Plan Your Conference

The event planning map is meant for your leadership, your event planning team members, our team, and hired 3rd party vendors. It ensures everyone understands their role in the event planning process, what is needed from them, the overall event objective, guidelines, and event planning timeline. It also outlines, your unique conference event structure and daily agendas.

Event planning is a major collaborative process that can become very complicated and inefficient when there is not a clear map and specified guideline established before creating begins. This is why each event we plan has its own event planning map.

For your conference to flow smoothly, your event team of your corporate team members, volunteers, venue and vendor staff must be well trained.

We prepare them through the event planning process with what to expect, their roles and your expectations.

The day -of -the -event, we manage your team, provide schedules and conduct pre-event walk throughs with pre-event prep talks.

We hire and coordinate audio and sound experts for your event, so you can have surround sound, live-streaming and visual presentation.

We interview different experts at the venue site to hear their vision for the day, their expertise that they can bring to your event and their needs for working within the event space.

The week -of -the -event we coordinate with them to set -up their equipment in the spaces for the event day. Day -of -the -event, we work with them to ensure your audio and visual needs are met.

Your conference needs its own conference logo, program book, event signs and pop-up banners, social media graphics and custom invitations.

We have graphic designers with amazing skills to help develop all of your original conference materials.

Let us handle your event collateral.

In this modern age, every conference needs its unique conference website and conference event app.

This way, your target audience can learn more about the panelists, discussions and subject matters you wish to bring to the forefront of the conversation.

Once they are at the event, your conference event app allows them to download speaker notes, view the day’s agenda, and receive notifications about contests and raffles being held!

We provide direction for photo and video shoots for save-the-dates, fliers and  invitations, panelist bios and conference booklets.

Before your event, we talk to the photographers about the types of pictures you want, who to take photos of during the event,  when we need photos, etc.

Day of the event, we provide a photography direction sheet for all of the photographers to ensure all of your photography needs are met.

Whether you are hosting a destination conference or an in-town conference with out-of-town speakers, we can help you with your hotel coordination.

We can assist in blocking rooms, leaving guest gift bags and coordinating guest arrival arrangements for your conference.

Save your team stress in finding hotels and personalized guest gifts!

You cannot host a flawless event without the proper walk-throughs!

Not only do we look at special venues with you, we also look at the selected venue with your vendors and team throughout the event planning process.

Conducting a series of walk-throughs with diagrams helps ensure everyone is one the same page. We avoid additional costs and unforeseen technical problems. The day -of -the event, your entire team feels more confident in their understanding of their roles and the event’s flow.

We help you select the perfect conference swag for your guests and special speakers.

Your conference swag is important to keeping your conference brand alive until next year. It sparks conversations between people that motivate past conference guests to tell others about how awesome your event was and how they should attend next year.