What does AV production for a conference include?

Our standard conference AV covers PA system, projection or LED screens, confidence monitor for the presenter, and a dedicated technician on-site for the full event. For multi-session conferences, we spec AV per room with a central coordination point.

Can you manage hybrid conferences with virtual attendees?

Yes. Livestreaming is a separate service layer — we add a camera operator, encoder, and platform configuration to the standard in-person production. We can stream to Zoom, Teams, YouTube, or a private link.

How far in advance should we book a conference?

For conferences under 150 people, 8 to 12 weeks gives you access to good venue options. For 200 or more people, 12 to 16 weeks. The venue is always the long lead item — once that is confirmed, everything else follows.

Do you handle speaker coordination and green room logistics?

Yes. Speaker briefings, AV format confirmations, green room setup, and on-stage cue management are all part of our conference service. We handle the logistics so your speakers focus on their content.

Conference & Learning Event Planning

Corporate conferences, leadership summits, sales kickoffs, and professional development sessions. We manage full-event logistics for conferences from 20 to 2,000 attendees — venue, AV, catering, speaker coordination, and on-site management.

A conference that runs poorly loses the room in the first 30 minutes. Delayed AV, registration bottlenecks, catering that does not arrive on time — these things signal to attendees that the organization cannot execute. We prevent that. From pre-event logistics to post-event debrief, we manage every detail so your speakers and attendees focus on the content, not the chaos.

Not right for you?

If you are planning a one-hour lunch-and-learn for 10 people, you do not need an event agency. We focus on conferences where the logistics are genuinely complex — multi-session formats, large attendee counts, or high-profile speakers.

What we handle

Venue selection and contract negotiation
AV production: sound, lighting, screens, livestreaming
Catering coordination and dietary management
Registration and check-in logistics
Speaker coordination and green room management
Run-of-show and on-site coordination

Typical budget

$15,000 – $120,000

All-in including venue, catering, AV, and agency fee

Headcount

50 – 500 people

Events we typically plan for this format

Recommended lead time

10 – 16 weeks

From first brief to event day

Where the budget goes

Venue rental28–35%
Hotel conference space for 200 people in Edmonton: $5,000–$10,000 for a full day; Calgary numbers are similar
Catering30–38%
Full-day lunch service for 200 runs $9,000–$16,000 depending on menu format and dietary scope
AV & production15–22%
Multiple screens, professional sound, and stage lighting for a 200-seat conference: $8,000–$20,000
Speaker coordination0–15%
Varies widely — internal speakers add nothing; external keynote speakers add travel, accommodation, and speaking fees
Agency planning fee12–18%
Covers concept development, vendor management, and on-site execution from first brief through post-event debrief

A 150-person full-day conference in Edmonton or Calgary runs $35,000–$70,000 all-in. The biggest variable is AV scope — a basic screen-and-sound setup costs a fraction of what a fully staged multi-screen production does.

Full pricing breakdown →

Common questions

We have planned conferences from 20 to 2,000 attendees. The planning complexity scales with headcount — a 50-person leadership summit and a 500-person annual conference require different vendor sets and venue types, but we handle both.