Whether it’s a 50-person meeting, an inaugural event, or a 20-year celebration, your event is an extension of your brand. When you invite clients and partners to learn more about your products at a conference, the event’s details must be kept offstage so that important information can stand in the spotlight.
RVE helps companies craft big experiences with little details that win people over for life. We deeply care about communicating clients’ messages – and we have the portfolio filled with flawless and fun-filled events to prove it.
Let us handle registration, room setup, audio-visual needs, transportation, catering, gift bags, signage, receptions, and much more at your next conference or trade show.
Curious about potential costs and timelines for your event? Scroll down to read our big 6 FAQs about conference planning.
If your meeting is large and/or complex, a professional will save you more than the additional cost of service. Meeting planners can acquire a better conference location with a better contract because of their experience and relationships with local partners. Plus, the right meeting planner will make the experience fun and rewarding for you and your staff!
We recommend doing an income/expense analysis and market research on your industry’s standards. Keep in mind your conference’s goals, as this affects price as well. Again, a meeting planner will help you determine what the best rate is.
We highly recommend that you start coordinating at least a year in advance, especially if your date or location is not flexible. At least 6 months is necessary, but the sooner you know your dates, the easier it is to manage the registration and sponsorship of the event.
Hotels base their meeting space reservations on supply and demand. The more sleeping rooms you get under contract, the more influence you have in obtaining meeting space. The larger the group and the further in advance your reservation, the more leverage you have – and you have even more leverage when you use a meeting planner they know.
Budgets vary greatly from event to event, but you should anticipate spending at least $800 per attendee. Keep in mind that conferences run an average of 2-3 days, and can range in size from 50 to 1,000 people.
We recommend at least 6 months out. If it’s an annual conference, announce the next conference date at the end of the current conference. For a first-time event, however, the sooner the better!
I would like to recognize Red Velvet as being not only amongst the best I have worked with in the industry, but as trend setters, and makers of magic.Paul T., Senior Manager, Meeting Planning Services, Marriott International
I simply wanted to thank you again for helping with some of the final details in executing our client dinner in the UK. As always, your team was professional, pleasant to work with, and executed flawlessly. Thank you!Susan L., Head of Marketing for a Global Software Company
The weekend was an huge success measured not necessarily by our numbers, but certainly by the quality of feedback I received from attendees, sponsors and Hackathon entrants. This list goes on to include our media attendees and our and exhibitors. Never before have I witnessed such overall satisfaction with any event. When I hear the quip "you can't please all the people..." my new retort is "but you can come very close!" Our success would not have been possible without the excellent support of Red Velvet registration team! Red Velvet was in a word......Great! Its just that simple.Linda S., Planning Committee for a Technology Conference
Ladies, I can't say enough about the great job you both did in making this our best conference yet. You both put in a ton of hard work into making our 3rd conference the smoothest we've had so far. The feedback I got from sponsors and attendees was terrific and I wanted to personally thank you both for the awesome job you did for program. We couldn't have done this without you!Paul P., Planning Committee for a Technology Conference
I’ve been involved with numerous personal and corporate events Red Velvet Events has produced and each one stands out as best in class. RVE events are the ones that people talk about for YEARS afterwards. Whether I gave them a big budget or a small one, they pinched every penny and negotiated every possible advantage on my behalf. And then they executed like crazy. Cindy Lo takes ‘detail oriented’ to an entirely new level.Josh B., Austinpreneur