“One person in admin is running a 500-person annual day on top of their real job.”
They get a single contact, a weekly update and a dated checklist. They approve; we run.
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BTL & Activation · Events & exhibitions · Corporate events
Corporateevents
Since 201565+ in-house teamKolkata office, 5 team bases
An annual day or a town hall needs one accountable owner.
A strategist calls you in one working day.
/ 01 Corporate event management
Your event,one team in charge.
A corporate event goes wrong when four vendors each own a quarter of it. PromotEdge manages annual days, town halls, conferences and offsites across India with one team in charge, so your people leave aligned and proud.
You deal with one team. The stage, sound, venue, guests and content answer to one person. The PromotEdge group delivers the stage, sound, light, LED walls and on-ground crew. Delivered through PEXORA, a joint venture of PromotEdge and Prodigy.
Who it's for. Manufacturers, developers and diagnostic chains, and startups, especially companies stepping up to premium. This is a different job from dealer meets and launches: your own people or key customers, and the goal is alignment, not orders. Dealers or trade buyers? See events and exhibitions.
- 2015working with Indian brands since
- 65+in-house team: strategy, creative, media and tech
- 4pillars under one roof: strategy, advertising, digital, on-ground activation (BTL)
- 6cities: head office in Kolkata, teams in Mumbai, Delhi, Bangalore, Guwahati and Bhubaneswar
/ 02 What we run
Corporate eventsand what you get.
| Event | What we handle | What you receive |
|---|---|---|
| Annual day | Theme, venue, stage, performances, awards, dinner, photography | Rehearsed stage, award scripts, highlight film |
| Award night | Categories, nomination flow, trophies, citations, stage cues | Trophy list checked twice, citation videos |
| Town hall | Stage, sound for the room, screens, live stream to other offices, question system | Speaker flow, stream link, recording |
| Conference or seminar | Agenda support, speaker travel, registration, breakouts, AV | Registration list, recordings, feedback summary |
| Customer or partner meet | Invitations, hospitality, product display, follow-up | Attendee list with interests noted |
| Offsite | Venue, travel, working sessions, team activities, evening programme | Day-by-day plan, travel sheet, session notes |
| Family day | Venue, games, food, children's zone, safety plan | Programme, safety plan, photographs |
We agree at the brief which bookings sit with us and which stay with your admin or travel desk.
/ 03 Signs you need this
When it's timeto hand it over.
“We hired four vendors and spent the evening refereeing them.”
Stage, sound, light and screens come from one team, rigged and tested together the day before.
“Our town hall had audio drops, and nobody at the back could read the slides.”
Sound is planned for the room, with backup microphones. Screens are sized so the last row can read.
“The award night ran two hours late, and the food went cold.”
A minute-by-minute run of show, a stage manager with cue sheets, and award segments timed in rehearsal.
“Finance wants one invoice, not twelve bills.”
One consolidated bill. Venue and catering actuals are shown line by line.
“We want the offsite to be more than a hotel stay and a DJ night.”
We build an agenda with working sessions, team activities and one or two moments people remember, tied to the year's goals.
Planning an annual day or a conference? Tell us the date and the guest count, and we will sketch the run of show. Get a free growth plan
/ 04 How it runs
From briefto the last guest home.
A good event should repeat, not happen by luck. This plan is for an annual day or conference of a few hundred guests; a town hall in your office can be ready in two to three weeks.
- 01
Weeks 1–2: brief and budget
Who is coming, what the event must do, the date, budget and sign-off, on one page.
- 02
Weeks 2–4: venue and concept
Two or three venues compared on capacity, access, sound limits and cost, then a theme and stage concept.
- 03
Weeks 4–7: content and guests
Speakers briefed, award lists frozen, films made, performers booked, registration live.
- 04
The week before: technical checks
Room, stage, sound and screens checked against the run of show, with backups for power cuts, rain and late speakers.
- 05
Event day: run to time
Set-up from early morning, technical rehearsal, guest arrival, the event, then pack-up.
- 06
The week after: wrap-up
Photos and highlight film shared, feedback collected, bills matched to the quote.
Tell us what’s not working. We’ll send you an honest one-page growth plan, free.
Go deeperMore on this
Deeper reading if you want the research behind the plan.
How we deliver it, and why
- Put who is coming, the goal and the sign-off on one page. When four vendors share a job, a missing owner is the usual reason things slip. A one-page brief you approve.
- Our COO, Vinnay Agarwaal, leads planning and operations. Planning and operations decide whether the day runs on time. The plan and timings on one sheet.
- Choose the venue before the theme. The date and the room fix sound, sight lines and food. A theme can bend to them. Two or three venues compared side by side.
- Check sound and screens from the last row. People at the back judge the whole day by what they can hear and read. Backup microphones and slide sizes tested.
- Time every segment in rehearsal. Speeches and awards overrun, and then the food goes cold. A minute-by-minute run of show.
Go deeper: who sets standards for events
Industry body
EEMA, the Event and Entertainment Management Association, calls itself an autonomous, non-profit body of registered companies, institutions and professionals in events and experiential marketing. Its site lists health, safety, sustainability and code-of-conduct documents. Media News 4 U reported that it unveiled a Vision 2030 roadmap ahead of its 2026 convention in Chennai.
Source: EEMA website, read 10 October 2026; Media News 4 U, 1 September 2026
AI in corporate events: today and next
Today
Zoom lists AI meeting summaries and notes, and on its paid plan live audio translation. For a town hall that streams to other offices, that means a written recap and, where needed, another language. We read every summary before it is shared.
Source: Zoom product page, read 10 October 2026
Next
Our view: AI will take over notes and recaps, and the person on stage still sets the mood of the day. Planning one? Ask us.
Holding a quote from another event company? We will read it line by line with you. Talk to us
/ 05 Cost
What a corporate eventcosts.
We do not publish a price list. Venue and food are billed per guest at actuals. Our fee sits on its own line. Your quote comes within 2 working days.
What affects the cost
- Guest count, which sets venue size, food and seating
- Venue type: your office, banquet hall, five-star ballroom or resort
- Stage and screens for the room
- Content: films, award videos, performers or a host, live stream
- Travel and stay, for offsites and conferences
- Season: wedding months and the year-end rush push venue rates up
How we quote
- You tell us the type of event, guest count, date and who signs off.
- We compare venues and sketch the stage and run of show.
- We write the scope: what we run, what your admin or travel desk keeps.
- You get one quote with production and our fee on separate lines, with taxes shown apart. Venue and food are at actuals.
What you get in the quote
- Venue shortlist and terms
- Stage, sound, lighting and screens, sized for the room
- Run of show, rehearsal and a stage manager on the day
- Films, performers or a host, photography and a highlight film
Taxes are shown separately on every quote.
Our beliefWe look at your business first. Marketing comes second.
/ 06 What happens next
What happensafter you ask.
For projects we think we can help, this is how it goes.
- 01
A strategist calls you
In one working day: a 30-minute call with one of our strategists about your business and what is not working.
- 02
You get a 1-page plan
A short, honest plan: what to fix first and what we would do. It is free.
- 03
A quote, if you want one
If you want to go ahead, we send a quote within 2 working days.
We confirm the timeline in the quote. Contracts start at 3 months, with 30 days' notice to stop.
Brands and people are named only as public examples. They are not PromotEdge clients or endorsers unless stated.
Keep exploring
Related pages.
The same work in your city and your industry, and the services that go with it.
What people say
In their own words
What clients told us after working with PromotEdge.
“I really want to thank Sayantan and his team from PromotEdge because what I find good in them is that, the team. When the team is wonderful, the outcome will definitely be wonderful. …”
Abhijit BhattacharyaFormer Captain Indian VolleyBall Team; and Founder of Brahmaputra Volleyball League“Hi, my name is Hitesh Malhotra. I'm working in FIVB. We are working with PromoteEdge (with Team Sayantan). I would like to give you a brief detail. …”
Hitesh MalhotraSports Development at Fédération Internationale de Volleyball - FIVB“The PromotEdge Agency stay with us all these 3 days, since when we arrived..more, more than 3 days. Since in the airport, they stayed together with us (FIVB team). …”
GibaBrazilian Former Volleyball Player
No pressure. No sales pitch.
Tell us what the day must achieve.We'll show you the plan.
Straight answers.
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It plans the event with you, then books and manages everyone needed: venue and catering, stage, sound, light and screens, performers, photography and travel. On the day it runs the show to time. A good one also tells you when part of your plan won't work.
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Guest count and venue drive most of it. A town hall in your own office costs far less than an annual day in a hotel ballroom with a full stage. Ask every agency for venue and food per guest, and for production and the management fee as separate lines.
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Six to eight weeks for an annual day or conference, and more for dates between November and February, when weddings fill banquet halls and hotels. A town hall or seminar can be done in two to three weeks. Book the venue first; the rest follows its date.
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There is no honest single answer, and we won't claim the title. The right company can show events like yours and run them to time. Ask: who is your one contact, who owns the stage and sound, can I see a past run of show, will the bill match the quote?
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MICE stands for meetings, incentives, conferences and exhibitions. A MICE company plans business events and the travel around them, such as conferences and dealer trips. Our work covers the meetings and events side, with travel booked by us or your travel desk.
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Inside a hotel or banquet hall, the venue handles most of them. Liquor needs a licence unless the venue's covers it, and recorded music may need music-rights licences. Outdoors, India's Noise Pollution (Regulation and Control) Rules, 2000 restrict loudspeakers between 10 pm and 6 am. General guidance, not legal advice.
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We can, or your travel desk can. We agree at the brief who books what. Either way, every guest goes on one travel sheet, and there is a help desk at the venue to handle changes, late arrivals and anything the sheet missed.
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Cities across India. Our servicing team is based in cities across India, so distance does not decide who plans your event. We keep in touch daily and meet you in your city at least once every three months. For the east, see events in Kolkata.