Strategic Event Sourcing and Procurement

Stop Overpaying for Events. Start Getting Results.

Most organizations are overpaying for events, under-leveraging their supplier relationships, and leaving compliance gaps wide open — and your vendors know your contracts better than you do. We fix that.

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CMM & CMP Fellow Certified 30+ Years Experience Fortune 500 Clients No Agency Affiliations
30+
Years Experience
CMM
Certified Meeting Mgr
CMP
Certified Meeting Prof
Sound Familiar?

The Problems Event and Marketing Sourcing Teams Face Every Day

  • Vendor invoices that don't match what was agreed in the contract
  • No clear visibility into where your event budget is actually going
  • Cannot leverage all event spend within your company, not just the strategic events team
  • Last-minute RFPs with no time to properly evaluate suppliers
  • Agency fees that feel opaque and impossible to justify internally
  • Event policies that lag behind your compliance requirements
  • Contracts signed without proper legal or procurement review
  • Paying full price when negotiated savings were clearly available
  • Not sure of the suppliers in this space to run an RFP

Strategic event sourcing and procurement shouldn't feel like a black box. When spend is uncontrolled, decentralized, fragmented and contracts go unchecked, organizations leave significant money on the table — and take on unnecessary risk.

That's exactly where we come in. As an unbiased external partner with no agency affiliations, we bring the rigor of disciplined sourcing and procurement to the fast-moving world of events.

  • Deep event production experience and knowledge meets sourcing and procurement discipline
  • Unbiased perspective — no partner affiliations, no agency relationships
  • Event RFP processes for suppliers
  • Understanding of the gap spend between strategic event spend and decentralized event spending
  • Transparent processes your legal and finance teams will trust
  • Faster turnarounds without sacrificing quality or compliance
What We Do

End-to-End Event Sourcing and Procurement Services

From one-time audits to long-term procurement partnerships, we tailor every engagement to the specific needs of your organization. We provide our services both domestically and internationally.

🔍

Vendor Spend Management & Auditing

Audit service levels, budget compliance, and contract adherence across live events, field marketing programs, trade shows, and corporate event programs. Surface what you're actually spending — and what you shouldn't be.

📋

Contract Negotiation & Administration

Negotiate favorable terms on your behalf. Work with your internal finance and legal team to streamline approvals, eliminate clauses that expose your organization to unnecessary risk and provide a savings report.

📐

Corporate Event Policy Development

Build or refine internal event policies that align with your compliance standards. Guide event teams to integrate procurement processes into workflows without slowing down execution.

📣

RFP Management

Lead rigorous RFX's exercises for event agencies, venues, A/V, and technology providers. Identify optimal suppliers through structured evaluation — not relationships or gut feel.

💻

Event Technology Sourcing

Evaluate and source registration platforms, mobile apps, A/V suppliers, and event tech stacks. Ensure your tools are the right fit for your program — not just the most visible options in the market.

⚖️

Strategic Sourcing Advisory and Outsourcing

Long-term partnership to build procurement infrastructure that scales with your event portfolio — from one-off projects to enterprise-wide sourcing strategy and governance.

General session stage
Convention center
International hotel
Trade show floor
Las Vegas Strip
Trade show escalators
About Us

Built on 30+ Years of Real-World Experience

Event Procurement, Inc. is a team of seasoned event and procurement professionals with deep, multi-discipline experience across corporate events, field marketing, trade shows, and enterprise sourcing programs. We bring together expertise that is rarely found under one roof — people who have sat on the agency side, the client side, the legal side, and the procurement side of the table.

Our team includes certified meeting professionals, strategic sourcing specialists, contract negotiators, and event technology experts. Collectively, we've managed several hundred events and programs, negotiated hundreds of millions in vendor contracts, and built procurement frameworks for organizations ranging from high-growth companies to Fortune 500 enterprises.

Brian Santor, CMM, CMP, and General Manager of Event Procurement, Inc. brings two decades of experience at the intersection of large-scale event production and strategic sourcing. Brian has delivered high-impact events and sourcing initiatives across industries — managing agency relationships, negotiating complex contracts, and building procurement infrastructure from the ground up.

Event Procurement, Inc. supports both domestic and international event sourcing and procurement — from single-market engagements to multi-region programs spanning North America, Europe, Asia-Pacific, and beyond.

Event Procurement, Inc. was founded on a simple belief: organizations shouldn't have to choose between speed and relationships when it comes to events. With the right partner, you can have both.

Brian Santor, CMM, CMP · General Manager Connect on LinkedIn
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Our Approach

How We Deliver Results

Every engagement follows a disciplined four-step process — whether we're doing a single contract review or building your entire procurement framework.

01

Discover

We start by understanding your event portfolio, current vendors, spend patterns, and procurement gaps — with no assumptions and no sales pitch.

02

Assess

We audit contracts, invoices, agency agreements, and policies to surface risk, inefficiency, and missed savings opportunities your team may have missed.

03

Execute

We negotiate, build RFPs, restructure contracts, or develop policy — whatever your situation requires. We do the heavy lifting so your team doesn't have to.

04

Enable

We leave you with the tools, templates, and processes to sustain results long after our engagement ends. The goal is independence, not dependency.

Flexible Engagements

How We Work With You

No one-size-fits-all retainers. We structure every engagement around what your organization actually needs.

Performance

Percentage of Savings

A performance-based model — if we don't save you money, there's no cost. Mutually agreed upon terms with full transparency throughout.

  • No upfront cost to client
  • Fee based on documented savings achieved
  • Aligned incentives — we win when you save
  • Full savings reporting provided
  • Ideal for vendor audits & contract renegotiations
Flexible

Hourly

Ideal for targeted advisory, quick audits, or contract reviews where scope is well-defined and limited.

  • 8-hour minimum retainer
  • Short-term advisory engagements
  • Contract or invoice review
  • On-demand consultation
  • Second-opinion assessments
Most Common
Defined Scope

Flat-Fee Project

Clearly defined scope and deliverables. You know exactly what you're getting, what it costs, and when it's done.

  • RFP management end-to-end
  • Policy development projects
  • Vendor negotiation campaigns
  • Spend audit and reporting
Long-Term

Custom Retainer

Scalable long-term partnership for organizations with ongoing procurement needs across a large or complex event portfolio.

  • Embedded procurement support
  • Multi-event program management
  • Ongoing vendor oversight
  • Governance framework development
Let's Talk

Ready to Take Control of Your Event Spend?

Book a free 30-minute discovery call. No pitch, no pressure — just an honest conversation about where you are and whether we can help.

Common Questions

Frequently Asked Questions

What size organizations do you typically work with? +
We work with a wide range — from small to mid-market companies running 5–10 events per year and large enterprises with complex, multi-million dollar event portfolios. The common thread is that our clients have meaningful event spend and want more control over it. If you're not sure whether we're a fit, the discovery call is free and there's no obligation.
Do you work with event agencies, or instead of them? +
We work alongside agencies, not as a replacement for them. Our role is to represent the client's interests in the procurement and contracting process — ensuring agencies are properly vetted, scoped, and held accountable. We have no agency affiliations and receive no commissions, which means our recommendations are always made in your best interest. In addition, in working alongside agencies, we can support agency purchasing as well.
How quickly can you get started on an engagement? +
For most engagements, we can begin within one to two weeks of a signed agreement. For urgent situations — like a contract that needs review before a deadline — we can often move faster. Reach out and tell us your timeline; we'll do our best to accommodate it.
What makes you different from a general procurement consultant? +
General procurement consultants understand sourcing and contracting — but events are uniquely complex. Attrition clauses, force majeure language, A/V rider negotiations, agency fee structures, venue exclusives — these require both procurement discipline and deep event-production experience. Brian has both, earned over 30 years in the industry. That combination is rare and genuinely changes the quality of advice we can give. In addition, we can help educate management and finance teams about event cycles and spend.
Do you handle international events and vendors? +
Yes. We have experience with international vendor contracts, cross-border compliance considerations, and sourcing engagements across North America, Europe, APAC and beyond. If your event program spans multiple regions, we can help establish consistent procurement practices across all of them.
What does the free discovery call include? +
It's a 30-minute conversation — no slides, no pitch deck. We'll ask about your current event program, the procurement challenges you're facing, and what you're hoping to accomplish. At the end, we'll tell you honestly whether we think we can help, and if so, what an engagement might look like. If we're not the right fit, we'll say so.