Conferences & Summits
Multi-day programs with no margin for slippage.
Breakout tracks, speaker management, registration platforms, AV production and hybrid streaming. Our most complex service line and the one we staff most heavily.
Capabilities
Everything a multi-day program requires.
Conferences are six or seven services running in parallel. We run them under one producer so nothing falls between teams.
01
Registration & Badging
Custom registration pages, attendee management, badge printing and check-in hardware. Works with your existing platform or ours.
- Custom registration flows
- Group and comped registrations
- On-site and pre-printed badges
- Check-in hardware and staffing
02
Speaker Management
Everything between acceptance and walking on stage — travel, slides, rehearsals, cue sheets and green room logistics.
- Speaker agreements and travel
- Slide collection and formatting
- On-site rehearsal and tech checks
- Green room and presenter support
03
Multi-Track Programming
Room assignments, session scheduling, signage, transition choreography and attendee flow across parallel tracks.
- Track and session scheduling
- Room setup and signage
- Transition timing and staffing
- Session attendance tracking
04
AV & Production
Sound, lighting, staging, LED walls, broadcast and recording for general sessions and breakouts.
- General session staging
- Breakout room AV
- Multi-camera broadcast
- Session recording and editing
05
Hybrid & Streaming
Live-streamed general sessions, remote speaker integration, virtual breakout rooms and separate registration tracks.
- Multi-camera live streaming
- Remote speaker integration
- Virtual breakout rooms
- On-demand session hosting
06
Attendee Experience
Catering, networking receptions, welcome events, transport and everything that turns a program into an experience.
- Catering and break service
- Receptions and evening events
- Shuttle and hotel logistics
- Guest services and staffing
Scale
Three tiers of conference we produce.
Complexity scales faster than headcount. A 400-attendee program with two tracks is usually more work per person than a 1,500-attendee single-track event.
300–700Attendees
Regional Programs
Single-track or two-track programs, usually one to two days. Frequently customer summits and regional sales meetings.
700–1,500Attendees
National Summits
Multi-track, multi-day programs with general sessions, breakouts, networking events and hybrid streaming.
1,500–4,000+Attendees
Flagship Conferences
Large-format programs with multiple venues, hotel blocks, complex registration and full broadcast production.
Planning Timeline
A typical 1,000-attendee conference, planned in twelve months.
Conference timelines are longer because of speaker booking, sponsor coordination and hotel block commitments. This is the sequence we follow.
Month 1–2Phase 1
Scoping, venue holds and date lock
Program objectives, attendee profile, content tracks and venue criteria confirmed. Venue shortlist prepared and holds placed.
Month 3–4Phase 2
Venue contract, hotel blocks and platform selection
Venue and hotel contracts executed. Registration platform selected. Speaker invitation process begins.
Month 5–6Phase 3
Program design and speaker confirmation
Session grid built, speakers confirmed, sponsor packages finalized. Registration opens to early-bird attendees.
Month 7–8Phase 4
Production design and AV planning
Stage, lighting and AV design locked. Breakout room configurations confirmed. Sponsor exhibition floor plan finalized.
Month 9–10Phase 5
Content and logistics lock-in
Speaker slides collected and formatted. Catering confirmed. Shuttle routes planned. Staffing sized and briefed.
Month 11Phase 6
Rehearsal and pre-event coordination
Full technical rehearsal with speakers. Run-of-show distributed. Load-in begins. Sponsor booths built.
Month 12Event
Event execution and load-out
Full on-site management across all tracks. Live streaming active. Load-out and post-event report within ten business days.
What You Get
One producer for six services running in parallel.
A conference has more moving pieces than any other event format we produce. Our scoping is designed to hold all of them under one accountable producer.
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1
Dedicated conference producerOne senior producer owns the entire program, supported by a production manager and logistics lead.
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2
Registration and attendee managementRegistration platform, attendee communications, badge production and on-site check-in.
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3
Full speaker managementContracts, travel, slides, rehearsal and on-site presenter support for every speaker.
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4
AV, staging and broadcast productionGeneral session and breakout AV, multi-camera broadcast and session recording.
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5
Hospitality and attendee experienceCatering, receptions, guest services, shuttle logistics and hotel coordination.
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6
Post-event analytics and reportingAttendance by track, session feedback, sponsor report and technical debrief.
Full production team on site
Investment
Three common conference scopes.
These ranges reflect total event budgets (venue, hotels, production, hospitality and our fee). Every engagement is quoted as a line-item budget before any commitment.
Regional
Single or two-track program
$250k – $500kTotal event budget
- 300 – 700 attendees
- 1 – 2 day program
- Registration and badge production
- General session AV production
- 8 – 10 month planning window
National
Multi-track summit with hybrid
$500k – $1.2MTotal event budget
- 700 – 1,500 attendees
- 2 – 3 day program with multiple tracks
- Hybrid streaming and remote speakers
- Evening receptions and networking events
- Hotel blocks and shuttle logistics
Flagship
Large-format multi-venue
$1.2M – $2M+Total event budget
- 1,500 – 4,000+ attendees
- Multi-venue or convention center
- Full broadcast and streaming
- Sponsor exhibition and partner track
- 12 – 14 month planning window
Conference Questions
Answers to the questions we get most.
If you do not see your question here, the full FAQ page covers contracts, sponsor logistics and hybrid production.
Yes. We work with Cvent, Eventbrite, Swoogo, Bizzabo and a range of custom platforms. If you already have one, we integrate. If not, we select one that fits your needs.
Yes. Exhibitor floor planning, booth assignments, sponsor deliverables, load-in scheduling and on-site support are all part of a typical conference scope.
Typical hybrid production adds 15 to 25 percent to the base production budget, depending on the number of rooms streamed, the number of remote speakers and the on-demand requirements.
Yes. We produce multi-city conference series with shared branding and repeatable production templates, adjusting the venue and local vendors per market.
Next Step
Let's scope the program.
Tell us the attendee count, the city and the timeline. We will come back within one business day with a program recommendation and next steps.
Book An Appointment
Start with a 45-minute planning call.
Tell us about the program and we will come back within one business day with availability, a rough budget range and next steps.
- One senior producer assigned from day one
- Registration, speaker and AV management
- Multi-track scheduling and staffing
- Full on-site management across all days