Pilina operates under a dual-leadership model designed to ensure clarity, speed, and excellence.

Founder & CEO – Ari Shapiro
Ari leads the company’s external-facing and people-centered functions. He is responsible for client relationships, sales strategy, negotiation philosophy, onboarding, and team leadership. Ari serves as the primary mentor and escalation point for client-facing and relationship-driven matters.

Primary Focus:
People · Clients · Relationships · Sales Craft · Industry Expertise

Ari is the final decision-maker for:

• Client relationships & client strategy

• Sales approach, negotiation philosophy & positioning

• Team leadership, culture, and performance support

• Onboarding, mentoring, and field training

• Strategic partnerships and industry relationships

• Exceptions that impact client experience or reputation

Ari is your go-to for:

• • Client dynamics or challenges

  • Sales strategy questions

  • Negotiation guidance

  • Relashionship-driven decisions

CFO & Operations Strategist – Emi Baxter
Emi leads Pilina’s internal operations and financial integrity. She is responsible for financial systems, invoicing, commissions, CRM architecture, pipelines, process design, reporting, and risk management. Emi ensures that Pilina operates with accuracy, efficiency, and scalability.

Primary Focus:
Financial Integrity · Systems · Processes · Scalability · Risk Management

Emi is the final decision-maker for:

• Financials, reporting, and cash flow

• Invoicing, Accounts Receivable & Payable

• Commissions and payouts

• CRM architecture and pipeline design

• Systems, tools, automation, and documentation

• Process creation, enforcement, and optimization

• Data definitions, KPIs, dashboards, and controls

Emi is your go-to for:

• 1. Invoices, payments, commissions

  2. CRM or pipeline questions

  3. Systems or workflow issues

  4. Provess clarity or enforcement

  5. Administrative or operational concerns

Finding the Perfect Venue, Maximizing Value

Our Global Sourcing Consultants are venue matchmakers and master negotiators. They take a client’s event vision—dates, size, budget, goals—and scour the globe to find the right hotel or venue. 

Beyond just identifying options, they negotiate rates, concessions, and perks that add tremendous value for the client and the team. A strong sourcing foundation sets the stage for everything that follows—meeting management, AV, and billing.

Why This Matters to You

• Meeting Managers – GSCs set you up for success by delivering a venue contract that aligns with program needs and budget. With the right rooms, meeting spaces, and concessions secured up front, you can focus on program flow and client experience without last-minute space conflicts.
  
  

• AV Consultants – Sourcing impacts everything from ceiling heights to power availability. GSCs make sure the chosen space can support AV requirements, and when AV is looped in early, it prevents costly change orders later.
  
  

• Admin & Support Staff – GSCs generate a lot of the early documentation—contracts, proposals, RFPs—that you’ll help track, store, and keep updated. Understanding their role helps you know which documents matter at which stage.
  
  

Impact: Our sourcing team regularly saves clients 20–40% off initial hotel proposals while adding perks like upgraded rooms, waived fees, and flexible terms. Every dollar saved here creates more budget for AV, meeting management, and overall event quality—making the whole Pilina team shine.

GSC Services:

• Client Discovery & Event Needs – Gather details on size, dates, goals, budget, accessibility, and preferences.
  
  

• RFP Creation & Distribution – Craft detailed requests and send to multiple venues globally.
  
  

• Proposal Review & Analysis – Compare hotel offers line-by-line, highlighting value, concessions, and risks.
  
  

• Negotiation & Contracting – Leverage industry expertise and relationships to secure the best terms.
  
  

• Global Supplier Network Access – Tap into Pilina’s trusted worldwide partners for exclusive options.
  
  

• Site Selection & Inspections – Narrow down venues and coordinate client site visits for firsthand evaluation.
  
  

• Contract Finalization – Ensure terms protect the client and set the event up for success.
  
  

• Handover to Next Phase – Once sourcing is complete, the baton passes ideally to AV and Meeting Management with all details aligned.

Elevating Events with Expert AV Consulting & Advocacy

Our AV Consultants are Pilina’s go-to champions for all things production and technology. Their mission? To ensure every light, mic, screen, and sound cue adds to the client’s success—not stress. They act as trusted advisors, interpreters, and negotiators, making sure clients feel confident in their choices instead of overwhelmed by technical details or boxed into whatever quote an AV vendor puts in front of them. 

Here’s how they work:

• Flexible Approach – Some clients just want a pro to handle AV negotiations. Others prefer us to guide them from planning all the way through to on-site oversight.
  
  

• À La Carte Services – Clients can pick and choose from a menu that includes space design and layout guidance, budgeting, vendor negotiations, production quotes and comparisons, on-site oversight, and overall AV strategy.
  
  

• Advocacy First – No matter the scope, our AV team always has the client’s back, ensuring every decision maximizes value, reduces stress, and keeps the event running smoothly.
  
  

Why This Matters to You

• Meeting Managers – You’ll rely on the AV team to own the technical side, so you can stay laser-focused on program flow, speaker needs, and client relationships. When AV is handled well, your event looks seamless and professional—without surprise stressors.
  
  

• Sourcing Consultants – AV Consultants ideally step in before securing the venue, ensuring the space works for the program and that AV vendor contracts are fair. This often means big wins for your clients—our team regularly saves them 30% or more off initial vendor quotes. Recommending AV is a smart way to add value and strengthen client trust.
  
  

• Admin & Support Staff – Understanding AV’s role helps you coordinate and track the moving parts of a project. You’ll also be able to highlight AV as a value-add when clients are considering additional services.

In short: AV Consultants don’t just manage cables and soundboards—they save clients money, simplify decision-making, and elevate the whole Pilina experience. Their work creates wins for clients and for every other part of the team.

AV Services:

• Collaborative Strategy & Support
  We work closely with your team to understand your event goals and ensure every technical decision supports your overall vision.

• Technical Needs Assessment
  A detailed analysis of AV and event tech requirements based on format, venue, messaging, and audience engagement needs.

• Stage & Set-up Design
  We assist in designing stage layouts and room setups that enhance visual impact, audience flow, and speaker comfort—without overcomplicating the build.

• AV Quote Review & Breakdown
  We examine quotes line-by-line to clarify charges, eliminate unnecessary costs, and ensure you're paying only for what you truly need.

• AV Contract Negotiation
  We advocate for fair pricing, flexible terms, and transparent agreements—whether you're working with in-house AV or external providers.

• Vendor Sourcing & Competitive Bidding
  Access our trusted network of AV professionals to request multiple bids, compare offerings, and choose the right partner for your event.

• Solution & Service Recommendations
  We match your event’s needs with the right technology and services—helping you prioritize impact over unnecessary add-ons.

• Communicating Expectations: Keeping Everyone Aligned

 Clear expectations are the foundation of every successful event. Through our AV consulting services, we act as the bridge between your internal team and external AV vendors—ensuring all parties understand their roles, responsibilities, and timelines from day one.

• Virtual & Hybrid Platform Review
  We evaluate digital platforms to ensure they’re user-friendly, cost-effective, and aligned with your virtual or hybrid goals.

• RFP Development & Response Support
  We help create or refine RFPs to clearly communicate your technical needs and gather meaningful vendor responses.

• Onsite AV Management & Support

From tech walkthroughs to live show management, we’re your onsite liaison to ensure smooth setup, rehearsals, and execution. 

Orchestrators of Seamless Client Experiences

Our Meeting Director and Managers are the conductors of the entire event, pulling together all the moving pieces into one smooth, stress-free performance. They guide clients through the planning process, coordinate vendors, manage timelines, and ensure the experience delivers on goals and exceeds expectations. While sourcing finds the right venue and AV maximizes production value, Meeting Managers oversee the whole picture.

Why This Matters to You

• Sourcing Specialists – Once you’ve found the perfect venue, Meeting Managers take the baton. They ensure the contract terms, room blocks, and event logistics you’ve negotiated integrate smoothly into the broader event plan. This makes your work shine and guarantees the client sees the value of Pilina’s end-to-end service.
  
  

• AV Consultants – Meeting Managers rely on you to handle the technical side, but they’re the ones who weave your expertise into the overall flow. When AV and Meeting Management collaborate early, it prevents costly changes later and keeps client confidence high.
  
  

• Admin & Support Staff – Meeting Managers are often the central point of coordination, so you’ll support them. Understanding their role means you can anticipate what information needs to move where—and when.
  
  

Impact: Meeting Managers save clients enormous amounts of time and stress, often reducing planning hours by 30–50%. They also elevate the value of Pilina’s other services by ensuring sourcing, AV, and billing all align under one clear, client-centered plan.

Meeting Services:

• Client Discovery & Needs Assessment - Translate client goals, budgets, and vision into an actionable plan.
  
  

• Timeline & Task Management – Build and oversee detailed timelines, keeping all teams and vendors aligned.
  
  

• Vendor & Partner Coordination – Act as the main liaison between hotels, AV providers, caterers, and other suppliers.
  
  

• Program Flow Design – Shape the event schedule to maximize engagement, flow, and impact.
  
  

• Budget Oversight – Monitor costs, identify efficiencies, and keep financials on track.
  
  

• On-Site Management – Be the point person on the ground, ensuring flawless setup, transitions, and execution.
  
  

• Post-Event Wrap-Up – Collect feedback, reconcile budgets, and ensure the client leaves with both results and peace of mind