Corporate Conference & Meeting Planning
Corporate conference and meeting planning for B2B teams.Conferences & meetings
A conference is the one week a year your whole audience is in the same room. It should be worth the flight.
Ten people or thirty thousand, in a hotel ballroom or a convention center. We look after the venue, the contract terms that quietly decide your final cost, the registration everyone judges you on, the production, and the reconciliation nobody wants afterwards.
Bring us in early and the budget question gets easier.
Annual conferences & customer summits
The room believes what you tell it.
Multi-day programs with general sessions, breakouts and an exhibit floor. We’ll settle room blocks and attrition before anything is signed, then handle content, production and run of show.
See what a conference RFP should ask for →
Sales kickoffs
The one week your whole revenue team is together.
Theme, content, production and run of show for an SKO that changes what people do in Q1 — not just how they feel on the Friday.
Sales kickoff planning →
Registration & event technology
Everyone gets in the door without a queue.
Cvent certified across Attendee Hub, Event Management and Venue Sourcing. Websites, registration, mobile apps, on-site check-in and badging — run by people who are standing at the desk when it opens.
Explore event technology →Is it time to bring someone in
When a conference outgrows the team running it.
Plenty of conferences are run perfectly well in-house, and we will say so. These are the three points at which it usually stops being reasonable to ask your own team to carry it.
The contract is bigger than the experience of the person signing it
Attrition, F&B minimums and cancellation clauses on a 600-room block are a different exercise from booking a meeting room. The exposure sits with you for eighteen months, and it is written in language designed to be skimmed.
Your marketing team has stopped doing marketing
Six weeks out, the people who were supposed to be filling the room are chasing badge counts and dietary requirements instead. That trade is rarely worth it, and it is usually invisible until afterwards.
Nobody owns the room on show day
Speakers, AV, catering and registration all have someone. What they often do not have is one person calling the show, so every decision escalates to whoever is nearest — usually you.
Scope of work
Everything a conference actually needs.
Grouped by when each one lands on your desk — because the expensive decisions all happen in the first column.
Venue sourcing & contracts
City and property shortlists, site visits, and attrition, F&B minimums and cancellation terms negotiated before signature.
Program & content
Agenda architecture, breakout design, speaker sourcing and the run of show.
Registration build
Cvent Attendee Hub, event website, mobile app, invitations and enrollment.
Room blocks & air
Block management, pickup tracking, group air and arrival manifests.
Check-in & badging
Registration desk, credentialing, and the staff running both.
Production
Stage, AV, lighting and rigging through partners we contract and direct, plus rehearsals and show calling.
Food & beverage
Menus and tastings, dietary and accessibility needs, and a line-by-line read of every banquet event order.
Exhibit & sponsors
Sponsor deliverables, exhibitor management and the floor plan.
Reconciliation
Every line checked against contract before it is paid, and disputes handled by us rather than by you.
Attrition settlement
Pickup reconciled against the block, and any shortfall negotiated.
Measurement
Session-level attendance, survey results and pipeline attribution at 30, 60 and 90 days.
Next year
What to repeat, what to cut, and what the same conference should cost next time.
Conference planning resources
Everything we have written on running one.
Free, no email required — the guides, templates and destination research our own planners use.
Planning & operations
Speakers & program
Where to host it
Measuring it afterwards: tracking ROI on corporate events and nine KPIs worth reporting.
Before you talk to anyone
Run the numbers first.
Rooms, F&B minimums, production and attrition exposure — free, no email required. Get a number before you talk to anyone, including us.
Open the event budget calculatorRooms, F&B minimums, production and attrition exposure.
Program spotlight
What this looks like in practice.
Sales kickoff · Orlando
A national SKO, rebuilt around what the room needed to leave with.
Theme, content, production and run of show for the full revenue organization — sourced, contracted and called by the same team.
Read the case study →