Conference Planning Services
Conference Planning Services in NYC
From agenda design and speaker management to registration desks plus run-of-show, EMRG Media handles conference planning services in NYC from start to finish. Your producer owns budget, vendors, timeline, and every detail on show day itself. No handoffs.
- Planning to production
- 5.0 across 130+ reviews
Every event has a moment people remember
25+
years
IN BUSINESS
1100+
Events produced
98
%
CLIENT RETURN
25+
years
IN BUSINESS
98
%
CLIENT RETURN
1100+
Events produced
Plan Your Conference
Tell us the date, headcount, and event format. An EMRG producer replies within one business day with venue options, an AV outline, and a ballpark budget range. No obligation, just straight answers.
- Free consultation
- Transparent, scoped pricing
- One team, every detail
WHAT'S INCLUDED
Full-Service Conference Planning Services in NYC
One team handles every stage of your conference, so you present, and we run the rest. Each card links to a relevant capability or sub-service page.
Venue Sourcing
Hotels, ballrooms, theaters and campuses
Agenda & Program Design
Tracks, sessions, timing and flow
Speaker Management
Booking, briefing, rehearsals, green rooms
Registration & Badging
Sign-up, check-in, badges, attendee data
Production & AV
Sound, lighting, staging, run-of-show
Day-Of Coordination
On-site management start to finish
25+ years Planning Conferences Across New York City
For more than 25 years, EMRG Media has handled conference planning across New York City, managing the logistics that make a multi-session event feel seamless to attendees. Venue, speakers, AV, and registration all move through one dedicated producer instead of getting scattered across vendors.
We build the schedule and floor plan around your agenda, then manage every vendor so sessions run on time and attendees have what they need. From the first planning call to the final session, we keep the conference on track.
Why Senior Buyers Choose EMRG Media
Scale and longevity
25+ years in business & 1100+ events produced by a dedicated in house team of event, production, & AV specialists.
The client roster speaks first
Trusted by Google, Bloomberg, Netflix, Barclays, Condé Nast, Sotheby’s, and many other leading global brands.
Recognized authority
Led by award-winning event professionals and backed by decades of experience producing industry-leading events.
Reviews that hold up
★★★★★ 5.0 average rating across 130+ verified Google reviews, reflecting consistently exceptional experiences for clients of every size.
Transparent pricing
Every event is quoted individually based on guest count, venue, production requirements, timeline, and overall scope to ensure accurate and transparent pricing.
Featured Work
Joe & The Juice 10th Anniversary Party
BDO
VTEX
Fiverr Summer Party
Russell Westbrook Holiday Party
Joe & The Juice 10th Anniversary Party
BDO
VTEX
Fiverr Summer Party
Russell Westbrook Holiday Party
How Working With EMRG Media Works
DISCOVERY
30-minute consultation to understand your goals, audience, budget, and timeline.
CONCEPT
Tailored event strategy with venue options, vendor recommendations, and budget planning.
Planning
End-to-end coordination of production, vendors, logistics, AV, talent, & run-of-show details.
Execution
Seamless event delivery from setup to breakdown while you focus on your guests.
DISCOVERY
30-minute consultation to understand your goals, audience, budget, and timeline.
CONCEPT
Tailored event strategy with venue options, vendor recommendations, and budget planning.
Planning
End-to-end coordination of production, vendors, logistics, AV, talent, & run-of-show details.
Execution
Seamless event delivery from setup to breakdown while you focus on your guests.
Client Confidence
YouTube
10/10 would recommend! Great experience working with Erica and the EMRG Media team to ensure we had a seamless holiday party for about 900 people. Erica was available to help with every step along the way and help bring to our attention additional ideas, needs and considerations to help make our party a huge success! Her team went above and beyond on the day of to ensure all of the final touches were handled and it allowed for our internal planning team to be able to sit back and enjoy the party. Great at communicating and sourcing vendors at a great rate due to their connections within the industry. Looking forward to working with EMRG Media again in the future!
Big Brothers Big Sisters
We’ve worked directly with EMRG Media for the last two years for our Annual Volunteer Recognition Ceremony. From start to finish the EMRG team is patient, flexible and gives top tier service ensuring that our event was a success and created a welcoming environment for our community. The Big Brothers Big Sisters of New York City team is looking forward to hosting many more events with EMRG Media.
WPP Media
Our theme, “A Night of Iconic New York,” celebrated the city’s landmarks, symbols, food, culture, and sounds, and the EMRG Media team transformed Terminal 5 into a stunning representation of the Big Apple. Each floor transported attendees to a different iconic neighborhood, from Little Italy and Chinatown to Times Square and Bryant Park. Employees were fully immersed in the experience, feeling as though they were traveling through the city’s vibrant boroughs.
Google
Thank you to the EMRG team for your creativity, attention to detail, flexibility, and seamless execution. You took the time to truly understand the vision and made the 2-day NYC event unforgettable with your magical touches throughout. I would not hesitate to partner with EMRG again for future events.
Polymarket
Incredible experience working with Erica and EMRG Media. She coordinated for us a 200 person event with less than two weeks’ time, and was able to accommodate everything we needed. The entire event went smoothly, and was better than we could have ever imagined.
10/10 would recommend! Great experience working with Erica and the EMRG Media team to ensure we had a seamless holiday party for about 900 people. Erica was available to help with every step along the way and help bring to our attention additional ideas, needs and considerations to help make our party a huge success! Her team went above and beyond on the day of to ensure all of the final touches were handled and it allowed for our internal planning team to be able to sit back and enjoy the party. Great at communicating and sourcing vendors at a great rate due to their connections within the industry. Looking forward to working with EMRG Media again in the future!
We've worked directly with EMRG Media for the last two years for our Annual Volunteer Recognition Ceremony. From start to finish the EMRG team is patient, flexible and gives top tier service ensuring that our event was a success and created a welcoming environment for our community. The Big Brothers Big Sisters of New York City team is looking forward to hosting many more events with EMRG Media.
Our theme, "A Night of Iconic New York," celebrated the city's landmarks, symbols, food, culture, and sounds, and the EMRG Media team transformed Terminal 5 into a stunning representation of the Big Apple. Each floor transported attendees to a different iconic neighborhood, from Little Italy and Chinatown to Times Square and Bryant Park. Employees were fully immersed in the experience, feeling as though they were traveling through the city's vibrant boroughs.
Thank you to the EMRG team for your creativity, attention to detail, flexibility, and seamless execution. You took the time to truly understand the vision and made the 2-day NYC event unforgettable with your magical touches throughout. I would not hesitate to partner with EMRG again for future events.
Incredible experience working with Erica and EMRG Media. She coordinated for us a 200 person event with less than two weeks' time, and was able to accommodate everything we needed. The entire event went smoothly, and was better than we could have ever imagined.
SERVICE AREA
SERVING NEW YORK CITY AND BEYOND
We plan conferences across the five boroughs and greater metro area. If your program sits nearby or in Manhattan itself, then we’re your team.
FAQ
Frequently asked questions
What does a conference planning timeline actually look like?
For a multi-day conference, venue and date may need to be locked 9 to 12 months ahead. Speaker outreach often begins 4 to 5 months out, with the agenda taking shape around the three-month mark so attendees know what they’re registering for. Content can be finalized about six weeks ahead, followed by speaker prep and rehearsals closer to event day. One piece worth prioritizing early is the agenda. Strong programming gives prospective attendees a reason to commit.
What does a conference planner handle that an internal team cannot?
A conference planner owns the parts a content team should not be carrying. EMRG Media sources the venue, negotiates vendor contracts, manages speaker logistics, runs AV and production, staffs registration, and calls the show, while the client keeps ownership of the content and the audience.
How do you manage and brief conference speakers?
Speaker management starts well before anyone walks on stage, usually with signed agreements 3 months in advance. Confirm speakers and agreements early, send briefing materials with timing, format, audience, and expectations about 3 to 4 weeks ahead, and collect decks 7 to 10 days before the event so files can be checked, formatted, and loaded. Every presenter should also have a technical rehearsal with the equipment they’ll actually use on stage. Expect anywhere from 5 to 10 percent of confirmed speakers to drop out. So, curating a backup speaker list is a standard practice.
Does EMRG Media handle registration, badging, and attendee data?
Yes. EMRG Media builds the registration flow, produces and prints badges, staffs the desk, manages on-site check-in, and delivers clean attendee and lead data afterward, so sponsors receive what they were sold.
How much rehearsal does a conference need?
Budget 2 to 3 hours of technical rehearsal for every hour of live main-stage program. A full-day conference with 6 hours on the main stage needs the better part of a day before doors. Speaker rehearsals run 15 to 20 minutes each and should happen on the actual stage with the actual clicker, since most on-stage failures are a presenter meeting the equipment for the first time.
Can EMRG Media plan hybrid and virtual conferences?
Yes. EMRG Media streams keynotes, runs remote panels, moderates the online channel alongside the room, and folds trade show management into the same plan when a conference includes an exhibit floor.
How do you build a conference agenda that holds attention?
Put some of the strongest content early, when attendance and attention are typically highest. For a multi-day conference, avoid saving the marquee keynote or most anticipated session for the final afternoon, when travel schedules and early departures can thin the room. Build in real breaks, vary the format throughout the day, and give attendees enough time to network and visit sponsors without sacrificing sessions they came to see.
Tell us about your event
