THERE’S ONLY ONE AFLAC PROPOSAL 1, JANUARY 27, 2025
AFLAC
NATIONAL CONVENTION 2025
LOEWS SAPPHIRE FALLS RESORT
OCTOBER 12-16, 2025
AFL-251012-O
ALIGNING FOR EXCELLENCE
United by our deep-rooted commitment to integrity and excellence, we believe in a team that listens actively and acts heart-first,ensuringeveryserviceisexecutedseamlesslyandeverysolutionexceedsexpectations.Ourshareddedicationto quality, resourcefulness, and creating memorable experiences forms the foundation of a partnership designed to drive results and foster lasting relationships. Together, our aligned values forge a partnership that is uniquely equipped to deliver exceptionalresults.
Dear Aflac Team,
TIMELINE PLANNING
We are thrilled about the opportunity to partner with you on Aflac’s Annual Meeting. Below is a detailed timeline outlining key milestones and actions to ensure a smooth and successful program:
PROPOSAL DELIVERED
PROPOSAL REVIEW within3dayspereventas outlinedintheRFP. bytheendoftheweek followingthedaythe proposalissenttothe client.
PRE-PRE-CON MEETING atleast1weekprior topre-conmeeting. 1 2 3 4 5 6 7
EXECUTE CONTRACT
2monthspriortoprogram start(pre-condate),or afterproposalrevision, whicheverhappensfirst.
PROGRAM 90%
DEPOSIT DUE 60priortoprogramstart.
INTRODUCE OPERATIONS
aminimumof3weeksprior toprogramstart,or aftercontractissignedand depositisreceived.
PROGRAM RESUME atleast2weeksprior topre-conmeeting.
Your satisfaction is our top priority, and we are here to address any questions or concerns you may have along the way. Thank you for considering our proposal.
We look forward to the opportunity to contribute to the success of Aflac’s Annual Meeting.
Best Regards,
Stephanie Walls
PLAN PURPOSEFULLY, EXECUTE FLAWLESSLY.
JOE FIJOL Founder + Principal
VP, Sales
Business Development
Joe provides the overarching vision for delivering unparalleled service and achieving exceptional results. His leadership drives our company’s commitment to exceeding client expectations, fostering a client-first culture that is focused on delivering meaningfulandlastingoutcomes.
Adam’s focus is on empowering our sales team and ensuring that every aspect of our strategy aligns seamlessly. His ability to connect the dots across various functions guarantees cohesive and effective execution, ensuring no detail is overlooked. Adam’s leadership ensures that your event is executed with precision, bringing all components together to deliver exceptionalresults.
Meryl leads the creative process, ensuring your brand is represented exactlyasrequested.Sheguarantees that all creative deliverables are aligned with your vision and adhere to the highest standards of quality and consistency. With Meryl’s attention to detail, your event’s creative elements will always reflect your brand’s message clearly and powerfully.
Julieisastrategicleaderwithakeen eye for detail, ensuring seamless execution and operational excellence across all our offices. With a strong background in logistics and a passion for innovation, she consistently drives efficiency and elevates our service standards.
ADAM MARCY
+
MERYL HILL VP, Brand Strategy
JULIE SALVATORE VP, Operations + Logistics
YOUR LOCAL ALLY AND DEDICATED TEAM
As the initial sales contact, Stephanie is ever present at the Resort, and is the liaison between the three planning teams; she will ensure the client gets the best program to fit their goals, attendee profile, and budget, with impactful momentsthroughout.
Gigi designs proposals, generates contracts and oversees vendor management to make sure every detail is covered. The design team manages the account until our operations team is introduced, at which time, they continue the account for any new ideas that need tobecreatedandimplemented.
Riley oversees delivery of engaging content that exceeds the expectations of your stakeholders. Her team of creative managers brainstorm inspirational ideas and unique event concepts guaranteed toexciteanddelight.
As your dedicated logistics designers, the operations team are the liaison between the ETHOS and Resort operations teams and will be responsible for overseeing the internal manager schedules, as well as ensuring buying power with our vendors to be extended directly to you.
STEPHANIE WALLS Business Development
GISELLA HERNANDEZ Experience + Design
RILEY SZACHOR Experience + Design
SAMI MULDER Operations + Logistics
EPIC ADVENTURES AWAIT IN ORLANDO
WelcometoOrlando,acitysteepedinthemagic ofimaginationandadventure,whereyourheroic journeyawaits!Aswecelebrateyourremarkable achievements, we invite you to explore this vibrant destination that's much more than the theme park capital of the world. Your incentive trip will be packed with thrilling tours that uncoverOrlando'seclecticenergy.Eachdetailof theprogramisdesignedtomakeyoufeelspecial and recognized while capturing the spirit and excitement of Orlando. Prepare for an unforgettable adventure where every moment honors your success and mirrors the city's legacyofextraordinaryexperiences.
SCHEDULE OF EVENTS
Saturday, October 11, 2025
TBD Pre-PrivateDinners,LocationTBD
Sunday, October 12, 2025
PerManifest MainArrivals
10AM-6PM HospitalityTourDesk
7PM-9PM KidsPrograming,LocationTBD
7PM-9PM WelcomeReception,KingstonHall,1,800people
Monday, October 13, 2025
7AM-4PM HospitalityTourDesk
5PM-10PM KidsPrograming,LocationTBD
6PM-10PM AwardsNight,GrandCaribbeanBallroom,1,800people
Tuesday, October 14, 2025
7AM-4PM HospitalityTourDesk
7PM-10PM KidsPrograming,LocationTBD
7PM-11PM TransportationtoUniversalStudios,Shuttles,1,800people
Wednesday, October 15, 2025
7AM-4PM HospitalityTourDesk All-Day Tours+Activities,1,800people
Thursday, October 16, 2025
PerManifest MainDepartures
A CULINARY DESTINATION
In the heart of Florida, Orlando dining is more than just eating—it's an exploration ofworldcultures,flavors,andinnovations.
From the sizzling grills of renowned steakhouses to the fresh, vibrant offerings of farm-to-table eateries, Orlando offers a mosaic of dining experiences that cater to every palate. Join us as we embark on a gastronomic journey through Orlando, where every dish tells a story and every biteisacelebrationofculinaryexcellence.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
DREAM TREE DELIGHTS
Sporting a Michelin star, Capa is nothing short of excellent.
The menu is a mix of steakhouse favorites with a Spanish twist and variety of delicious traditional “tapas” or small plates.
Transfer: 30 minutes
Capacity: San Sebastian Room - up to 30 guests
Dining: Plated or reception style
Cuisine: Spanish and steak
Attire: Business professional
Dishes are crafted with genuine ingredients imported from Italy, such as a special flour used for Ravello’s pasta, breads and pizza dough, cheeses, olive oils and more.
Transfer: 30 minutes
Capacity: Ravello PDR - up to 36 guests
Dining: Plated or reception style
Cuisine: Italian
Attire: Business professional
CAPA RAVELLO
DINING ON SAND LAKE
Expertly prepared seafood + steaks made with the freshest ingredients, complemented by handcrafted cocktails and an extensive wine list curatedbyanin-housesommelier.
Transfer:10minutes
Capacity:SpeakeasyRoom-upto18guests
Dining:Platedorreceptionstyle
Cuisine:Steakandseafood
Attire:Businesscasual
Ocean Prime delivers an elevated experience with exceptional ambiance, a chef-curated menu, signature handcrafted cocktails, and genuine hospitality.
Transfer:10minutes
Capacity:ClubRoom-upto16guests
Dining:Platedorreceptionstyle
Cuisine:Steakandseafood
Attire:Businesscasual
An upscale casual 11,000 sq ft. restaurant offering an extensive menu of Global Fresh Seafood, Steaks and Pasta as well as a Sushi & RawBar.
Transfer:12minutes
Capacity:TrophyBarArea-upto20guests
Dining:Platedorreceptionstyle
Cuisine:Steakandseafood
Attire:Businesscasual
EDDIE V’S PRIME SEAFOOD
OCEAN PRIME
BIG FIN SEAFOOD KITCHEN
SAVORY STOPS ON I-DRIVE
Traditional steakhouse with prime steaks, handselected with a carefully monitored process and cutdailytoensureconsistentquality.
Transfer:12minutes
Capacity:President’sOval,orStateRoom
Dining:Platedorreceptionstyle
Cuisine:Steakandseafood
Attire:Businessprofessional
Aspecialtymartinilist,850wineselectionsanda variety of cigars display Vito’s passion for the finerthingsinlife.
Transfer:14minutes
Capacity:TuscanyRoom-upto24guests
Dining:Platedorreceptionstyle
Cuisine:Steakitalian,andseafood
Attire:Businessprofessional
HelenapayshomagetothecontemporaryRiviera restaurants flourishing along the Mediterranean coastinfusedwithcoastalBalinesevibes.
Transfer:14minutes
Capacity:Rotunda-upto30guests
Dining:Platedorreceptionstyle
Cuisine:MediterraneanandAmerican
Attire:Businessprofessional
CHARLEY’S STEAKHOUSE
VITO’S CHOP HOUSE
HELENA MODERN RIVIERA
PRAYER PROGRAM
Gather for a serene corporate prayer brunch, fostering connection and inspiration. Enjoy a thoughtfully curated menu in an elegant setting, complemented by an uplifting guest speaker sharing wisdom and encouragement, creating a meaningful atmosphere of faith, unity, and reflection.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
FAITH
AND
FELLOWSHIP:
A PRAYER BREAKFAST WITH DAVID POLLACK
HEROES AMONG US
Tonight, we don’t just dine; we celebrate the extraordinary achievements of each individual —our real-life superheroes. As we gather under the emblem of valor and virtue,letthiswelcomedinnerserveasour Hall of Heroes, where every attendee is honored not just for their professional triumphsbutforthecourage,perseverance, and dedication that define them. Prepare for an evening where we spotlight your superpowers, applaud your victories, and inspire one another to reach even greater heights.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
SUPERHEROES X ANDY WARHOL
Step into a vibrant world where pop art meets superpowers! This Superhero Andy Warhol Party combinesthebold,graphicenergy of comic book heroes with the colorful, iconic style of Warhol's art. Guests will be immersed in a high-energy atmosphere filled with larger-than-life visuals, electrifying music, and interactive experiences.
Name on thestars
INSTAGRAMMABLE ENHANCEMENTS
Let’s create the memories with customizable enhancements that leave an indelibe mark.
ELECTRIC GLOW
OPTION 1
TABLESCAPE OPTIONS
RADIANT BLOOM
OPTION 2
VIVID SPLATTER
OPTION 3
EPIC ADVENTURE
ENCOUNTERS
AMOS BROTHERS COMIC
STRIP PERIMETER PIECES
Comicsthatdramatizethestoryofthe Amosbrothersandthefoundingof AFLACasapartofthedecor
SUPERPOWER BAR CLINGS
Highlightdifferent"superpowers" neededinbusiness,suchasresilience, innovation,andleadership—traitsthat theAmosbrothersexemplified.
interactivephotoboothwherethe picturescometogethertocreatea heroimageorspelloutnames.
FINALMOSAICSIZE:(864Photos)
AFLAC HISTORY VR EXPERIENCE
VRexperiencethatallowsattendeesto stepintokeymomentsinAFLAC’s history,seeingthechallengesand decisionsfacedbytheAmosbrothers fromafirst-personperspective.
NAME IN THE SPLATS (STARS)
Floorclingshighlighteachnomineeand createastar-studdedwalkwaytothe eventhonoringtheseheroes.
TalentedLEDPOISpinnerwillcreate colorfullight-upcustomdesigns!
MOSAIC PHOTO WALL 6X4
LED POI SPINNER
SUPER ACTIVATIONS
SUPERHERO CHARACTERS
Choosefromthefollowing:TheJoker, TheIncredibleHulk,WonderWoman, Flash,Spiderman,Superman,Batman, andCatWoman.
AI HERO HEADSHOTS
ThisfunandinteractiveboothusesAI filterstocreateacustomworkofartin seconds!
IncludesWoodBackdropwiththe target,RusticTable,Longbows,soft-tip arrows,darttips,andattendant.Upto 4players.
CARICATURE ARTIST
Attendeescanhavethemselvesdrawn ascartoonsuperhero’stotakehome withthem!
CreatefundesignswiththisGiantLight Bright.Placemulti-coloredtranslucent pegsintothewall.Comeswith800 pegsin6differentcolors.
LED LIGHT TUNNEL
Elevateyourphotoexperiencewitha thislight-tunnelbackdrop-perfectfor lightinguptheroom!
GIANT LIGHT BRIGHT
HAWKEYE ARCHERY STATION
VIOLET VOLTAGE
A dynamic fusion of modern elegance and rock-inspired energy. Soft seating in deep purples and radiant yellows invites comfort, while sleek truss structures and industrial bars add a bold edge. Wooden accents ground the look, creating a harmonious contrast that amplifies the electrifying atmosphere.
Name in the stars
VIOLET VOLTAGE
Ambient lighting strategically placed highlights the intricate details of the décor and creates pockets of intimacy for guests to gather. An eclectic mix of music fills the air, seamlessly blending classic rock with contemporary beats to maintain an upbeat and engaging vibe.
ROCK ‘N ROLL ACTIVATIONS
BaseduponthehitgamesGuitarHero III:LegendsofRockandGuitarHero WorldTour.Selectyoursongfrom over50populartitles.
Unleashyourinnerartistbyadding painttoaspinningvinylrecord.
BALLOON DART WALL
Testyouraimattheballoondartwall! Asballoonspop,piecesofthecompany logoarerevealed,creatingastunning visualdisplay.
VR BEAT SABERS
Emergeyourselfandfeeltherhythmof thebeat.GuestputontheVRgearand slicethroughobjectstothebeatofthe music.
CUSTOM LIT WRIST BANDS
Thesewristbandswilllightupandadd totheilluminationoftheroom.Add companybrandingasoptional enhancement.
Featuringover4,100light-emitting diodes,the“LEDCube”isanartpiece thatishardtoresisttakingaselfie with.Cubedimensions:12ftx12ft
GUITAR HERO
VINYL PAINT SPINNER
LED RAIN CUBE
UPGRADE TO BACKSTAGE PASS
DISCO STEP + REPEAT
Strikeapose!Thisphotoboothhasa customtilewallthatcanbebranded withcompanylogo,withdazzlingdisco ballshangingfromabove.
Eachcustombottlefeaturesascannable QRcodethatdonatestocharitable causeseachtimeitisrefilled. Customizecolorandbranding!
DISCO DANCERS
TheMirrorDancerswilllightupthe dancefloor!
FABRIC MARBLING
Dipyourhandsintovibrant,swirling colorstocreateamarbledeffecton body.
TSHIRT PRESS
Attendeescancustomizeat-shirtof theirchoicefromaselectionofoptions providedbythecompany.
Thisinvitingactivationfeaturesa10ftwidex8ft-tallcustom-designedwall, onechair,andamysteryhole!
KEEPSAKE BOTTLES
TEMPORARY TATTOO WALL
MUSICAL ENTERTAINMENT
The hottest new thing to hit the streets of Central Florida, Stereo FM is a youthful music act featuring three of the areas brightest rising musicians, Lead Vocalist Josh Belanger, Lead Guitarist Jake Gren and on the back end drumming is Kevin Garcia. Mixing old with the new, Stereo FM has a sound anyone and everyone can get in to! With set lists containing hit songs from chart toppers from the past to the current Top 40 hits, these guys are a sure fire crowd pleaser for groups of all ages.
With 15 years of DJing experience, DJ Rolo brings a wealth of expertise to corporate and private events. Known for his seamless mixes and ability to gauge the crowd, he creates unforgettable experiences tailored to each occasion. Professional and dedicated, DJ Rolo guarantees top-tier entertainment that elevates any gathering.
STEREO FM
DJ ROLO
MUSICAL ENTERTAINMENT
Available in 7-12 pieces
The retro VW party bus is self-contained with audio, lighting, and built in SMS photobooth. This vintage bus is sure to be a huge hit! Customize top panel with company logo and optional custom wrap to vehicle!
This lively performance by a gifted ensemble of musicians will keep your guests engaged and singing along to the top hits from the last five decades. With their expertise in classic rock and country, this group truly has something for everyone!
DJ ON WHEELS
Photo booth and DJ crossover
SOUND UP
AN ENCHANTED EVENING:
A WIZARD'S GALA
Immerse yourself in the enchanting atmosphereofthe"MagicalMysteriesGala: An Evening at the Wizard Academy," inspired by the mystical world famous at Universal Studios. As we honor outstanding achievements, guests will explore a realm where magic wands, spell books, and fantastical creatures reign. This gala promises an unforgettable night of celebration, draped in the allure of a legendarywizardingacademy.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
WIZARD’S
HALL
OF FAME
Step into the enchanting realm of wizards for an unforgettable awards gala where the guests are the stars of the evening. This magical celebration transforms the venue into an immersive wizarding experience, celebrating theachievementsofthehonorees with a touch of spellbinding wonder.
CUSTOMIZE BANNERS TO REPRESENT EACH GROUP OR DISPLAY WINNER NAMES ON DANCE FLOOR
CUSTOMIZEENVELOPES WITHWINNERNAMES
SAND CASTLE
WANDS UP FOR EXCELLENCE
Upon arrival, guests are greeted with a mystical portal entrance, complimented by red brick. A grand dining room setting awaits, featuring floating candles, enchanted starry skies, and long banquet tables adorned with themed linens and golden goblets.
TABLESCAPE
LOOKS
MYSTIC ELEGANCE
Look One
GILDED ENCHANTMENT
Look Two
DRACONIC CHARM
Look Three
A WIZARD’S JOURNEY
VR WIZARD EXPERIENCE
Grabyourwandandjumpin!.Guestput ontheVRgearandbecomeawizard. Walkaround,learnspellsandhavefun!
CUSTOM GROUP LANYARDS
Customizelanyardstofiteach attendee’sroleinthisconvention.
Examplesinclude“FirstTimeQualifier” and“VeteranAdvisoryCouncil”.
CRYSTAL READING
AWellnessExpertwillteachattendees thebasicsofdifferenttypesofcrystals aswellashowtochoosetherightone fortheirneeds.
FAMILIAR STATION
Cuddlewithsomeofyourfurryfriends withthisfamiliarstation.
Guestswilllearnhowtoprepareand useavarietyofherbsasteasfortheir ownwellness,evencreatinga teatotakehome.
Donatesockstoahouseelfinneed! (Sockscanbepre-determinedfor gueststoselectanddonatetowardsa partneredcharityonbehalfofAflac)
HERBS + TEA
SOCK DRIVE FOR AN ELF IN NEED
MAGICAL MUST-HAVE’S
POTION MIXOLOGY CLASS
Guestscanmixtheirdrinkswith ingredientsthatmimicpotionbrewing.
Ashowstopper,the“GiantFlorals” featureoversizedroses!Perfectfor photoswithguests,thisambiance charactercomescompletewithan assistant.
LIVING PAINTINGS
Bringtheworld’sfinearttolifewith “LivingPaintingCharacters.”Perfectfor photoswithguests,thesewalk-around worksofartareone-of-a-kind.
SUCCULENT STATION
Attendeescanhandpicktheirveryown succulent,asymbolofresilienceand growth,whileimmersingthemselvesin theartofnurturingtheseplants.
CHAMPAGNE CHANDALIER
Thissurrealfeaturewilldazzleyour guestsasaerialistspourchampagne whilesuspendedupside-downinagrand chandelier.
Makeyourowncustomizedspicemix whilelearningthebenefitsofeach ingredient. A WIZARDS SEASONING
LIVING FLORALS
FLOURESCENT FLORA
Vibrantloungeareas,ambient music,andcreativecocktails enhance the atmosphere, makingitaperfectfusionof natural beauty and modern luminosity. Every corner offers a photo-worthy moment, ensuring memories of this extraordinary neon garden linger long after the nightends.
FLOURESCENT FLORA
This theme transforms the night into a radiant wonderland, blending vibrant neon hues with lush greenery. Pulsing lights illuminate cascading blooms, glowing pathways, and shimmering foliage, creating a surreal garden alive with energy. Mesmerizing floral installations, glowing sculptures, and interactive light displays invite guests to explore and immerse themselves in this dazzling, otherworldly experience.
TABLESCAPE LOOKS
EXOTIC BLOOM Look One
FIREFLY GLOW Look Two
PARADISE PALETTE Look Three
GARDEN EXPERIENCES
FLORAL CART
GIVEBACK OPPORTUNITY
LIVE HAND WALL
Guestswillbeabletocreatetheirown bouquetseitherforkeepsakeorfor donationtoalocalcharityofchoice.
LIVING STATUES
Youreventwillbedecoratedwith sophisticatedstyleasourinteractive Livingentertainmentgracestheroom.
Ourbeautifulwallcanhandout champagne,desserts,oranythingwith style!
LOLI POP AEREALIST
ENCHANTED IVY
Adornedwithbeautifulflowers,these goddessesofnaturewillmagicallycome tolifetoamazeaudienceswiththeir eleganceandgraceastheymovewith captivatingagility.
Thisself-containedground-basedact canfitjustaboutanywhere,andthe aerialistwillputonabeautiful demonstrationfromherownrig!
YoureventguestswillLOVEbeautiful miniaturecaricaturesonelegant woodenpieces.Ourartistwillengage yourguestsasshecapturestheirimage onabeautifulsouvenirwoodenpiece.
MINI WOOD CARICATURES
MYSTICAL SPELLBINDERS
DJ EmV, aka Emily Misura, is a high-energy DJ and classically trained violinist who electrifies any event with her dynamic mixes and live violin. With performances for brands like Microsoft and Ferrari, she brings an unforgettable vibe across all music genres.
DJ Joey D is an all-around showman and has performed for audiences around the world. His take on Top 40 music brings any party to a whole new level. His love of mixing and blending music started in high school when get got his first set of turn tables and his obsession continues to this day
DJ EM V Electric Violinist
DJ JOEY D Background music DJ
MUSICAL ENTERTAINMENT
Frank Lima, a violinist who delivers everything in each of his performances, says that when music comes from the soul, it reaches the heart of everyone who listens to it, this is what makes this great artist different, his passion.
Frank will perform everything from classic to Latin to modern music with heart-thumping tracks underneath.
Fretless Rock is a rock string group performing everything from classical to classic rock to modern rock, hip hop and dance.Fretless Rock combines strings performing Rock and Dance tunes with an optional D.J. and drummer creating a high-energy, interactive show that will keep everyone dancing! Your guests will be talking for weeks about the unique rock band performing on electric string instruments.
FRANK LIMA Solo Violin with Background Tracks
FRETLESS ROCK LED String Musicians
TOURS + ACTIVITIES
Talking business may be the backbone of the meeting. But then the heart – that adrenaline-inducing, blood-pumping vessel that gives the whole thing life – is what youelecttodoinbetween.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
DEDICATED
PARK TICKET CONCIERGE
This tailored service is designed to enhance the guest experience by providing specialized support beforeandduringtheevent.
DEDICATED TICKET CONCIERGE SERVICE
WEBSITEFEATURESINCLUDE:
Securedserverhostingforinformation
CompatiblewithInternetExplorerandNetscape
Reportingfeaturestotrackmetrics
Design and creation of home, attendee contact information,parkinformation,ticketinformationand securecheckoutpages
Linktoconferencepage
Helpdesknumberforregistrants
Our Theme Park Ticket Concierge will serve as a central point of contact for all theme park-related inquiries, ensuring that attendees have all the information they need to fully enjoy their experience.Thisserviceincludes:
Pre-Trip Planning: Our concierge will provide detailed information about the theme parks, including attractions, shows, and dining options, helping attendees plan their visit accordingtotheirinterestsandneeds.
Ticket Purchasing Simplified: Attendees can purchase their theme park tickets directly through us. We offer competitive pricing and the convenience of arranging tickets beforearrival,ensuringaseamlessstarttotheiradventure.
Custom Recommendations: Basedonindividualorgroup preferences, our concierge can recommend “must-see” attractions and shows, optimizing attendees' time and enhancingtheiroverallexperience.
FAQs and Tips: From what to pack to the best times to visit certain attractions, our concierge will provide valuable tips and answer any questions, preparing attendees for a hassle-freeexperience.
Streamlined Experience: We centralize ticket sales and information and streamline the process, making theme park visitseffortlessandmoreenjoyable.
Personalized Service: Ourconciergeoffersapersonalized touchthatmakesguestsfeelvaluedandcaredfor,enhancing theiroverallexperienceandsatisfaction.
ACTIVITY
OPTIONS
FOOD TOURS
THE GREAT OUTDOORS
ACTIVITY OPTIONS
SAMPLE DEPARTURE SCHEDULE
BREWS
+ CHEWS
This tour takes you to three of the top breweries in Orlando, where you will sample a variety of unique and flavorful brews. Along the way, you'll enjoy delicious bites specially selected to complement the diverse range of beers. This experience is perfect for beer enthusiasts who want to explore the city's vibrant brewing culture, savoring tasty bites in a fun and relaxed atmosphere.
THE EXPERIENCE
Duration: 4.5-5 hours
Capacities: 24 minimum / 150 maximum
Includes guide, (1) flight of beer at each location, appetizers, stop info
ENHANCEMENTS
Themed keepsakes
Upgraded menu at select venues
SAMPLE ITINERARY
11:00AM Hotelpickup 11:30AM ArriveatIvanhoeBrewing
1:00PM NextstopMotorWorksBrewery 2:00PM NextstopRockPitBrewing
3:00PM Departforhotel
Includedbreweriesandroutedeterminedbylocationofhoteland availabletime.Brewerylocationssubjecttochange.
CHOCOLATE
EXPERIENCE
Guests will enjoy three interactive chocolate activities, including molding a chocolate shape, handcrafting and dipping caramel pecan turtles, and customizing or writing with chocolate on their creations. Each participant will take home their handmade chocolate treats. The experience also features a tasting session to explore chocolates of varying percentages, along with chocolate wine samples for adults or chocolate soda for guests under 21. Water is also provided.
THE EXPERIENCE
Duration: 1.5 hours
Capacities: 15 minimum / 90 maximum (2 groups) Includes private guided tour of the facility with handson chocolate-making experience
ENHANCEMENTS
Purchase chocolate delights at the front counter! Custom chocolate bar includes logo/branding sticker on the bar
SAMPLE ITINERARY
1:30PM Hotelpickup
2:00PM Arrivalandcheckin
2:15PM Privatetourbegins
3:00PM Tourends,Chocolatemakingclassbegins
4:00PM Departforhotel
FLAVORS
OF
POINTE ORLANDO
Savor the incredible flavors of Orlando on The Pointe Orlando Foodie tour. Upon arrival your journey begins at Kavas, then head to Taverna Opa, and end the adventure with JoJo’s Shake Bar. Perfect for food enthusiasts, this tour promises an unforgettable experience filled with mouthwatering dishes, drinks and delightful surprises at every stop. A must-do for anyone looking to explore Orlando’s rich and diverse food scene!
THE EXPERIENCE
Duration: 4 hours
Capacities: 50 minimum / 150 maximum
Includes guide, signature drink at each location, food sampling, stop info, equivalent to a full lunch
ENHANCEMENTS
Upgraded menu options
Upgraded drink packages
SAMPLE ITINERARY
11:00AM Hotelpickup 11:30AM BeginatKavas 12:00PM NextstopatTavernaOpa 1:30PM NextstopJoJo’sShakeBar 2:30PM Departforhotel
Includedrestaurantsandroutedeterminedbylocationofhoteland availabletime.
DISNEY SPRINGS
BITES + DELIGHTS
Gather your group for an unforgettable Disney Springs food tour, perfect for sharing great moments and delicious flavors! Start at Paddlefish, then head to Terralina Crafted Italian, and wrap up the tour at Planet Hollywood with a show-stopping dessert experience. It’s the ultimate culinary adventure—ideal for friends, families, and teams looking to bond over fantastic foodandfun!
THE EXPERIENCE
Duration:4.5hours
Capacities:24min./100max.(groupsstaggertimes) Includes guide, food, and beverage with an alcoholic drink, flyerabouteachstop,equivalenttoafulllunch
ENHANCEMENTS
Upgradedmenuoptions
Upgradeddrinkpackages
SAMPLE ITINERARY
10:45AM Hotelpickup 11:15AM ArriveatDisneySprings
11:30AM FoodTourBegins
2:30PM FoodTourConcludes 2:45PM Departforhotel
Includedrestaurantsandroutedeterminedbylocationofhoteland availabletime.
TREE
TREK
ADVENTURE
Looking for thrills? You’ve come to the right place! Orlando Tree Trek Adventure Park is a progressively challenging aerial obstacle course set high atop the trees in a natural pine forest, each one more exhilarating than the last. Swing from Tarzan ropes, climb ladders 50 ft. up, lead into hanging nets, cross the wobbly suspended bridges, navigate the swinging logs, balance on hanging skateboards and soar through the trees on giant ziplines. Professionals help guide you every step of the way ensuring your safety, so don’t worry no experience is needed to have fun!
THE EXPERIENCE
Duration: 2-3 hours
Capacities: 10 min. / 100 max. (groups stagger times)
Includes 4 adult obstacle courses and 70+ games from 45 minutes to 4 hours
Zip lines, Tarzan ropes, cargo nets, trapeze swings
Picnic seating and in-house catering for lunch
Climbing gloves
Bottled water
SAMPLE ITINERARY
11:00AM Hotelpickup
11:30AM Arrivalandactivitysafetybriefing
12:15PM Activitybegins,customizable
3:00PM Activityends
3:30PM Departforhotel
HOME OF
THE GATORS
Get ready for down-home family fun at “The Alligator Capital oftheWorld®”–Gatorland!Thereisn’tabetterplacetosee alligators and crocodiles of all sizes, from babies, also known as grunts, to the 14-foot monsters that call our Breeding Marsh home. They even have the largest collection of extremely rare white leucistic alligators. But, Gatorland is more than just a gator park! Their free-flight aviary, petting zoo, one-of-a-kind animal shows, thrilling Screamin’ Gator Zip Line and new Stompin’ Gator Off-Road Adventure ensure your day will be chock-full of fun, smiles, and special memories!
THE EXPERIENCE
Duration:4hours
Capacities:10min./3maximumpergroup
Includesentranceticket,accesstoshows,pettingzoo,and alligators,andlunch
ENHANCEMENTS
AddtheoptiontohaveBBQlunchonproperty
SAMPLE ITINERARY
10:00AM Hotelpickup
10:45AM Arrivalandcheckin
11:00AM Airboattourbegins
12:00PM Entrancetoremainingattractions
4:00PM Departforhotel
RIDE INTO
TANK AMERICA
Tank America is in scenic Orlando just minutes from Disney, Universal, and the airport. This adventure theme park is set on 14 lush acres of land with plenty of jungle terrain, and rolling trails cutting through the forest. The topography featuresa1/2milecoursewhichbillowsuphills,whipsaround hair pin turns and across straightaways. Tank America puts youinthemiddleoftheactioninaFV433Abbotmilitarytank anddirectlyinthedriver’sseat.
THE EXPERIENCE
Duration:2hours
Capacity:20minimum/50maximum
Driversmustbe16+,passengersabove45"
Accommodates 10 participants in one group with each newgroupstartingevery1.5hours
Safetyinstructionandtank
ENHANCEMENTS
Add Scrap Car obstacle which puts the driver on the collisioncoursewith(3)previouslyrun-overcars
Addlocalveteran-ownedBBQcatering!
SAMPLE ITINERARY
10:00AM Arrivalandcheckin
10:15AM Safetyandoperationbriefing
10:45AM Tankdriving 11:45AM Groupphotoswithtanks 12:00PM Departforhotel
REEL IN THE
BASS FISHING
A#1 Bass Guide Service was established by National Freshwater Fishing Hall of Fame inductee Captain Pete Matson in 1991. Capt. Pete owner and operator of has over 32 years experience as both Professional Guide and tournament angler. His experience and fishing knowledge will help your guests have one of the best and most memorable fishing experiences of your life.
THE EXPERIENCE
Duration: 4 hours
Capacity: 2 minimum / 30 maximum
Includes professional bass boat, guide, all fishing tackle, live bait, fishing licenses, water and ice
Optional lunch or boxed lunch upon request
SAMPLE ITINERARY
8:00AM Hotelpickup
8:30AM Arrivalandcheckin
9:00AM Beginbassfishing
1:00PM Dockboat
1:30PM Departforhotel
SHINGLE CREEK
GOLF CLUB
Average Play Time:4hours
Practice Facility: DrivingRange
Attire: All players are expected to wear appropriate golf attire. Collared shirts for men, no denim, and Bermudalengthshortsarerequired.
Designer: ArnoldPalmerDesignCompany
Condition/Terrain: Lots of lakes, a few elevated greens.
Designed by the renowned Arnold Palmer Design Company, the Palmer legacy is found in a handcraftedcoursewithdesignfeaturesreminiscent of the finest classics in the world. Strategy and variety are front and center with some of the course’s features to harken back to the golden age ofgolfcoursedesign.
PAR 72, 18-HOLE, PRIVATE
COURSE OFFERINGS
Complimentarytournamentplanning Tournamentannouncements
Customizedcartplates
Calligraphyscoreboard
Rangeballs
On-coursecontests(longdrive,hole-in-one,putting,etc.)
ENHANCEMENTS
Beveragecartsordrinkstations
On-coursefoodandbeverageservice
Giftcertificates
Rentalclubsandshoes
Trickshotshows
Awardsandprizes
Customizedtournamentflags
EVERGLADES AIRBOAT
ADVENTURE
Embarkonanexhilaratingprivateone-hourEvergladesairboat tour, where the captivating wilderness of the Florida Everglades unfolds before your eyes. Your expert guide will navigate through lush mangroves and sawgrass marshes, leading you to prime alligator habitats. Immerse yourself in the untamed beauty of the Everglades, where every moment presents memories to cherish for a lifetime. After the tour, exploretheincredibleGatorParkandSafaridrivethroughfull of zebras, watusi, deer, water buffalo, emu, wild boar and monsteralligators!
THE EXPERIENCE
Duration:1-hourairboatexcursion
Capacity:10minimum/17maximumpergroup
Includes all Gator Park admission fees + in-park show, animalexhibitsandlunch
Sunglasses,hats+sunscreenrecommended
ENHANCEMENTS
Alligatorhandlingphotos
Animalmeet+greet
BBQbasketlunch
Barservices
SAMPLE ITINERARY
10:00AM Hotelpickup
10:45AM Arrivalandcheckin
11:00AM Airboattourbegins
12:00PM Entrancetoremainingattractions 4:00PM Departforhotel
HARRY P. LEU
GARDENS
Take your time to relax and enjoy a guided tour through the 50-acre botanical haven while strolling through its breathtaking gardens. Discover over 40 different collections including a tropical rain forest, Florida's largest formal rose garden, butterfly garden and much more! Leu Gardens is always blooming. Each garden is designed specifically to inspire guests to appreciate and understand the beauty of plants. The garden and historical home were deeded to the City of Orlando in 1961 by Mr. Harry P. Leu and his wife, Mary Jane.
THE EXPERIENCE
Duration: 2 hours
Capacity: 15 minimum / 30 maximum per group
Explore various gardens and the Leu House Museum Dress comfortable for the outdoors
ENHANCEMENTS
Have a bite to eat at the Foxtail Marketplace & Cafe
Add a beverage cooler with snacks
SAMPLE ITINERARY
10:00AM Hotelpickup
10:30AM ArriveatHarryP.LeuGardens
10:45AM Freetimeingardens
12:30PM Departforhotel
BIKING THROUGH
CELEBRATION
Learn about Celebration’s rich history and discover picturesque neighborhoods with world-class architecture, multimillion dollar mansions, parks, scenic winding trails, waterfront pathways, native wildlife and a vibrant downtown area. Bike this charming community that includes a downtown main street area and a blend of townhouses, apartments and estate homes co-mingled within the same neighborhoods.
THE EXPERIENCE
Duration: 2 hours
Capacity: 10 minimum / 60 maximum per group Includes bike, helmet, guide, water, lunch below Guests must be able to ride a bike
Closed-toe shoes recommended
Low to moderate activity level
ENHANCEMENTS
Add a stop for lunch at a local favorite in the quaint town of Celebration, FL!
SAMPLE ITINERARY
10:00AM Hotelpickup
10:30AM Arriveatactivity
10:45AM Bikingsafetyinstructionandequipmentdistribution
11:00AM Activitybegins
1:30PM Departforhotel
SOUTHERN HILL FARMS
FALL FESTIVAL
Come celebrate the Annual Fall Festival at Southern Hill Farms! Admission will include the award winning 5-acre corn maze, access to the Donut Pavilion, farm wagon rides, yard games, U-pick sunflower and zinnia fields, pumpkin patch barn with a wide variety of beautiful and unique pumpkins of all sizes and colors, beautiful rooftop deck, picture perfect photo op areas for your fall family photos, and more! What fall adventure would be complete without mouth-watering apple cider donuts, jolly Jumbo Jack carving pumpkins and s’mores around the fire pits?
THE EXPERIENCE
Duration: 3 hours - customizable
Capacity: 15 minimum / 150 maximum
Guide. admission ticket, corn maze, rides and entertainment, food and beverage
ENHANCEMENTS
DIY Scrub Class: Take home your very own 6 oz. exfoliating sugar scrub and moisturizer.
Adult Meal Voucher: Choice of (1) entrée from local food trucks
SAMPLE ITINERARY
10:00AM Hotelpickup
10:30AM ArriveatSouthernHillsFarms
10:45AM Freetime
2:30PM Departforhotel
SHINGLE CREEK
KAYAKING
This out and back, guided adventure is the perfect way for kayakers to explore the most beautiful cypress forest ecosystem in Central Florida. Your 4-5-mile, round-trip journey will lead you through several miles of windy, swampy pathways amongst Florida’s natural beauty. Bald Cypress trees, various wading birds, turtles, wild bromeliad, and the occasional alligator highlight this wonderful trip. Truly one of the best ways to see the natural side of Florida in a relaxing, tranquilatmosphere.
THE EXPERIENCE
Duration:2-hours
Capacity:10minimum/65maximum
Includes guide, all kayaking equipment and instruction, sunscreen,bottledwater,lunch
Comfortable outdoor clothing that can get wet, sunglasses,hats+sunscreenrecommended
ENHANCEMENTS
Upgrade your tour with the VIP package including a custom dry bag or floating phone case, personal sunscreen,sportsdrinkandsnacksperguest!
SAMPLE ITINERARY
10:00AM Hotelpickup
10:35AM ArriveatShingleCreek
10:55AM Kayakingsafetyinstructionandequipmentdistribution
11:00AM Activitybegins
1:30PM Departforhotel
DAY AT
COCOA BEACH
Discover the charm of Cocoa Beach with a day on the Space Coast. This is Orlando’s closest beach and it’s perfect for soaking up the sun and riding the waves. Start your adventure at the world’s largest surf shop - Ron Jon Surf Shop. Once you’re done shopping head over to the shore for a day of sun and surf. When hunger strikes, indulge in a delicious lunch at Sandbar Sports Grill, just steps from the beach.
THE EXPERIENCE
Duration: 5 hours
Capacities: 24 minimum / 55 maximum
Includes guide, visit Ron Jon’s, beach time, and lunch
ENHANCEMENTS
Upgraded menu options
Upgraded drink packages
SAMPLE ITINERARY
9:00AM HotelPickup
10:00AM ArriveatRonJonsSurfShop
11:00AM ShepardsParkBeach
12:30PM LunchatSandbar
3:00PM DepartCocoaBeach
DISCOVER + SHOP
ORLANDO
Indulge in a luxurious shopping experience at the Mall at Millenia and Premium Outlets in Orlando. The Mall at Millenia features an array of high-end boutiques and designer stores. Meanwhile, the Premium Outlets provide fantastic deals on designer items, making it a haven for bargain hunters looking for quality brands at discounted prices. Each guest will receive an exclusive welcome bag filled with exclusive goodies and special offers, with lunch at a restaurant in Mall at Millenia.
THE EXPERIENCE
Duration: 5 hours - customizable
Capacities: 24 minimum / 55 maximum Includes guide, lunch, welcome bag
ENHANCEMENTS
Shopping concierge service
Alcoholic beverages with lunch
SAMPLE ITINERARY
10:00AM Hotelpickup
10:15AM ArriveatMallofMillenia
12:30PM Lunch
1:30PM ArriveatthePremiumOutlets
3:30PM Departforhotel
EXPLORE
ICON PARK
Experience the ultimate day of fun at Icon Park located right in the heart of International Drive! Upon arrival start with a delicious BBQ lunch at Brother Jimmy's. Marvel at lifelike wax figures of your favorite celebrities at Madame Tussauds and dive into the wonders of the ocean at Sea
Life Aquarium, home to a diverse array of marine life. No trip to Icon Park is complete without a ride on The Wheel, which offers breathtaking 360-degree views of Orlando from 400 feet above.
THE EXPERIENCE
Duration: 4 hours
Capacities: 24 minimum / 54 maximum
Includes guide, lunch, entrance to (3) attractions
ENHANCEMENTS
Alcohol with lunch
SAMPLE ITINERARY
11:30AM Hotelpickup
12:00PM LunchatBrotherJimmy’sBBQ
1:15PM SeaLifeSafari
2:15PM MadamTussauds
3:15PM TheOrlandoEye
4:00PM Departforhotel
A DAY ON
PARK AVENUE
Explore Winter Park’s wonders on a tour blending nature, art, and leisure. Start your day drifting along the calm waters through 3 of the 7 lakes that make up the Winter Park chain. While on board soaking in the stunning scenery, guests will view breathtaking homes, swaying palms, abundant wildlife, and more. Next go from nature to opulence and step into the Tiffany Museum to admire vibrant stained glass and other works of art. The day isn’t complete without lunch at a local restaurant and a stroll through Park Ave that’s brimming with charming shops.
THE EXPERIENCE
Duration: 4 hours - customizable
Capacities: 15 minimum/ 30 maximum per group
Includes guide, boat tour, and Morse Museum, lunch
ENHANCEMENTS
Private group dining
SAMPLE ITINERARY
9:00AM Hotelpickup
9:45AM ArriveattheScenicBoatTour
10:00AM BoattourofWinterPark
11:15AM ExploreWinterParkonParkAvenue
1:00PM TheMorseTiffanyMuseum
2:00PM Departforhotel
KENNEDY SPACE CENTER
TOURS
See the visionary designs paving the way for human deep space travel while discovering the current cutting-edge space exploration innovations from NASA and commercial partners. Enter the spaceport of the future and launch aboard one of four unforgettable journeys at Spaceport Kennedy Space Center. The center features exhibits and displays, historic spacecraft and memorabilia, shows, two IMAX theaters, and a range of bus tours of the spaceport as well as astronaut training experiences, including a multiaxial chair and Mars Base simulator.
THE EXPERIENCE
Duration: 6 hours (can be customizable)
Capacities: 24 minimum / 44 maximum
Includes guide, entrance ticket, tours, lunch
UPGRADE PACKAGE TO INCLUDE:
The above inclusions
Tour of Rocket Garden and Atlantis Exhibit
3-hour tour with NASA Communicator
Private bus tour to Apollo Saturn V Center
SAMPLE ITINERARY
8:00AM Departfromhotel
9:00AM Grouparrivesandenterssecuritycheck 9:15AM Arriveatmaincomplex,Freetimeincomplex
4:00PM DepartKennedySpaceCenter
LOCAL AREA
THINGS
TO DO
Moreforyourattendeestoenjoy!BrowseadditionallocalattractionsandseasonaleventsinOrlandothatwill takeplaceduringyourprogramdates.
Southern Hills Farms Fall Festival Clermont
Orlando Science Center Orlando
EVENTS AND ATTRACTIONS
A family-friendly fall celebration featuring pumpkin picking, a sunflower maze, live music, seasonal treats, and kid-friendly activities.
A private science museum whose purposes are to provide experiencebased opportunities for learning about science and technology and to promote public understanding of science.
Sunset Walk Promenade Kissimmee
Harry P. Leu Gardens Orlando
This beautiful outdoor entertainment district is home to casual eateries, fine dining, entertainment options, special events, and retail shops. Check out their annual Pumpkin Patch Harvest!
The gardens contain nearly 50 acres of landscaped grounds and lakes, with trails shaded by 200-year-old oaks and forests of camellias. Check out their Happy Frights + Haunted Nights Halloween Adventures!
THEME PARKS
Legoland Winter Haven Theme park built around Lego brands. Check out their Brick-or-treat!
SeaWorld Orlando
Universal Studios Orlando
Walt Disney World Buena Vista
This animal theme park reflects a variety of sealife. Check out their Howl-O-Scream and Spooktacular events!
This park transitions to into Halloween Horror Nights featuring haunted houses and scare zones on select nights.
Mickey’s Not So Scary Halloween Party is a ticketed special event with Halloween-themed entertainment and takes place after dark at Walt Disney World Resort. Also check out Epcot’s Food and Wine Festival!
COMMUNITY IMPACT
At ETHOS Event Collective, we believe in usingbusinessasaforceforgoodandhopeto inspireotherstojoinusinourpurpose:giving back to the people and places that make our eventspossible.
Howdowedothat?
We come alongside nonprofit organizations that align with our mission and embody a people-first approach, transparency, and sharedvision. Then,weincorporatewaysto partner with them into our program design, ensuring that every event leaves a lasting impactonthecommunitiesweserve.
We are proud to offer opportunities to incorporategivingintoyourprogramswiththe followingorganizations:
NATIONAL ORGANIZATIONS
CHARITY: WATER
WOUNDED
WARRIOR PROJECT
THE WASH FOUNDATION
Charity:water is bringing clean andsafewatertopeoplearoundthe world through their water projects, touching the lives of 17.5 million individuals.
Program integration opportunities: Incorporating VR tour experiences, organizing on-property walks, branded water bottle activations, or fundraising for an entire water project.
Wounded Warrior Project
honors and empowers our nation’s injured veterans, their families, and caregivers through programs encompassing mental health, career counseling, long-term rehabilitative care,andadvocacyefforts.
Program integration opportunities: Organizing a walk to honor and support wounded veterans or inviting a warrior to be your keynotespeaker.
The WASH Foundation, an evolution of Clean the World Foundation, improves the quality of life of communities worldwide by providing enhanced access to water, sanitation,hygiene,andsoap.
Program integration opportunities: Fundraising to support projects, inviting a speaker to your event, or team-building experiences that provide hygiene, comfort, or school suppliestothoseinneed.
BAlex's Lemonade Stand Foundation (ALSF) pushes boundaries by funding groundbreaking research, driving awareness, providing crucial family support, and mobilizing communities to join the fight against pediatric cancer.
Program integration opportunities: Organizing a run/walk, a friendly lemonade stand teambuilding competition, and inviting a local ambassador family to share their story.
ALEX’S LEMONADE STAND FOUNDATION (ALSF)
ORLANDO LOCAL ORGANIZATIONS
BABY DJ
RUNWAY TO HOPE
BabyDJ creates enchanting holiday experiences for over 2,000 economically disadvantaged families andhostsbackpackandschoolsupply drives and Operation Princess Project, outfitting over 400 local studentsforspecialschoolevents.
Program integration opportunities: Participating in the toy drive or engaging in the Operation Princess Project.
MilesToGo was pioneered by a compassionate 9-year-old with a missiontooffersupportandkindness to individuals facing homelessness. Their approach involves assembling comfort kits packed with essential hygiene items such as socks, snacks, toothbrushes, deodorant, and shampoo.
Program integration opportunities: Assembling kits to donate to partneringshelters.
Nathaniel'sHope celebrates kids withalltypesofdisabilities(VIPs)and equips the community with free programs to support and assist VIP families.
Program integration opportunities: Participating in Buddy Break respite programs, Nathaniel's Toy Shop, assistingwithspecialeventslikeMake 'mSmile,providepracticalsupportto families by helping with home maintenance-type projects and office mailings.
RunwaytoHope supports children and their families battling pediatric cancer while ultimately seeking a cure. Generating funds and awareness, they stand as a dedicated and passionate bridge uniting the three foremost pediatric hospitals in CentralFlorida.
Program integration opportunities: Volunteering for their yearly fundraising events, donating to their Family Assistance Program, or contributing to the various drives theyhostthroughouttheyear.
MILES TO GO
NATHANIEL’S HOPE
PROGRAM
LOGISTICS
Luxury vehicles and friendly staff are just part of the equation, our team of seasoned professionals has you covered with custom logistics solutions. An extra hand that’s there when you need it, making the walls disappearbetweenyourofficeandours.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
A FOCUSED APPROACH TO ROI-DRIVEN SERVICE
Our mission is simple: to revolutionize the way events are planned, executed, and experienced. We go beyond the traditional notions of event planning by integrating community, service, and innovation into every aspect of our work. By embracing thesecorevalues,weaimtocreateeventsthatnotonlycaptivateandinspirebutalsocontributetothegreatergood.
UNDERSTANDING CLIENT OBJECTIVES:
Deepdiscussionstograspclients'goalsforevents,includingattendeeengagementandbrandvisibility.
STRATEGIC PLANNING:
Developastrategicplanthatalignswithclientobjectives,integratingcreativeconceptsandpracticallogisticstomaximize ROI.
ROI-FOCUSED EXECUTION:
Ourexecutionphaseiswhereourfocusedapproachreallycomestolife.Weimplementthestrategiesdevelopedinthe planningphasewithprecision,alwayskeepingtheendgoalinsight.Ourteamensuresthateveryaspectoftheevent,from vendorselectiontotechnologyintegration,contributespositivelytotheoverallROI.
TEAM COMPOSITION:
AllETHOSstaffinvolvedarefull-timeemployeesinmanagerialroles. Nocontractoperationsmanagers;focusisexclusiveduringtheoperationalprogram. Operationsmanagercanstayinyourroomblockbutwon'tmanageotherconcurrentprograms.
OPERATIONS INTRODUCTION PROCESS:
Programsundergoaninternalreview90daysbeforeoratcontracting. Operationsteamfamiliarizesthemselveswiththeprogramandpreparesaresume. Awarmintroductionoccursaftertheagreementanddepositarereceived,ledbyanexperiencedoperationsmanager.
STAFFING BEST PRACTICES:
Fieldstaffarefullemployees,eligibleforbenefits,withflexibilitytoworkwithotherDMCs. Staffpoolofabout60,allmaintainingan“A”ratinginthestaffingsystem.
PROFESSIONAL EXTENSION
OF YOUR TEAM
More than logistics experts and record keepers, our seasoned professionals welcome attendees with an authentic smile. Our people are locals with a passion for service, an eye for detail and a desire to help others, who absolutely love what they do. Our staffing managers will assign the same representatives to your entire program, so your guests will getfamiliarfacesthroughthetimeline.
HOSPITALITY AND REGISTRATION SERVICES
Let us make your guests feel at home with professional translationservicesor bi-lingual staff onyour activities andatyour welcome desk.
Tour Bookings: Whether it’s securing spots on the most popular public tours or arranging visits to hidden gems, our staff can help attendees explore the destination with ease. We coordinate directly with tour providers to ensureavailabilityandthebestrates.
Ticket Concierge Services: For guests interested in local attractions or shows, our ticket concierge is available to recommend, reserve, and deliver tickets directly to the attendees, accommodating their schedules andpreferences.
Restaurant Reservations: Our team assists with dining recommendationsandreservationsattoplocalrestaurants or those that match specific dining preferences, ensuring a delightfulculinaryexperience.
Local Area Information: Our staff is equipped with knowledge about the local area, ready to provide directions, suggest shopping destinations, and answer any otherquestionsthatmightarise.
DEDICATED
SERVICE
A participant’s airport experience is often the first and last impression of the destination and program. Our expertise in coordinating manifests, vehicle routes, driver schedules and staffing will ensure your logistics are designed for success.
Your customized, cost-effective and convenient transfer plan designed by our transportation specialists will include:
SCHEDULING:
Transportation and greeters scheduled based on your provided manifest
REPORTING:
Luxury vehicles, staff and costs noted in your manifest Registration websites available (inquire for pricing)
PEACE OF MIND:
Maximum use of each vehicle based on local laws
PROFESSIONAL SERVICE:
Professionally uniformed drivers and greeters
10 minute out calls for VIPs
DETAILS:
Black and white program logo signage
Bottled water on each vehicle
Baggage assistance and lost luggage assistance
Upon arrival to Orlando International Airport, professionally uniformed meet and greet staff will greet your guests at the baggage claim carousel assigned to their flight, and escort them to waiting vehicles for their exclusive transfer to the Loews Sapphire Falls Hotel. Vehicles will depart approximately every 30 minutes.
For departures, your exclusive transfers will depart the Loews Sapphire Falls Hotel approximately every 30 minutes and travel directly Orlando International Airport.
CHILDREN’S PROGRAMMING PROPOSAL 1, JANUARY 27, 2025
AFLAC
NATIONAL CONVENTION 2025
CHILDREN’S PROGRAMMING
LOEWS SAPPHIRE FALLS RESORT OCTOBER 12-16, 2025
AFL-251012-O
REGISTRATION
MADE EASY
By anticipating the needs of all attendees, we ensure that every aspect of the event is managed with precision and care, reflecting the high standards of service and innovation that define AFLAC+ETHOSEventCollective.
WEBSITEFEATURESINCLUDE:
Securedserverhostingforinformation
CompatiblewithInternetExplorerandNetscape
Reportingfeaturestotrackmetrics
Design and creation of home, attendee contact information,parkinformation,ticketinformationand securecheckoutpages
Linktoconferencepage
Helpdesknumberforregistrants
CUSTOM CHILDREN'S REGISTRATION PORTAL
This portal will allow attendees to register their children in advanceoftheevent,ensuringthatwearefullypreparedforour youngerguests.Thisapproachprovidesseveralkeybenefits:
Preparedness and Customization: By knowing about theseyoungguestsinadvance,wecantailorofferingstosuit theirneeds,enhancingtheexperienceforfamilies.
Seamless Integration: The children's registration site can beintegratedwithyourmaineventregistrationplatformbut willremaindistincttoensureclarityandeaseofuse.
Alleviate Planning: This system operates independently of yours, ensuring the additional responsibilities come directly to ETHOS. Our team will handle all aspects of child registrationandcoordination.
PLANNER AND ATTENDEE BENEFITS
Stress-Free Experience for Parents: They can attend knowingtheirchildrenareenjoyingatailoredexperience.
Enhanced Event Attendance: With provisions for children, more attendees might be encouraged to attend, knowingtheirwholefamilycanbeaccommodated.
Positive Reflection on Your Brand: Offeringathoughtful solution like this reflects positively on your brand, showcasing your commitment to inclusivity and attendee satisfaction.
CHILDREN’S PROGRAMMING
Embarkonamultidayadventurecombining superheroactionandwizardingmagic!Kids unleash their powers in heroic missions, craft enchanted wands, and explore mystical realms through fun activities and games.Withkidsengaged,adultsrelaxand enjoy the experience, knowing everyone is havinganunforgettabletime.
A contract and 90% deposit are due 60 days prior to the start of the program (August 13, 2025) to secure services and avoid a 10% rush fee.
LITTLE HEROES UNITE: A SUPER WELCOME
Step into a world of heroes at the superhero-themed welcome event for kids! With action-packed activities, dazzling decor, and costumed characters, young guests will embark on exciting missions, enjoy themed treats, and discover their own superpowers in a fun-filled, immersive experience designed to ignitetheirimaginationandcourage.
We Will Provide:
Age-appropriatetoysforeach agegroup.
Charactercutouts,tablecloths, balloons, and back drops for photos.
Themed arts and craft, and games.
Appropriate staff, registration and security processes for children’sevent.
**All employees are vetted, state, local,andfederalbackgroundcheck, drug tested, and 1st aid and CPR certified.
Client Will Provide:
Adequate room space (25sqf perchild)
Food+beverage
Onetelevisionwithdvdplayer forchildren’sarea
Appropriate number of tables with tablecloths, chairs, pillows, blankets, cribs, water stations,andwastebasket. Parkingvalidationforstaff
**Final attendance guarantee due 20 days prior to event with childre’snamesandages.
WANDS AND WONDERS: A MAGICAL NIGHT
Step into a world of magic at the Kids Wizard Night! With spellbindingactivities,enchantingdecor,andinteractivewandmaking, young wizards will explore mystical realms, brew potions, and enjoy magical treats, creating an unforgettable eveningfilledwithwonder,adventure,andatouchofwizardry.
We Will Provide:
Age-appropriatetoysforeach agegroup.
Charactercutouts,tablecloths, balloons, and back drops for photos.
Themed arts and craft, and games.
Appropriate staff, registration and security processes for children’sevent.
**All employees are vetted, state, local,andfederalbackgroundcheck, drug tested, and 1st aid and CPR certified.
Client Will Provide:
Adequate room space (25sqf perchild).
Food+beverage
One television with DVD playerforchildren’sarea
Appropriate number of tables with tablecloths, chairs, pillows, blankets, cribs, water stations,andwastebasket. Parkingvalidationforstaff
**Final attendance guarantee due 20 days prior to event with childre’snamesandages.
CONTRACT INSIGHTS
We believe that a successful partnership is built on clear expectations and mutual understanding. Our contract terms and conditionsaremeticulouslycraftedtoensure that both parties are on the same page and that your experience with us is as smooth and rewarding as possible. These terms and conditions serve as the foundation for our collaboration,establishingtheguidelinesand responsibilitiesthatwillhelpusachieveour sharedgoals.
BILLING + LEGAL
The content of this proposal is confidential. Use is limited to ETHOS Event Collective employees and the specified customer. No part of this proposal may be reproduced or copied in any form or by any means without written permission of ETHOS Event Collective. All proposed elements are based on availability at the time of contracting. Pricing is based on 2024 rates; future proposals are subject to 5% increase per year as determined by market and economic standards.
Prices quoted reflect 5% cash discount. ETHOS Event Collective accepts ACH and wire. In the event client wishes to pay by American Express, VISA or Mastercard for amounts $10,000.00 or under only, the 5% cash discount will be added back to the amounts paid by credit card. Checks are not an accepted form of payment.
Contract must be signed and returned at least (60) days prior to the event date, or a rush fee of 10% of the total investment will be added to the invoice.
Charges incurred during site inspections will be negotiated at the lowest possible discounted rates with our suppliers. All pre-planning and on-site assistance by ETHOS Event Collective staff are provided on a complimentary basis. Charges will be identified prior to the site and billed to the client at the conclusion of the trip. If awarded the business, ETHOS will absorb a pre-negotiated amount of site related costs which will be credited to final invoice.
STAFF
Bi-lingual staff are available at a rate of $95.00 per hour, up to 8 hours, plus parking. (ASL, Russian, Chinese, German, Korean, Italian, French, Spanish, Portuguese and Indonesian are commonly requested. Please let us know if you require other languages).
Our standard staff uniform consists of black pants and ETHOS logo polo shirt and name badge. If the weather is cooler, a black jacket is worn. A formal uniform can be requested.
All staff are based on a 5-hour minimum, plus a $25.00 parking stipend per shift. If required location parking exceeds $25.00, difference will be billed to final invoice.
For all shifts up to 8 hours, one (1) 30-minute scheduled break is requested for each staff. For all shifts over 8 hours, two (2) 30minute breaks are required for all staff.
Overtime will be billed at a rate of 1.5 after 8 hours and a rate of 2.25 after 12 hours and beyond.
TRANSPORTATION
Our professional meet and greet staff will escort your guests to waiting, air-conditioned vehicles right outside the baggage claim doors.As a service standard, ETHOS offers meet and greet service in lieu of driver greets.
An ETHOS representative is required to oversee chartered vehicles, regardless of destination or length of charter. Sedan, SUV, sprinter, minibus and Minicoach transfers are charged portal to portal. (Typically, one hour is added to the actual usage.)
Pricing included in this proposal is for budget planning purposes only. ETHOS Event Collective will evaluate your manifest to give you the most cost-effective transportation plan.
International arrivals are subject to a $75.00- $100.00 per hour wait time surcharge, per transfer, as determined by your manifest.
Additional stops on one-way transfers will add $75.00- $100.00 to the one-way rate, depending on distance and timing.
Vehicle minimums are noted within your Investment Summary. Lost luggage delays, late planes, rush hour traffic delays and any other unforeseen circumstances will be charged accordingly by the quarter hour.
All transportation rates subject to an additional fuel surcharge, up to 10%.
Airport shuttle pricing includes exclusive one-way transfers via deluxe, air-conditioned vehicles, uniformed meet & greet transportation coordinators, driver gratuities, radio communication where applicable and necessary, complimentary meet & greet and vehicle signage, coverage for specified continuous hours of service, pre-function and on-site coordination and management, one day of arrivals and one day of departures, lost luggage assistance where applicable and necessary Sedans and SUVs are not included in per person pricing.
For efficiency of service and process, manifest not received in the Microsoft Excel format below will be subject to a reformatting fee of $400.00 per 100 guests. A template can be provided upon request.
Manifest not received at least two weeks prior to first arrival are subject to a $300.00 rush fee per day.
CANCELLATIONS
Cancellation rates are dictated by the market and are subject to change.
Cancellations made by the client for any reason are billed at 100% of the scheduled charge.
ACTIVITIES
Guarantees: a minimum and maximum number of guests has been provided for each activity. By booking the tour client is committing to the stated minimum number of attendees. Final number of participants is due 7 days prior to event date; any additions will be subject to availability and rush fees.
Inclusions: An ETHOS dispatch and activity staff, transportation equipment appropriate to the activity, all entrance and admin fees, taxes, gratuities and signage are included in the price shown in your Investment Summary.
Dietary restrictions: In to properly order and manage the menu items for your guests with special dietary needs, dietary needs are due a minimum of 10 days prior to your event.
People requiring special assistance: An ADA compliant vehicle can be provided for each activity unless otherwise stated. Some activities may be better suited than other for persons with limited mobility.
Weather: Activities typically operate rain, wind or other weather elements, or shine, unless lightning is present, in which case, and on a case-by-case basis as determined by the vendor, the tour may be cancelled. If an option to resume after the storm passes is available, a refund would not be offered.
Closed-toed shoes, hat, sunglasses, sunscreen are recommended for outdoor activities.
DINE AROUNDS +OFFSITE EVENTS
Dine Arounds: In most cases, a pre-selected dinner menu and beverage package will be required by the venue.
Minimum Spend: an event minimum of $XX.XX will apply for XXX venue.
Menus: contracted menus are final, and any changes will be billed at the prevailing menu rate. Rush fees and additional planning fees may apply to changes made after contracting.
Guarantee: guarantee is due no later than 7 business days prior to event, client agrees to provide a guaranteed number of guests that will be attending the event for the purpose of food and beverage preparation by the venue.
Dietary restrictions: In to properly order and manage the menu items for your guests with special dietary needs, dietary needs are due a minimum of 10 days prior to your event.
Should we not receive the guarantee number, we will consider the maximum attendance, as the final catering guarantee number. We will prepare for five percent (5%) over the guaranteed number.
Should an increase to guest counts occur within 72 hours of the planned event, a (10%) surcharge will be applied for each additional guest over the five percent (5%) overage.
Event times listed are the start and end times of the event and service. Should your group arrive prior to event start time or stay past event end time, overtime charges will apply. Catering and bartenders will not be available prior to event start time.
The venue reserves the right in its sole discretion to refuse to serve alcohol to anyone in the event for any reason.
All restaurants are pending availability and are subject to management confirmation.
Taxes are based on local prevailing rates and subject to yearly changes.
Gratuities and admin fees are determined by the restaurant/venue/caterer and may vary from venue to venue. All fees are reflected in your pricing in the Investment Summary.
Signs featuring company name and restaurant on each vehicle will be provided.
Dispatcher/supervisor to coordinate overall service, using two-way and/or cellular communication is required and will be provided by ETHOS Event Collective.
Uniformed event directors to provide program coordination and on-site assistance are required and will be provided by ETHOS Event Collective.
ENTERTAINERS
Entertainers typically require a 6’ x 6’ performance area per entertainer, a green room with one chair per entertainer, soft drinks and water, and parking validation, which will be charged to the client’s master account with the hotel.
Entertainment must perform in a shaded, solid-surfaced performance area, typically a 6’ x 6’ footprint per entertainer. ETHOS Event Collective can provide a shading structure and/or stage (especially for sand) at an additional cost, which is not included in the cost of the entertainer and must be contracted a minimum of 3 weeks prior to event date to avoid rush fees.
All entertainers are subject to availability until a fully executed event agreement and 90% are received by ETHOS Event Collective. Entertainers are non-refundable at the time of contracting. Contracts and deposits should be received a minimum of 3 weeks prior to the event date to avoid rush fees.
Event times listed are the start and end times of the entertainment service. Should your group arrive prior to event start time or stay past event end time, overtime charges will apply. Entertainers will not begin service prior to event start time.
DÉCOR ELEMENTS
All décor elements are subject to availability until a fully executed event agreement and 90% are received by ETHOS Event Collective. Florals are non-refundable at the time of contracting.Contracts and deposits should be received a minimum of 3 weeks prior to the event date to avoid rush fees.
Power required will be noted by your Operations Manager in your event BEOs and will be billed to the hotel master account unless previously agreed to by client and ETHOS.
ETHOS reserves the right to make reasonable adjustments to lighting and trussing based on environmental elements the day of the event.
For hotel events, a weather backup location must be provided at the time of contracting.
ETHOS’ weather call best practice is 5 hours prior to event set up time. Overtime and rush fees may apply where this SOP cannot be met. Damages to rental items due to weather will be charged to client’s final bill.
ETHOS reserves the right to substitute items based on functionality, design aesthetic, practicality and weather endurance on the day of the event.
Labor, delivery, set up, strike and design fees are based the event and set and strikes times, date and location provided at the time of the production of this document. Should any of these elements change, the fees will be adjusted to reflect the time, date and location of the event and load in/out. Fees included are based on a one-day event with same day load in and out, unless otherwise noted.
Items must be returned in original condition with no modifications. Client will be billed for the full value of any item(s) not returned or returned damaged or broken, including centerpieces.
Photos presented in proposal are conceptual and items represented are subject to reasonable substitutions at ETHOS’ discretion, based on budget, functionality, design aesthetic, practicality and weather endurance.
We align the needs of planners with local destinations to ensure meaningful and lasting results for both company and community long after an event has ended. We call it Purposeful Planning™ and here’s how it works…
We focus on the areas where we can provide extraordinary value through forward-thinking ideas and exceptional service. As thought leaders in the event planning industry, we strive to redefine the standards, stay at the forefront of innovation, shape trends, and drive meaningful change.
Leveraging technology, research, measurement and destination expertise, programs are designed to spark engagement that generates ROI for the client and opportunity for the destination. Fueled by passion and purpose, we work closely with our clients to understand their goals, values, and aspirations, crafting customized experiences, authentic to our destinations, that align with their vision and leave a lasting impact on attendees and our communities. It’s how we make the walls disappear between our office and yours.