Conferences, offsites and launches for 80 to 2,500 guests, run by one team
Teams at these companies have run kickoffs, offsites and user conferences with us
Four kinds of event, one way of running them
Whatever the format, you get the same producer, the same portal and the same rule: every vendor at cost, with the invoice attached.
Conferences and summits
Plenary and breakout programs for user conferences, sales kickoffs and partner summits, with registration, speakers and stage run by our own crew.
150 to 2,500 guests
6 to 9 months
From $24,000
Offsites and retreats
Leadership and team offsites somewhere worth the flight, with the agenda, rooms, travel and facilitators handled.
20 to 150 guests
8 to 12 weeks
From $8,200
Launches and customer evenings
Product launches, customer dinners and year-end evenings where one moment on stage has to work the first time.
100 to 800 guests
6 to 10 weeks
From $14,000
Hybrid and broadcast
A four camera crew, a stream that holds up and a remote audience that gets its own host, not a webcam on a tripod.
Up to 10,000 viewers
4 to 8 weeks
From $9,000
Five steps, and you always know which one you are in
Every client event follows the same line. The portal shows the step, the owner and the next date, so nobody has to ask for an update.
Brief
A 30 minute call with your producer: date, headcount, budget line, what success looks like. You get a written plan within three working days.
Venue shortlist
Five venues that fit the headcount and the budget, with real quotes, not brochure rates, and one we would pick.
Production plan
Contracts, run of show, registration, rooming, catering and AV, built in the portal where you can approve each line.
Run of show
Our crew runs every cue from standby to go. Your job is to host. Ours is everything behind the curtain.
Wrap report
Attendance, survey scores, final spend against the cap and the three things we would change next time.
portal.rowanevents.co/budget
portal.rowanevents.co/registrations
portal.rowanevents.co/rooming
It syncs with the tools your team already uses
Connect once in the portal settings. Nothing to install, and you can disconnect any tool without losing the event data.
A shortlist of five venues within 48 hours
We keep notes on every room we have worked in: the columns, the loading dock, the kitchen, the wifi. You get the notes with the quote.
One planning fee. Everything else at cost.
The fee covers your producer, our crew and the portal. Venues, catering, AV and travel are billed at what we pay, with every invoice attached.
From the people who had to stand up and host
“Our partner summit and our board meeting landed in the same week. Rowan ran the summit, I ran the board meeting, and both went fine.”
Ruth Okonkwo
COO, Fernway Payments, Chicago
Partner summit, 300 guests. Booked again for 2027.
“The budget view is why finance signed off on year two. Every invoice was in there before we paid it, and nothing was marked up.”
Jonah Pierce
VP Finance, Quillstack, Austin
Annual program, four events in 2026.
“They found a lodge with 96 rooms and no other guests nine weeks out, then flew in our leaders from 14 cities without a single missed pickup.”
Elena Park
Chief of Staff, Tidewell Health, Boston
Leadership offsite, 90 guests, $3,850 per head.
Questions teams ask before the first call
Something else on your mind? Call (312) 555-0164 and a producer, not a salesperson, picks up.
Is the planning fee on top of our event budget?
Do you mark up vendors or take commissions?
How far ahead do we need to start?
What happens if we have to cancel or cut the headcount?
Do you work outside Chicago?
Are you insured?
Tell us the date, the headcount and the budget line.
A producer calls you back within one working day with three venue options and an honest read on the budget. No deck, no retainer to start.