$ pricing --per-conference --three-users

“Even though you’re spending more, you’re probably spending less somewhere else.”

A conference planner, on a Pholeo demo

Three packages, priced per conference, three users in each. The platform is the same in all three. What you are choosing is how much of our planning team rides along through your year, from the budget being due to the last invoice being coded.

Book a Spec Sync See the packages

Find your package

Three questions about your last conference.

We recommend by how your cycle actually runs and how much help you want, not by budget. This is where we would start the conversation; the Spec Sync is where we finish it.

1/ How did the last cycle go?
2/ Who carries the event?
3/ How much of us do you want?

The packages

Same platform in all three. The difference is how much of our planning team rides along.

01/ Your process works. The tools don’t.

Paperless Production Package

The platform, set up with you.

$2,950per conference

You have a planning process you trust and a team that needs one place for it: centralized specs, version control and the event on every phone onsite.

Spec Sync and a Specs & Systems session to set the event up
Blueprint build-out of your program from your own documents
Centralized specs with live updates and notifications
Pholeo Onsite for the team on the floor
Invoice attachment and post-event exports
Three users

Start with a Spec Sync

Clean specs. Confident execution. Zero binders.

Most teams start here

02/ Small changes keep piling up.

Planner Empowerment Program

The platform, plus a planner beside you every month.

$5,950per conference

A recurring annual cycle on a lean team, where the drift between what was planned and what is true costs you the last two weeks every year. Accountability and cadence, not babysitting.

Everything in Paperless Production
Monthly build-with-me sessions through the cycle
A guided operational cadence with checkpoints
Change management as the program moves
Decision documentation your successor can read

Start with a Spec Sync

Less spreadsheets. Less time. More peace of mind.

03/ You are short-handed, or out of time.

Conference Ops Accelerator

The platform, plus hands on your workstreams.

$9,550per conference

Several workstreams at once, a staffing gap or a compressed timeline. An operational extension of your team for the busiest season, through show days.

Everything in Planner Empowerment
Embedded workstream support (F&B, AV and production, conference services)
Twenty-five hours of planning support included
A dedicated operational contact
High-touch collaboration through show days

Start with a Spec Sync

Less spreadsheets. Less time. Planning support.

Your year, by package

What each package does at each point in the cycle.

Read down a column for your package, or across a row for the moment you dread.

The year	01/Paperless Production PackageThe platform, set up with you.	02/Planner Empowerment ProgramThe platform, plus a planner beside you every month.	03/Conference Ops AcceleratorThe platform, plus hands on your workstreams.
12 to 9 months out Budget season The number is due before the specs exist. Last year’s workbook is the starting point.	Spec Sync builds your first board from one real document. Specs & Systems session.	Same, plus the first monthly session: the budget areas and cost centers set up the way finance will ask for them.	Same, plus a dedicated contact from day one and hours for whichever workstream is already behind.
8 to 3 months out Specs and vendors Rooms, sets, menus and counts take shape. Vendors want a packet.	Specs live on the functions. Function sheets and BEO-style prints come out of the record.	Monthly build-with-me sessions and checkpoints, so the program is built on time rather than in the last fortnight.	Embedded support on the workstreams: we build alongside you, not just check in.
The last 8 weeks Changes and guarantees Everything moves. The venue needs the current version and so does your own team.	Live updates and notifications; one version, with who changed what and when.	Change management as it happens, with the decisions written down.	A dedicated operational contact working the changes with you through guarantees.
Show days Onsite The event is on the floor, not in the binder.	Pholeo Onsite on every phone: the program, the sets, the photos, the comments.	Same, with an event-readiness checkpoint before you travel.	High-touch collaboration through show days.
The month after Reconciliation The bills arrive. Next year starts from what actually happened.	Invoices attached to the lines they belong to; exports for finance.	Decision documentation and a closing session, so next year’s planner (or you) starts from the record.	Planning support through the close-out, and the year-over-year view set up for the next cycle.

Beyond the package

Add a person, or the rest of the calendar.

Nothing here is required. Most teams run a whole cycle on the package alone.

Additional user

$1,200per conference

A fourth editor for the cycle. Keep reference-only people on a viewer seat rather than an editing one.

Additional user, monthly

$150per month

For a contractor or a teammate who joins for part of the cycle.

More than one conference a year

Askon the Spec Sync

We price the calendar, not the event. Tell us the year and we will say what it looks like.

“Working with the Pholeo team to execute an event is like having a co-planner at your side. The additional services ensure that my event is show-ready ahead of schedule.”

Lee Avery, CMP

Event planner, on the service behind the software

ASIS International

“It’s faster. It’s more accurate. And I don’t have to chase the details anymore.”

24–36 hours saved reconciling the AV, décor and F&B bills, as Lauren reported it. Read the story

URMIA

“For 25 years I was stuck translating spreadsheets and mail merges into something venues could understand. Pholeo changed that.”

50%+ less time on meeting spec planning, as Jack reported it. Read the story

Line by line

For the planner who wants the grid.

Included	Paperless Production Package	Planner Empowerment Program	Conference Ops Accelerator
Per conference	$2,950	$5,950	$9,550
Users included	3	3	3
Spec Sync and Specs & Systems session	✓	✓	✓
Blueprint build-out of your program	✓	✓	✓
Centralized specs, live updates, notifications	✓	✓	✓
Pholeo Onsite (iOS and Android)	✓	✓	✓
Invoice attachment and post-event exports	✓	✓	✓
Monthly build-with-me sessions	—	✓	✓
Operational cadence with checkpoints	—	✓	✓
Change management through the cycle	—	✓	✓
Decision documentation	—	✓	✓
Embedded workstream support	—	—	✓
Planning support hours included	—	—	25
Dedicated operational contact	—	—	✓
High-touch collaboration through show days	—	—	✓

FAQ

Questions planners ask about pricing.

Straight answers. If yours is not here, ask it on the Spec Sync.

The service, phase by phase

Specs & Systems Session
Blueprint Build-Out
Planner Empowerment Sessions
Event Readiness Audit
Finishing Touches
Finalization, Metrics, Impact

Each is described below the questions.

Why is it priced per conference and not per seat?

Because the work is the conference. A planning team is three people whether the event is 500 or 5,000, and the hard part is the cycle, not the logins. Every package includes three users; add one when a fourth person needs to edit.

Is the software different between packages?

No. Specs, budgets, space, BEO-style prints, Onsite and reconciliation are the same in all three. What changes is how much of our planning team works alongside yours, from a set-up session to embedded hours through show days.

Which one should we pick?

Answer the three questions above, then bring one real document to a Spec Sync. We recommend by how your last cycle ran and how much help you want, not by budget. If the last cycle left you overwhelmed, do not start with the first package; it is built for teams whose process already works.

What is a Spec Sync?

Fifteen minutes with a planner from our side. You share one BEO, function sheet or F&B master and we build the first board from it with you, so the first thing you see in Pholeo is your own event. It is free and it is how every package starts.

Can we move between packages?

Yes, by conference. Teams usually start on Paperless Production or Planner Empowerment and move up when a season needs more hands. If you are on the Accelerator and the season runs heavier than planned, more planning hours can be added; we talk about that once you are booked, not here.

Do you discount for several conferences a year?

We price the calendar rather than quote a blanket discount. Tell us the year on the Spec Sync and we will say what it looks like.

The service, phase by phase

01Specs & Systems Session

The foundation of our service package, designed to set your event up for seamless execution. During this phase, we work closely with you to align tools, timelines, and specifications, ensuring all planning elements are organized and ready for the next steps.

02Blueprint Build-Out

Transforms your event specifications into a customized environment in Pholeo. This phase uploads, verifies, and implements critical details to streamline planning and collaboration, creating a seamless workflow for the planning process.

03Planner Empowerment Sessions

Designed to equip your team with the knowledge and confidence to seamlessly manage your event using Pholeo. Through tailored training and support, this phase ensures that all stakeholders are fully prepared to collaborate effectively.

04Event Readiness Audit

A critical checkpoint designed to ensure that all event details are aligned, deadlines are met, and your team feels confident leading up to the event. This phase provides peace of mind that everything is on track for a successful execution.

05Finishing Touches

Transitions your team from planning to production mode, ensuring that all final details are prepared for flawless execution. This phase also completes the digitalization of your event, setting you up for a fully paperless experience.

06Finalization, Metrics, Impact

Closes the loop on your event by reconciling finances, extracting actionable insights, and preparing for future success. This phase helps you evaluate event performance and provides metrics to share with stakeholders or use in post-event debriefs.

Not sure which package? Bring one spec.

Fifteen minutes later you will know, and the first board will already be yours.

Book a Spec Sync Pricing