You should be in the room. Not running the room.
Programme, speakers, delegates, production, breakout rooms and logistics should behave like one joined-up system — so the audience notices the ideas, not everything keeping the room running.
Not sure what you are planning yet? See how →
What does this conference have to do?
Trusted with the briefs that matter.
A conference is judged in the room, in real time, by everyone who came. These are rooms that had to run.
Pick a name. We’ll show you what happened.
Empower — a workshop conference produced by Red Giant in Nairobi.
This is Red Giant.
Not moodboards. Not stock photos. The actual work.
The organiser should not become the control room.
A conference is not one programme. It is dozens of journeys happening at once — speakers, delegates, rooms, AV, registration, food, transport and timing. The job is making all of them feel like one experience, so nobody in the room has to think about any of it.
You should not have to run the conference while attending it.
What are you planning?
I already know the format+
Three things decide whether the room runs.
Breakout rooms are the part that catches people out: they run at the same time, each needs its own sound and screen, rooms have to be allocated against real capacity, speakers have to move between them, signage has to keep up, and a programme change has to reach every room at once. Presentations get collected and checked before anyone stands up, and one person calls the show so a delay in one room is absorbed rather than propagated.
Registration is the first thing a delegate meets and the first thing that can go wrong. Beyond it: accreditation, badges, agenda access, wayfinding between rooms, seating, dietary requirements, accessibility, delegate categories, VIP and speaker tracks, sponsor access and breakout allocation. Where transport or hotel coordination is in scope, it is part of the same journey rather than a separate supplier conversation.
Sound that works from the back row, screens people can actually read, a stage that suits the room, presentations that open when they should, and a crew who find the problem before the audience does. Contingency is part of the design, not an apology: what happens when a file fails, a microphone dies, a speaker does not arrive, or the programme changes at 11:40.
Everything underneath the programme+
Programme and speakers, delegate operations, breakout rooms, production and AV, branding and sponsors, hospitality, transport and logistics, hybrid and broadcast, and contingency — the full conference system, open when you want it.
Your conference is not one room.
- 01Main stageKeynotes · plenary · the shared moments
- 02Breakouts & workshopsParallel tracks · deeper conversations
- 03NetworkingDesigned connection, not just coffee
- 04Meeting roomsBilaterals · executives · hosted meetings
- 05Sponsors & expoCommercial value without friction
- 06HospitalityF&B · energy · the timing between rooms
- 07Digital & hybridThe attendee who isn’t in the building
- 08Back of houseCrew · show calling · everything invisible
They all have to behave like one event.
A breakout room isn’t where you send people after the keynote.
It’s where the conference becomes personal.
Different audiences need different conversations. A good breakout programme lets people go deeper without making the conference feel fragmented.
Every parallel session is a small event with its own dependencies:
Depending on the objective, we can plan around…
Presentations, larger sessions
Note-taking and learning
Learning + discussion
Collaboration
Smaller leadership groups
Facilitated discussion
Hands-on sessions
Conversation, peer exchange
Good. Now let’s make them work.
Popularity is a good problem only if it was planned for. Depending on the venue and programme, options include:
The conference starts before they walk through the door.
- Invitation
- Registration
- Travel
- Know-before-you-go
- Transport
- Welcome
- Check-in & badge
- Orientation
- Main stage
- Breakouts
- Workshops
- Networking
- Meetings
- Sponsors
- Meals
- Activations
- Hospitality
- Social programme
- Content
- Follow-up
- Feedback
- Reporting
And it doesn’t necessarily end when they leave.
Registration and check-in can be designed around what the event genuinely needs — pre-registration, onsite registration, QR check-in, badging, walk-ins, VIP check-in, group registration, a help desk, credentials and session access, with attendance tracking where required.
We can design registration around the information the event genuinely needs — session interests, dietary needs, accessibility requirements, travel and hotel details, breakout choices, language, role and VIP status — so the rest of the plan starts from real information instead of guesses.
Nobody should spend day one trying to work out how the conference works.
Not everyone came for the same reason. Why give them the same day?
Their day: presence, not logistics.
- Main stage
- Executive forum
- VIP lunch
- Leadership dinner
One event. Different useful experiences — programmes can be designed around role, seniority, interest, language and objective.
A confident speaker is usually standing on top of an invisible mountain of preparation.
Invite → confirmation → bio & headshot → travel → content deadline → template → deck submission → technical review → briefing → green room → rehearsal → microphone → walk-on cue → timekeeping → Q&A → departure → content release where applicable
For larger conferences, a green room earns its floor space: deck checks and last-minute edits, briefings, mic fitting, timing, speaker holding, quiet preparation, refreshments and the stage call — so the walk to the stage is the calmest part of the day.
The conference starts before they land. We can coordinate flight information and arrival windows, airport transfers, hotels, local contacts, rehearsal scheduling across time zones, connectivity, dietary and cultural requirements — and support conference documentation and coordination around visas where applicable. We are not an immigration service, and we don’t pretend to be.
Your speakers should be thinking about what they’ll say. Not where the HDMI cable is.
Most of a conference is below the waterline.
They absolutely remember when it doesn’t.
Where content capture is in scope: session recording, photography, video, speaker clips, highlights and a post-event content library — planned before the day, not remembered after it.
Hybrid means designed remote participation, not a camera pointed at a stage: camera angles, slides and audio for the stream, remote moderation, chat and Q&A, polling, captioning where required, technical support and on-demand access afterwards.
Working with specialist partners where appropriate, we can plan around simultaneous or consecutive interpretation, headsets, translated materials, multilingual signage and live captions.
Accessibility is intentional conference design, not a footnote.
Conference F&B shapes timing, queues, energy, networking, dietary requirements, room turnover and speaker needs. It gets planned with the programme, not after it.
Sponsor value without damaging the attendee experience:
Quietly, in the background: venue security coordination, access control and credentials, crowd flow, emergency procedures, medical support coordination, incident escalation. And weather — because even an indoor event has outdoor problems: arrivals, transport, loading, receptions.
Only the tools the event genuinely needs — registration, QR check-in, agenda, notifications, polling and Q&A, surveys, lead capture — and communications that arrive before people need them. Nobody should discover the dress code in the hotel lift.
We don’t run conferences from memory.
The larger the conference, the more invisible dependencies exist between rooms, people, equipment, suppliers and time.
Team structure scales with the event.
Not every conference needs every role. Every conference needs to know who owns what.
Someone is calling it: speaker calls, AV and video cues, lighting, stage movement, session timing, programme adjustments, communication with the breakout rooms, and updates to you — so the programme is driven, not drifting.
The point isn’t more paperwork. It’s fewer surprises.
What if something changes?
→ Keynote flight delayed.
The plan changes. The conference doesn’t unravel.
A good conference plan is not one where nothing changes. It is one that knows what happens when something does.
Get an instant conference cost estimate.
Answer a few quick questions to see a very tentative planning range, built from published Kenyan venue, AV, branding and delegate rates. Every line shows its basis. Anything without a defensible source stays to be confirmed and is excluded from the total.
Tell us the number and we will show you what we would protect, what we could simplify, and what still needs a conversation.
Not a formal quotation. Ask for a formal quote →
The part we could say ourselves, but it’s better coming from clients.
“They blend creativity and precision flawlessly. Our event was an unforgettable masterpiece, thanks to their innovative touch.”
Philip Barasa
“Their attention to detail and creativity in every aspect, from décor to audiovisuals, was flawless. What sets them apart is their ability to truly understand your vision.”
Anne Kibunya
“From start to finish, they flawlessly manage every detail. Highly recommend them for any event management needs.”
Collins Nyachoti
These are public Google reviews of Red Giant as a company. They are reproduced word for word and are not attributed to any specific BTL campaign on this page.
Send the brief. Add the Kenya ground team.
Venue coordination and inspections, local suppliers, production and AV, registration and delegate operations, breakout rooms, speaker support, transport where it is in scope, and on-the-day show control. One named lead, timezone-aware updates, and escalation that reaches a person.
Room capacities, power, connectivity, supplier lead times, delegate behaviour and what Kenyan production can genuinely deliver to your date. Where that forces a change to something you consider fixed, we raise it rather than quietly making it.
Visas, immigration, customs clearance and any regulatory approvals remain with you or your local entity. We do not act as your agent on those.
If you are an agency or a PCO running this for a client, the client relationship stays yours. Local production and delegate operations run underneath it.
Before the brief.
Cost is driven by delegate numbers, days, whether you already hold the venue, production level, breakout rooms, registration, content capture and transport. The estimator above builds a tentative range from published Kenyan venue, AV, branding and delegate rates, shows every line and its basis, and marks anything without a defensible source as to be confirmed rather than guessing it.
Brief, programme, venue, delegates, production, speakers, breakout rooms, the show itself and closeout reporting. One accountable team rather than a set of suppliers you coordinate yourself.
Yes, and they are planned as their own system: each room gets its own sound and screen, rooms are allocated against real capacity, speaker transitions and signage are coordinated, and a programme change reaches every room at once. The estimator prices breakout sound and screens per room per day.
The constraint is usually venue availability and speaker diaries rather than production time. Earlier gives you a real choice of venue, date and programme shape; late planning narrows all three.
Yes — registration and accreditation, arrival and wayfinding, speaker briefing and presentation handling, and transport where it is in scope. Visas, immigration and customs remain with you or your local entity.
Yes. Recording, photography and video are priced in the estimator; multi-camera streaming and switching are scoped per conference because the requirement varies with room, platform and audience.
We already have the conference so far.
Who should we send the formal next step to? If you already have an RFP, agenda or venue brief, send that instead.
Tell us about it.
No finished plan required.
No finished plan required
Got it. Your scope is with us — a Red Giant lead will come back to you on it.
Send the messy version. hey@redgiant.co.ke →
Whatever exists already — a deck, a floor plan, a spec, a date, or half the idea. Send what you have.
Build the scope first.
The estimator carries straight into this form. Start there →
- 1We receive your scope exactly as you built it.
- 2Red Giant reviews the commercial and operational requirements.
- 3We come back to confirm anything missing.
- 4You receive a formal quotation against that scope.
Ready to hand the room over?
Send the brief, the RFP or just the delegate number and the date. We will come back with a shape for the conference and a real number.