UK Corporate Conference Organisers: End to End
Celebrating 25 Years of Events
Planet Pursuits are UK corporate conference organisers delivering end-to-end conference management under one contract, one project lead and one team. We know conferences are complex. That's why we like to be involved from the start. From the venue find, the logistics planning, the brand awareness, the conference production, the entertainment and delegate management, to deliver you a first-class B2B conference strategy - without you having to manage 10, 20, 50 separate suppliers.
So why not talk to us about your next conference I 01793 772999 events@planetpursuits.com
UK Professional Conference Organisation since 2001. Safe Contractor Accredited. Conferences delivered in ExCel London, The HAC London, Sofitel London, Heathrow Marriott, Paintworks Bristol, Four Pillars Hotels, Cotswolds Water Park, Tortworth Court, Bowood, The Belfry, Swindon Steam, Sofitel London, Marriott Heathrow and many more.
Why end-to-end organisation matters for corporate work
In our 25 years of experience, a conference is one of the most complex events to run because it has so many moving parts and requires a liaison between multiple suppliers including:
-
venues (single or multiple)
-
plenary and breakouts
-
press and socials
-
brand awareness
-
event production, AV, streaming
-
entertainment
-
gala dinners
-
awards & recognition
-
transfers
-
delegate management
-
guest speakers, VIP management
Most B2B customer conferences touch on all, if not most, of these specialist suppliers. When you run these as separate contracts, it requires someone in your team to become the full-time bridge between all these suppliers.
Utilising our end-to-end conference management service, one contract removes all these problems at once. In addition, the benefits include no margin stacking from multiple suppliers for mark-ups. There would be no "it's not my problem", gap between suppliers, when something needs immediate attention on the day. And more importantly for you, there's just one project lead you turn to and call, not 20.
In our experience, it's the primary reason in-house teams come to us for conferences specifically. They often have the brief , the know-how and the strategy, but they lack the bandwidth to manage a dozen or more suppliers within a six-month lead time.
The benefits of one-contract conference management
For every corporate conference we deliver under one contract;
-
Your conference strategy and your theme development
-
Your Conference Agenda Design and Run-of-Show
-
Venue sourcing, site visit, contracting and conference liaison
-
Location Planning & Logistics
-
Conference production design advice on AV, stage sound lighting screens, brand opportunities
-
Speaker management briefing, rehearsals, and on-stage support
-
Delegate Registration, Transfer Management, and Supporting the Conference Desk
-
AI Concierge Service (additional cost) allowing delegates to WhatsApp send and receive conference information
-
Management of catering and dietary requirements
-
Hybrid streaming and session recording.
-
Brand opportunities, signage and production Support.
-
On-site support crew, technical run-through and contingency planning
-
Management of Conference Sponsors and affiliates.
-
Conference gala dinners. Off-site dinners, Off-site trips
-
Conference, team building or Delegate Activities
-
Post-event survey and full cost reconciliation
As experienced conference organisers, we understand you may only need help with one or a few of these elements rather than full end-to-end management. We also offer most of these services as standalone support. For our clients, end-to-end is always the first recommendation, but not the only option.
Conference formats we deliver
-
Customer conferences - flagship events for your customer base, typically 200 to 1,500 delegates over one or two days UK or Europe
-
Hybrid conferences in-room plus streamed audience, with full production parity across both
-
AGMs and shareholder events - formal proceedings with hospitality wrap
-
Industry conferences and trade stands - sponsor-led presence at conferences run by others (see our QuickBooks Accountex case study)
-
Multi-city roadshows - the same conference run in 3 to 5 cities, with repeatable production kit and consistent delegate experience (see our Intuit QuickBooks Cloud Roadshow)
-
Hybrid management / leadership conferences with full team development activity support
Our management approach
Here are five stages, named milestone, one project lead from kickoff to debrief:
1. Discovery and Strategy stage (3 days - 2 weeks) - this stage focuses on what the conference needs to achieve for the business.
2. Design and Budget Framework stage (2-6 weeks) - this stage focuses on the production design, the venue, agenda, activities and costing the conference in detail to match budget expectations.
3. Production Planning Stage (3-9 months for major conferences) - this stage focuses on sourcing venues, suppliers, production, speakers, storing collateral, liaising with sponsors and registering delegates.
4. Conference Delivery stage - our crew on site from build through to strike.
5. Debrief stage ( within ten working days) - Survey results, Cost reconciled, Supplier & Delegate feedback.
Featured conference event management work
We worked with Intuit QuickBooks for a two and a half year period on its cloud accounting awareness programme. This event included roadshows, trade stands and Accountex London.
QuickBooks Accountex London at ExCel - we designed and built the most visually striking trade stand at the UK's largest accountancy show. Whilst technically a trade stand, this event incorporated all the elements of a complex conference coordinating some 47 suppliers and managing this logistically complex event. We were also the principal lead designers of a suspended digital screen that gave our client a visual brand-lead over all its competitors. It was described as the standout stand at Accountex. Read the case study here.
Here are 3 things to think about when starting your conference planning
Here are three things that will save you time if you work out before you brief your conference team.
1. What is the main objective of your conference?
-
Reinforce company culture and values
-
To communicate your vision
-
A company or shareholders update
-
To professionally educate your audience
-
Product launch and brand awareness
-
To incentivise or reward
2. What should I budget for end-to-end support?
For corporate conference organisation, we highly suggest you have an idea of a realistic budget in mind, including a 10% to 15% contingency plan. Most end-to-end event management companies work to budget, so in any conversation, that will always be the opener.
3. Does your target audience fit your objective and budget?
Successful conference planning is vital and It's really important that budgets match your target audience and your objective. It's no good trying to entertain clients at a product launch and projecting a big brand image if you do not match it with funding. At Planet Pursuits, we have a wide range of experience in events and innovative ways to stretch your budget and engage your audience.
Looking for something else?
As event specialists, we know not every event is a conference. So if you're planning something different, here are some great starting points.
- Festivals and fun days - outdoor branded events for 200 to 5,000 guests
-
Summer socials - half-day and full-day events for teams of 50 to 500
-
Corporate events hub - back to the main service page if you're still scoping the format
Frequently Asked Questions
How far in advance should we start planning a corporate conference? For conferences under 200 delegates, 4-6 months is workable. For 200 to 1,000 delegates, plan 6-9 months out. For flagship customer conferences over 1,000 delegates, start 9-12 months ahead. Venue availability is usually the binding constraint, not production lead time. Under 200 delegates → 4-6 months 200-1,000 delegates → 6-9 months 1,000+ delegates → 9-12 months Do you run small association events? Yes, we are professional conference organisers and specialists in small association events for 50-300 delegates, particularly within the veterinary and medical associations. These organisations primarily use us because their delegates are geographically dispersed, often working in their own practices. There is often a requirement for them to do professional training once or twice a year, and they do enjoy socialising with their peers. Do you utilise AI in your conference management? Yes, we have a product called AI Concierge, which interfaces between your delegate and the conference information. It utilises WhatsApp as a two-way messaging service so that your delegates can message any questions about the conference, for example: •What room am I in? •What time is dinner? •Where are the plenary sessions being held? Do you manage conference transfers? Yes, we do, and often when we are working in Europe, we work with a DMC who knows the area better than us (Destination Management Company). Can you handle hybrid conferences with a streamed audience? Yes. We produce hybrid conferences as a single event, not as two events glued together. The streamed audience gets full camera coverage, dedicated host links between sessions, and Q&A parity with the in-room audience. The streaming feed is built into the run-of-show from day one. We are a small organisation. Should we handle this conference in-house? It's entirely up to you but our advice is: do not underestimate the amount of time it takes to manage a conference. All the time the lead person is working on the conference, they are not doing their day job. This is generally where we step in, and our experience kicks in to support you. What percentage of my budget is required for the conference management? Without analysing your conference need, it's difficult to ascertain. However, I would budget between 15% and 20% of your budget on the management side of your conference. Often, by outsourcing your end-to-end conference requirements, you can make a saving. Suppliers often charge a premium when they are managing direct with clients, and this is where we can come in and save you money which justifies this budget spend. Can you venue find for my conference? Yes, as a venue-finding organisation, we can venue-find in the UK and Europe. We attend lots of MICE events around Europe to keep abreast of all the information about venues and their capacities. Can you advise me on branding for my conference? A big part of a conference is making sure your brand is fully represented and gets maximum exposure. We have a great deal of experience in ensuring you achieve full brand awareness.
Plan your next corporate conference
Do you need proven corporate conference management? Whether you need end-to-end support or just help with part of a conference. We are happy to talk through your requirements.
Most discovery calls run 20 minutes and you’ll leave with a good idea of budget range and a recommended format, whether or not we end up working together.
Phone us today 01793 772999 or email events@planetpursuits.com
