Bringing Structure to the Events That Move Your Mission Forward.
Stakeholder convenings. Statewide conferences. Public meetings. Community dialogues. When the work involves too many partners, too many moving parts, and not enough internal coordination capacity — OTTEP steps in.
Coordination With a Live Event
You have partners, stakeholders, and moving parts. No event on the calendar — just work that needs structure, alignment, and clear coordination. OTTEP builds the framework and manages the relationships so your initiative moves forward.
Stakeholder Coordination Only
Organizations that need stakeholder coordination support but don’t have a live convening or event on the calendar. OTTEP builds the framework and equips your team to manage outreach and alignment independently.
- Stakeholder identification and mapping
- Communication framework and message hierarchy
- Role clarity documentation per stakeholder group
- Outreach timeline and communication schedule
- Message guide by stakeholder group
- One working session to transfer framework to your team
- Written stakeholder map by group and role
- Communication framework document
- Role clarity matrix with responsibilities
- Outreach timeline and schedule
- Message guide by stakeholder group
Your team has a clear stakeholder picture, a structured communication plan, and the tools to manage alignment — without a live event attached.
Request ProposalInvestment
Stakeholder Event
Management Services
All services include event-day coordination up to 10 hours on-site. Multi-day convenings, post-event reporting, and government/public-sector engagements requiring hourly fee schedules are quoted accordingly. Standard lead time is 8–12 weeks. Short-timeline rate applies for engagements under 6 weeks.
Convening Operations Support
What's included- Master timeline & run of show
- Vendor coordination & communication
- Stakeholder coordination
- Logistics planning & oversight
- Event-day management (up to 10 hrs on-site)
Program + Convening Management
What's included- Everything in Service 01
- Multi-stakeholder planning
- Systems & workflow management
- Registration & guest check-in
- Professional on-site execution
Multi-Day / MultiStakeholder Convening
What's included- Full-service planning
- Operational management
- Stakeholder coordination
- Program flow management
- Post-event debrief & reporting
Quick Comparison Matrix
| Service 01 Coordination Only |
Service 02 Convening Ops |
Service 03 Program + Convening |
Service 04 Multi-Day |
|
|---|---|---|---|---|
| Core Deliverables | ||||
| Stakeholder Mapping | ✓ | ✓ | ✓ | ✓ |
| Communication Framework | ✓ | ✓ | ✓ | ✓ |
| Role Clarity Documentation | ✓ | ✓ | ✓ | ✓ |
| Active Stakeholder Coordination | — | ✓ | ✓ | ✓ |
| Vendor Coordination | — | ✓ | ✓ | ✓ |
| Logistics Planning & Oversight | — | ✓ | ✓ | ✓ |
| Run of Show & Timeline | — | ✓ | ✓ | ✓ |
| Event-Day Management (10 hrs) | — | ✓ | ✓ | ✓ |
| Multi-Stakeholder Planning | — | — | ✓ | ✓ |
| Registration & Guest Check-In | — | — | ✓ | ✓ |
| Multi-Day Program Management | — | — | — | ✓ |
| Post-Event Debrief & Reporting | — | ✓ | ✓ | ✓ |
| Pricing Options | ||||
| Hourly / NTE Available | On Request | On Request | On Request | On Request |
PLANNING A LIVE CONVENING, CONFERENCE, OR PUBLIC EVENT?
If your initiative doesn’t include a live convening but you still need stakeholder mapping, partner alignment, agency coordination, and communication management, our Stakeholder Engagement services are built for that.
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UCSD RSI Statewide Conference
Full convening operations and stakeholder coordination for a statewide conference hosted by UC San Diego.
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Cool Schools Yolo
Community and stakeholder event management for a regional education initiative.
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Sacramento County Women & Girls Festival
Multi-partner community event coordination including vendor management, logistics, and on-site execution.
Experience You Can Trust. Events That Reflect Your Brand.
Over The Top Events & Parties is a California Certified Small Business and Micro Business based in Sacramento. Founded by Teresa Mixon — event strategist, program operations specialist, and execution expert — OTTEP has served corporate clients, government-adjacent programs, nonprofits, and private clients across the Sacramento region, Bay Area, and beyond.
Standard Planning Timeline
Standard lead time is 8–12 weeks. Engagements with a planning window of 6 weeks or less are quoted using a short-timeline rate to reflect the accelerated planning process.
Contact us to discuss availability.
Professional On-Site Execution
All full-management services include professional event-day management for up to 10 hours on-site.
Extended event days, multi-day events, and complex load-in/load-out schedules are quoted individually within your proposal.
Not Ready for a Full Project Yet?
Book an Event Plan Audit. In 3 hours, we review what you have, identify what's missing, and give you a written priority plan — so you know exactly what to do next. Investment: $1,000. Applies as a credit if you move forward.