Conferences and summits
Plenaries, breakouts, speaker care, registration desks and coffee breaks timed so the queue never forms.
Events that run to the minute and to the budget
We plan conferences, product launches and team days for companies bringing together 30 to 1,500 people: venues, suppliers, a costed budget, a run sheet for every minute and one producer who picks up the phone.
30 to 1,500attendees per event
1 producerfrom brief to wrap report
2 daysto a first written proposal
Six formats we plan
Each format starts from a run sheet we have refined over many events, then rebuilt around your goals and your people.
Product launches
A reveal timed to the second, press and customer guest lists, and demos that work when the doors open.
Team days and offsites
Workshops in the morning, an activity in the afternoon and a dinner people still mention on Monday.
Awards and gala dinners
Seating plans, category scripts, walk up music and a stage manager calling every cue.
Client hospitality
Small, well run evenings for the clients who matter most, with every name checked at the door.
Hybrid and streamed sessions
Stage, cameras and a streaming partner, so people joining remotely see the same event as the room.
Where an event budget goes
Every budget we build is set out line by line before anything is signed. These are the lines most events carry; how much each one takes depends on the format, the city and the season.
| Line | What it covers | How we keep it in check |
|---|---|---|
| Venue and rooms | Main room, breakouts and storage, plus any minimum spend on food | Three options per brief, with the minimum spend read before you sign |
| Food and drink | Arrival coffee, lunch, breaks and any evening reception, priced per head | Final numbers confirmed a week out to cut waste |
| Audio visual and staging | Screens, sound, lighting, the stage set and the technicians running them | One supplier per event, quoted against the run sheet |
| Travel and rooms | Speaker travel, attendee rooms and transfers between sites | Room blocks held with release dates, so unused rooms go back in time |
| Print and signage | Badges, lanyards, direction signs and printed agendas | Digital agendas where they work, print where people need it |
| Contingency | A reserve for late changes and the unexpected | Held back, and handed back untouched if it is not needed |
Our planning fee is separate from the event budget and shown on its own line. Supplier invoices are passed on at cost, with the original quotes attached.
How an event comes together
Six stages, from the first brief to a report on your desk the week after.
Brief and budget
A one hour call on goals, audience, dates and the budget range. A written proposal follows within two working days.
Venue shortlist
Three venues that fit the numbers and the budget, with site visits arranged for the ones you like.
Suppliers and contracts
Catering, audio visual, staging and transport quoted, compared and contracted in your name or ours.
Run sheet
Every minute from load in to load out, with names, cues and a fallback for each risk.
Event day
Your producer on site from the first delivery to the last taxi, radio in hand.
Wrap report
Within a week: attendance, spend against budget, feedback and what to change next time.
One run sheet and one producer for the whole day
The run sheet is the document the whole event hangs on. It lists every cue, from the moment the screens power on to the time the last coach leaves, with the person responsible and the plan if it slips.
Your producer writes it, walks it through with the venue and suppliers a week before, and holds it on the day. You get one number to call, and the people on stage get a calm voice in their ear.
- Rehearsal with speakers the day before or that morning
- Access needs gathered at registration and planned for
- Risk assessment and venue rules checked; requirements vary by country
- A spare clicker, a spare laptop and a spare microphone
Our planning fees
Fees cover our planning and the team on site. Venue, food and suppliers sit in your event budget at cost. Prices are illustrative.
On the day
from$1,800
- We take over your plan four weeks out
- Run sheet checked and rewritten
- Producer and one assistant on site
- Every supplier call on the day handled
Team day
from$3,200
- Venue and activity shortlist
- Food, transport and timings
- A facilitator booked for the workshop
- Wrap report with attendee feedback
Conference
from$7,500
- Venue search and contracts
- Registration, badges and speaker care
- Audio visual, stage and streaming
- Full run sheet and rehearsals
A third of the fee is invoiced when the proposal is signed, a third when the venue is contracted and the rest after the wrap report. Cancellation terms follow the venue's and are set out in the proposal.
Recent rooms
Plenaries, launches, dinners and lakesides full of colleagues, with no logos on show.
From the people who briefed us (example reviews)
The run sheet for our sales conference had a fallback for every session. When a keynote's flight was cancelled, the afternoon was rearranged before most of the room noticed.
We gave them a budget and a city, and the proposal came back with three venues and every line costed. The final spend landed inside the contingency.
Our team day mixed a strategy workshop with an afternoon outdoors, and people still bring it up. Dietary needs and two wheelchair users were planned for from the very start.
Before you send a brief
What lead time does a conference need?
Four to nine months for a conference, so the venue and the speakers can be secured. Team days and dinners often work in six to ten weeks, and we say honestly when a date is too tight.
Do we need a fixed budget before we start?
A range is enough. We show what that range buys in your city, line by line, and you decide where to spend and where to save before anything is booked.
Can you work with a venue we have already chosen?
Yes. We read the contract, visit the room and build the run sheet around its rules, from load in times to noise limits.
Do you plan events in other countries?
We do, with local suppliers we have vetted. Permits, tax on services and venue rules differ from country to country, and the proposal sets out what applies.
How are access and dietary needs handled?
Registration asks every attendee what they need. We plan level routes with ramps or lifts, seating, captions where sessions are streamed and labelled food, and we brief the venue team in advance.
Whose name goes on the supplier contracts?
Your choice. Contracts can sit in your company's name with us managing them, or in ours with every cost passed on at cost and the quotes attached.
Brief us on your event
Share the format, the month, the numbers and a budget range. A producer answers within one working day, and a first written proposal follows within two.
- Nothing is booked until you sign the proposal
- Fees are invoiced and settled directly with us
- Budgets set out line by line, with suppliers at cost
Talk to a producer
Office hours on weekdays, and a direct line to your producer on event days.
The office
Office in the business district, planning events across the region and abroad on request
Office hours
| Monday to Friday | 8:30 to 18:00 |
| Event days | On site from load in to load out |
Working from a request for proposal?
Paste its main points into the brief and we answer each one in the same order, with costs set against every line.
Send the brief