Resources for Conference Planners

Producing a successful conference requires more than great programming — it requires clear planning, accurate budgeting, and media strategies that actually support stakeholder goals.

This resource library is built for conference planners, marketing teams, and agencies responsible for multi-day events, large audiences, and high-visibility outcomes. Each tool below is designed to help you plan smarter, communicate more effectively with internal teams, and extract real marketing value from your event media.

These are the same frameworks we use when supporting national conferences, summits, and corporate programs across the U.S.:

Conference Media Playbook

A practical guide to planning photography and video coverage for modern conferences

This playbook breaks down how intentional event media supports:

  • Sponsor reporting and renewals

  • Executive summaries and internal communications

  • Same-day and next-day social media momentum

  • Press and post-event marketing

  • Long-term brand credibility

Inside, you’ll find guidance on coverage strategy, deliverables, timelines, and how to avoid the most common media planning mistakes conference teams make.

👉 Access the Conference Media Playbook

Conference Media Budget & Staffing Calculator

Plan media budgets and team size with clarity and confidence

This calculator helps you estimate realistic photography and videography needs based on:

  • Event size and attendee count

  • Number of tracks and concurrent sessions

  • Deliverable expectations

  • Turnaround timelines

  • Stakeholder and sponsor requirements

It’s designed to support internal approvals, RFP planning, and conversations with leadership — especially when justifying budget decisions.

👉 Use the Budget & Staffing Calculator

Who These Resources Are For

  • Corporate conference planners

  • Association and nonprofit event teams

  • Marketing and communications leaders

  • Agencies supporting large-scale events

  • Teams managing sponsorship deliverables

Who They’re Not For

  • Small private events

  • Casual or DIY event planning

  • One-hour meetings or informal gatherings

If you’re planning a conference and want media coverage that’s structured, organized, and built for real-world marketing use — these tools will help you think like a production partner before you ever issue an RFP.

If you’d like to talk through coverage strategy for an upcoming event, you can connect with us directly here.