Gear
Rental $600 to $1,200- 16:9 projection screen (minimum 10 ft wide) or LED display wall
- Laser projector or commercial display (4,000 lumens minimum)
- Wireless handheld or lavalier mic for presenter
- 2 to 4 room speakers for 200-person capacity
- Confidence monitor facing stage for presenter reference
- HDMI to USB-C adapter kit (bring your own as backup)
- Clicker/wireless presenter remote
Staffing + Setup
Crew $300 to $800- 1 AV technician on-site, setup through teardown
- 30-minute tech check at 9:00 a.m. before doors open
- Venue-supplied AV is often cheaper. Ask first before booking outside.
- Source local freelance crew via Bark.com, GigSalad, or Thumbtack
- Request references and a walkthrough call before booking
- Get the AV rider in writing before signing the venue contract
Nice To Have
Add $200 to $500 for livestream- Livestream for Aigent Lab members not in attendance
- Wireless audience microphone for Q&A
- Event photographer for content capture
- Step-and-repeat banner with sponsor logos at check-in
Avoid
Four common mistakes- Venue AV markups without itemized quotes. Request line-by-line breakdowns.
- Booking venue AV without checking outside rates first
- Assuming the venue has adapters or backup cables
- Running without an on-site tech. If something breaks mid-session, you need someone there.
Your kit is your insurance.
Travel with HDMI and USB-C adapters, a spare clicker, and a laptop charging cable. Venue AV fails more often than expected.
Four Categories.
Five Sponsors.
Target 4 to 5 sponsors per event. Every category fits the Aigent Lab audience: licensed agents building their business and adopting AI tools.
CRM
Follow Up Boss. kvCORE. Lofty. Wise Agent.Agents need a system of record. CRM sponsors reach buyers who are evaluating or ready to switch platforms. Easiest pitch: a room full of agents already thinking about their tech stack.
Mortgage
CrossCountry. UWM. Rocket Pro TPO. Local branches.Lenders need referral partners. Every agent in the room is a potential lead source. Mortgage sponsors close fast because the ROI is direct and immediate.
Title
Fidelity National. First American. Old Republic.Title reps already work in relationship building. Sponsoring an agent event extends how they operate day to day. Local title offices are often the fastest yes.
AI + Tech Tools
Ylopo. Aryeo. Structurely. BombBomb. Homebot.AI platform companies want to be where agents learn. This category aligns with the event theme and earns sponsors credibility by association with The Aigent Lab brand.
Title
Single sponsor per event. Logo on all materials, verbal mentions throughout, dedicated table, 2-minute stage time, post-event attendee follow-up access.
Presenting
Up to 2 sponsors. Co-branded event materials, sponsor table, 90-second stage time during the spotlight segment.
Supporting
Up to 2 sponsors. Logo on event signage, sponsor table, 60-second spotlight. No stage time outside the closing segment.
Community
Table presence and program listing only. No stage time. Entry-level option for local or regional brands.
Pricing lands in Phase 2.
Full proposals with defined pricing, benefit matrices, and outreach sequences come next. Tier pricing gets finalized against your target offset per city.
90 Days
To Doors Open
Recommended lead time per city. Ten cities require staggered scheduling. Space events 3 to 4 weeks apart for reset and content production between stops.
Lock Venues
Confirm all ten cities. Sign venue contracts. Start the room block trade conversation. Pay deposits.
Build and Send Sponsor Packages
Finalized Phase 2 proposals go out. Target 8 to 10 prospects per city to land 4 to 5 confirmed sponsors.
Open Registration + Launch Marketing
Event landing pages go live. Email campaign to the Aigent Lab community. eXp regional promotion begins.
Close Sponsors + Confirm AV
All sponsors signed and invoiced. AV vendor booked. Catering quote confirmed. Printed materials ordered.
Attendee Confirmation Push
Final registration push via email, text, and social. Confirm headcount with venue for the catering final number.
Event Production
Slide deck finalized. Run-of-show built. Sponsor assets collected and placed. Tech rehearsal the day prior.
Event Day
Doors open 9:30 a.m. Program runs 10:00 a.m. to 2:00 p.m. Capture content throughout. Post-event follow-up launches same day.
Next:
Phase 2
Once this strategy is approved, the full sponsorship proposal package follows. Four assets.
Sponsor Tier Structure
Finalized pricing, benefits, and deliverables for Title, Presenting, Supporting, and Community tiers. Includes the sponsorship benefit matrix.
One-Page Sponsor Overview
A one-pager summarizing the event series, audience profile, and sponsorship value. Built for email attachment or quick sharing.
Full Proposal Document
A complete sponsorship proposal for each sponsor category, personalized with audience data and ROI framing for that vertical.
Outreach Email Templates
Cold outreach and follow-up sequences for each sponsor category. Written in the Aigent Lab voice. Ready for Gmail or your CRM.
Approve.
We Build.
Ten Cities. One Movement.