When planning leadership conferences in 2026 and 2027, choosing the right production partner is critical for delivering high-quality, hybrid events. Modern leadership conferences demand advanced AV solutions, AI technology for corporate communications, and seamless global logistics to meet the expectations of both in-person and virtual audiences. This guide highlights seven industry-leading production partners, each offering unique strengths in global reach, hybrid capabilities, and cutting-edge technology:

• Corporate Optics: Known for AI solutions for conference production and global broadcast services, they simplify planning and ensure consistent quality across locations.
• PRG: Offers modular LED technology and immersive xR stages with a strong international network for multi-regional events.
• PSAV (Encore): Focuses on hotel-based events, holographic presentations, and interactive tools for engaging hybrid experiences.
• Freeman: Combines large-scale production expertise with data-driven solutions to enhance audience engagement while reducing waste.
• Solotech: Delivers high-quality AV setups, projection mapping, and advanced streaming platforms with a focus on global scalability.
• 21st Century AV: Specializes in room-specific AV solutions, ensuring sharp visuals and clear sound for executive presentations.
• Vermillion Productions: Excels in global leadership summits with synchronized translations and immersive communication training.

Each partner is equipped to handle the complex demands of leadership events, offering tailored solutions to ensure success.

1. Corporate Optics

Global Reach

Corporate Optics collaborates with venues and in-house AV suppliers worldwide to ensure consistent quality across leadership conferences. This makes them a reliable partner for organizations planning multi-city roadshows or global summits spanning various continents. Acting as a single point of contact, they streamline regional coordination, paving the way for seamless hybrid events.

Hybrid Event Capabilities

Their virtual meeting suite integrates seamlessly with major broadcast platforms, using redundant switching systems to guarantee uninterrupted service. Features like interactive Q&As, live polls, and custom-branded virtual environments are designed to keep remote participants actively engaged. With broadcast-level reliability, they ensure an effortless experience for both in-person and virtual attendees.

Advanced Technology Offerings

Through AI-driven tools and a partnership with prompts.ai, Corporate Optics simplifies event planning, cuts costs, and delivers secure AV setups for high-stakes board meetings. Their production expertise spans audio, visual, and lighting coordination, along with presenter assistance such as scriptwriting, teleprompter services, and rehearsals. These tools and services are key to their success in managing leadership events.

Leadership Event Projects

With over 33 million positive media impressions, Corporate Optics helps amplify leadership messaging well beyond the event itself. Their structured four-stage "Project Life Cycle" - Discover, Design, Develop, Deliver - ensures that production aligns with the event's mission and budget. Pete L., SVP of Marketing at a client organization, shared:

"Such a tremendous team and group to work with. They always remain calm (with a smile), have our back, and are prepared for anything. I cannot tell you how appreciated it is to have a partner that makes these events fun."

For first-time leadership summits, they also assist with venue selection and technical logistics, offering tailored support to meet unique event needs.

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2. PRG

Global Reach

PRG runs operations at 38 locations across 29 countries spanning 6 continents, ensuring consistent production quality worldwide. Through its PRG Alliance network, the company connects local experts and equipment resources, cutting costs and reducing environmental impact by utilizing nearby gear and crews. This network simplifies coordination for multi-regional events.

"PRG's international network was really an advantage when it came time for me to find a crew while sitting in New York City for a German show." – Celosphere

This regional support structure works well for a variety of events, from Annual General Meetings (AGMs) and smaller stakeholder meetings to massive global productions. PRG provides a full suite of services, including lighting, audio, staging, LED, projection, engineering, and project management.

Advanced Technology Offerings

PRG's SpaceFrame® technology features carbon fiber touring frames that are 10 times stronger while reducing truck space requirements by 35%. Their InfiniForm™ platform offers modular LED structures like towers, kiosks, and arches, helping to lower labor expenses. At the Maritz Elevate conference, PRG showcased this technology with a 90-foot-wide LED-projection wall designed for 300 attendees. Carter Dunham, VP of Sales & Business Development at PRG, shared their strategy:

"Our shared strategy was to move the production budget from the keynote and general sessions into The Quad... This created an environment for exploring innovative outlets for creativity and professional growth." – Carter Dunham, PRG

Additionally, PRG provides side-by-side comparisons of projection systems and high-resolution LED displays (as fine as 2.3mm), helping event organizers choose the most effective technology for clear visuals. These tools enhance PRG’s ability to deliver high-quality hybrid events.

Hybrid Event Capabilities

PRG’s xR stages combine physical and virtual elements to create immersive visual experiences. Their Domino modular LED floor is specifically designed to eliminate reflections in virtual environments, while their advanced broadcast systems manage complex audio and video feeds. For instance, during the Wacken World Wide virtual festival in 2020, PRG built an 80-square-meter xR stage with a curved LED backdrop (about 34.4 feet by 16.4 feet), delivering content to an audience of 11 million globally.

At the UNLEASH World conference in October 2024, held at Porte de Versailles, PRG outfitted 14 meeting rooms and a plenary hall with 1,743 square feet of ROE Visual BP3 LEDs, all within a tight 24-hour setup window. Their digital services - ranging from live streaming and content capture to presentation management - ensure smooth execution for hybrid leadership events [14, 20].

3. PSAV (Encore Event Technologies)

Global Reach

Encore works with top-tier hotels, resorts, and casinos across the globe, seamlessly integrating technical support with its creative production services. This hospitality-focused strategy simplifies planning for leadership conferences held at prominent hotel chains in North America and the Asia Pacific regions [27,31].

Their extensive service offerings include event technology, creative services, production management, and design and fabrication through their Hargrove division [25,26]. Encore also handles rigging, talent coordination, and equipment logistics across its expansive network of venues worldwide.

Hybrid Event Capabilities

Leveraging its extensive global network, Encore provides powerful hybrid event solutions. These solutions combine streaming platforms with interactive tools to ensure both in-person and virtual audiences remain engaged [28,30]. Their Interactive Event Solutions Explorer offers 3D renderings of event spaces, enabling leadership teams to preview setups for General Sessions, Boardrooms, and Ballrooms before the event begins [25,30]. This tool helps fine-tune camera angles for virtual participants while maintaining excellent sightlines for those attending in person.

A striking example of their hybrid capabilities was the January 2022 PCMA Convening Leaders conference, attended by over 2,500 event professionals. When a keynote speaker couldn’t travel just a week before the event, Encore used side-stage technology to project the speaker as a hologram. They also tackled noise challenges in the bustling "Promenade" area by providing wireless headsets that delivered audio directly to attendees. This allowed multiple educational stages, sponsor activations, and meals to coexist in one open-air space. This blend of physical and virtual elements highlights Encore's ability to craft visually stunning, cutting-edge experiences.

Advanced Technology Offerings

Encore uses advanced technologies like curved LED displays, LED strip lighting, and 3:1 aspect ratios to create visually captivating digital backdrops. Their certified technicians expertly manage these tools to deliver striking visual effects for executive presentations.

Looking ahead to 2026 and 2027, Encore emphasizes strategic planning and advanced technology to maximize event outcomes. They focus on Return on Event (ROE), evaluating success through content quality, personalization, and audience engagement rather than just attendance figures. This forward-thinking approach ensures leadership conferences will leave a lasting impression in the years to come.

4. Freeman

Global Reach

Freeman has proven its ability to manage leadership events across continents. A standout example is the U.S.-Africa Leaders Summit in 2022, where the U.S. Department of State entrusted Freeman to produce a three-day summit hosted by President Biden for African leaders. This event demanded seamless coordination of technical services, production elements, and digital graphics, and content management. Highlighting the summit's importance, U.S. Secretary of State Anthony J. Blinken remarked:

"Africa is a major geopolitical force. The United States firmly believes that it's time to stop treating Africa as a subject of geopolitics – and start treating it as the major geopolitical player it has become".

Freeman also demonstrated its expertise with the Coupa Inspire conference in 2023, which featured simultaneous events in Las Vegas and London. Led by VP Client Service Tasha Barnes, regional teams tailored content to suit local preferences while maintaining consistent global branding. This dual-location strategy showcases Freeman's ability to deliver leadership events that bridge time zones without compromising on a unified vision. Such capabilities set the stage for their hybrid event solutions.

Hybrid Event Capabilities

Freeman’s hybrid production model ensures large-scale audience engagement. At the Workday Rising annual conference, they successfully managed 14,000 in-person attendees alongside 7,500 virtual participants using integrated streaming and engagement tools. A major highlight was a suspended LED sphere at the event hub, paired with behavior mapping technology to monitor attendee sentiment and dwell time in real time. Additionally, Freeman earned a Bronze Sustainability credential by recycling 50,000 square feet of fabric and minimizing carpet usage.

This combination of data-driven insights and environmental responsibility not only enhances audience experiences but also aligns with the sustainability goals many leadership teams are prioritizing for upcoming years.

Advanced Technology Offerings

Freeman’s use of advanced technology transforms events into immersive experiences. Their 70/30 budget approach - 70% allocated to fixed production costs and 30% to creative storytelling - ensures a balance between logistical execution and audience engagement. Michael O'Brien, Creative Production Expert at Freeman, explains:

"AV is equipment - creative production is engagement. It's the difference between people being spoken at versus them feeling immersed in the experience".

At the HIMSS Global Health Conference & Exhibition in 2024, Freeman reimagined the Orlando County Convention Center for 30,000 healthcare leaders. Key features included a keynote stage with over 500 LED tiles and 100+ synced digital signs throughout the venue. This shift to digital reduced printed panels by 50% and cut directional signage by 95%. VP Elli Riley reflected on the benefits:

"We introduced more digital signage around the convention center because we are a technology show... which allowed us to be very flexible with our messaging and decrease our carbon footprint".

Leadership Event Projects

Freeman’s meticulous planning ensures the success of high-impact leadership events. For major productions like national conventions or political gatherings, they recommend starting 12–14 months in advance. Standard corporate events typically require 4–6 months of preparation. This timeline allows for alignment between creative and technical elements with organizational goals.

Their portfolio includes prominent projects such as the American Society of Clinical Oncology (ASCO) 2025, the U.S. Army's 250th Anniversary (AUSA), and fintech conferences like Money 20/20. These examples highlight Freeman's ability to deliver consistently across sectors like government, healthcare, technology, and corporate industries.

5. Solotech

Global Reach

Solotech runs 20 locations worldwide, completing over 10,000 projects annually with the help of more than 1,500 AV specialists. Their approach, summed up as "Global Presence, Local Approach", blends the resources of a global company with the personalized service of regional teams. Since 2018, they've expanded significantly, completing 10 strategic acquisitions to strengthen their presence in Canada, the United States, Europe, and Asia.

In January 2026, Solotech provided comprehensive AV support for the International Civil Aviation Organization (ICAO) Reception. They also handled the intricate AV needs for the AtkinsRéalis Brand Identity Launch, ensuring flawless execution of visual and audio elements during this critical corporate event. To better serve clients in Europe, Solotech moved its London operations to a cutting-edge facility in November 2025. The company continues to build on its global reach, offering hybrid solutions designed to boost audience engagement.

Hybrid Event Capabilities

Solotech's LiveSphere streaming platform bridges in-person and virtual event experiences seamlessly. At the frame:work:losangeles conference in 2023, LiveSphere enabled interactive features like real-time analytics and live chat, allowing remote viewers to switch between simultaneous sessions and even participate in "virtual applause" after presentations. Laura Frank, Executive Director of frame:work, highlighted its impact:

"The live stream allows us to let our community participate wherever they are, even if it's a lunch break on the other side of the planet".

The platform also offers custom branding, third-party ticketing integration, and on-demand playback with detailed analytics.

Advanced Technology Offerings

Solotech specializes in delivering AV production for corporate events, including audio, video, lighting, rigging, staging, and crew services for leadership events. Their advanced capabilities include projection mapping and 360-degree setups, creating immersive environments that inspire creativity during meetings. Recently, they made headlines with the largest single-batch LED tile acquisition in history, purchasing over 5,000 m² of LED tiles, with 4,500 m² of identical Carbon LED tiles to ensure consistent visuals for large-scale events.

Martin Carrier, President of Live Productions Canada at Solotech, emphasized their forward-thinking approach:

"The future of live entertainment will blend the physical and digital, and we are positioning ourselves to lead this evolution by investing in the best technology, the best people, and the best partnerships".

Leadership Event Projects

Since 2012, Solotech has been the go-to AV provider for C2 Montréal, a top-tier business and creativity conference. They deliver end-to-end audio, video, lighting, and rigging solutions that energize attendees across large meeting spaces. Yannick Bocquet, Vice-President of Production at C2, praised their contributions:

"Solotech and their team play a huge part in our success thanks to their ability to offer management solutions to all the audiovisual needs of a world-class event".

Each year, Solotech oversees more than 13,000 live production and system integration projects, including over 5,000 corporate and immersive events in Canada. For leadership events that involve complex logistics and multiple stakeholders, Solotech recommends involving their Project Management Office early in the planning process. This ensures smooth budgeting, scheduling, and adherence to international compliance standards, making them a trusted partner for seamless event execution.

6. 21st Century AV

Advanced Technology Offerings

21st Century AV specializes in aligning audiovisual hardware with event spaces to deliver immersive audio and crystal-clear visuals at leadership conferences. Their approach emphasizes cutting-edge audio processors, amplifiers, and high-quality speakers to craft soundscapes that are both immersive and distortion-free - critical for maintaining the authority of executive presentations.

On the visual side, they use displays and projectors tailored to the room's dimensions, ensuring every attendee has an optimal viewing experience with sharp resolution and proper angles. They also integrate AV systems with room elements like lighting controls and acoustic treatments to reduce glare and echoes. Through professional calibration, they achieve precise sound quality, image sharpness, and accurate color reproduction, creating a polished and professional environment for high-stakes events.

Room Size	Recommended Audio Technology	Recommended Visual Technology
Small Spaces	Compact bookshelf speakers, soundbars, or in-wall speakers with wide dispersion	Smaller displays or short-throw projectors for close viewing distances
Medium Spaces	5.1 or 7.1 surround sound systems; floor-standing or wall-mounted speakers	Displays or projectors balanced for aspect ratio and screen resolution
Large Spaces	Scalable systems with extra amplifiers and subwoofers for even sound coverage	High-brightness projectors or large-format displays for long-range visibility

Leadership Event Projects

21st Century AV brings this technical expertise to corporate meetings and executive presentations, where precision is non-negotiable. They integrate AV systems early in the planning process, ensuring seamless management of cabling, power, and connectivity. In larger venues, they deploy multiple speaker setups and high-lumen projectors to guarantee uniform sound and image clarity throughout the space. Additionally, they address equipment reliability by managing environmental factors like ventilation for AV receivers and amplifiers, preventing overheating during extended sessions. This attention to detail ensures uninterrupted performance during critical moments.

7. Vermillion Productions

Global Reach

Vermillion Productions organizes leadership conferences worldwide, spanning major U.S. cities and picturesque locations like Tuscany's vineyards. With their expertise in large-scale conference elements, they are well-equipped to handle leadership summits that connect audiences across more than 120 countries - similar to the scope of events like the Global Leadership Summit.

Hybrid Event Capabilities

Thanks to their extensive global network, Vermillion excels in creating "Studio Audience" environments that serve as broadcast hubs for leadership events. They manage the technical coordination for over 400 host locations, ensuring that remote attendees have an engaging experience. This includes synchronized translations in more than 60 languages, making their events accessible to a diverse audience.

Advanced Technology Offerings

Vermillion employs what they call the "Vermillion Approach", a system rooted in cognitive science and experiential learning techniques to elevate leadership communication. Their process includes role-playing exercises and immersive simulations designed to help executives build confidence and prepare for high-pressure presentations. Performing arts-trained communication coaches further refine stage presence and audience connection. This methodology underscores Vermillion's dedication to delivering polished, impactful leadership events.

Behind the Scenes in Event Production: Who Does What?

Partner Comparison Table

Here's a concise breakdown of the key aspects of each production partner for easy reference:

Production Partner	Global Reach	Hybrid/Virtual Capabilities	AV Technology & Innovations	Leadership Event Experience
Corporate Optics	Global broadcast services with AI-driven event production	End-to-end hybrid events, live streaming, AI audience engagement tools	Award-winning AV production, custom fabrication, intelligent lighting, analytics	Leadership conferences, shareholder meetings, C-suite events, award ceremonies
PRG	Operates on a global scale; known for large-scale productions	Digital services, streaming, presentation management	LED, projection, lighting, audio, staging, complex engineering	Stakeholder meetings, association conferences, brand activations
PSAV (Encore)	Extensive global reach for business event production	Interactive Event Solutions Explorer for tech visualization	Creative services, design/fabrication (Hargrove), comprehensive AV systems	Corporate conferences, executive summits, business events
Freeman	Worldwide event production expertise	Full-service hybrid event management with virtual platform integration	Comprehensive event tech stack, staging, registration, audience engagement	Large corporate events, trade shows, leadership summits
Solotech	International presence across North America, Europe, and more	Broadcast-quality streaming and virtual event production	Advanced audio systems, LED walls, projection mapping, technical integration	Corporate tours, executive town halls, brand activations
21st Century AV	Regional focus with national capabilities	Hybrid audience blending with virtual engagement tools	Professional AV equipment, staging, lighting, sound engineering	Corporate meetings, leadership conferences, industry summits
Vermillion Productions	Over 400 host locations in 120+ countries worldwide	Studio audience broadcast hubs with synchronized translations in 60+ languages	Cognitive science-based approach, immersive simulations, performing arts-trained coaches	Global leadership summits, executive communication training, international conferences

Conclusion

When planning leadership conferences for C-suite executives and senior managers, aligning with a production partner that specializes in high-stakes events is essential. Look for partners with a track record of delivering immersive experiences, cutting-edge technology, and seamless global logistics.

The ideal production partner should offer advanced tools like AI-driven project management, digital twin technology, and hybrid streaming solutions to cater to both in-person and remote participants. For events spanning multiple locations - whether in Doha, Rio de Janeiro, Lisbon, or Vancouver - scalability and consistency are critical. Providers with strong logistics networks and local expertise can ensure smooth execution across all venues, delivering consistent audiovisual quality and creating impactful experiences, regardless of scale.

This guide highlights seven production partners, each excelling in areas like broadcast-quality streaming, immersive event technology, and comprehensive management services. By choosing a partner capable of scaling from small workshops to large global summits while maintaining attention to detail, you can create conferences that offer actionable insights and foster meaningful connections.

"It is absolutely worth the time and investment to come. You get a lot of great ideas from the event. It is a great opportunity to make connections and start new partnerships"

• Aaron Jackson, Principal at World Wide Technology

With the right production partner, leadership conferences in 2026 and 2027 can achieve their full potential, combining cutting-edge AV solutions with global expertise to deliver impactful and memorable experiences.

FAQs

How do I choose the right production partner for my 2026–2027 leadership conference?

To find the right production partner, focus on their experience with hybrid, virtual, and in-person events. Check if they provide cutting-edge audiovisual technology and AI-powered tools to enhance your event. Look into their history of handling large-scale conferences, including their ability to manage logistics and create engaging, immersive experiences. Choose a partner who aligns with your goals, offers a full range of services, and can deliver smooth, impactful events designed specifically for your needs.

What should I budget for a global hybrid leadership conference?

Planning a global hybrid leadership conference in 2026? Expect budgets to fall between $250,000 and over $1 million, depending on several key factors. The overall cost will hinge on the event's scale, the complexity of technology required, and the chosen location.

For organizations aiming to host a high-end, large-scale event, companies like Corporate Optics bring extensive expertise to the table. They specialize in ensuring smooth execution, whether the event is hybrid or fully in-person, handling everything from logistics to technology integration.

How early should I start planning production for a multi-city or multi-country event?

Planning production for events spanning multiple cities or countries requires a head start - begin 6 to 12 months in advance. This timeline gives you the breathing room needed to handle logistics, lock in reliable production partners, and integrate advanced AV or hybrid technologies seamlessly. Early preparation also ensures you can secure the best teams, align budgets effectively, and address technical requirements. The result? Fewer risks and a smooth, professional event that leaves a lasting impression on attendees.

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