The Event and Venue Marketing Conference (EVMC) is the premier annual gathering of marketing professionals from arenas, stadiums, theaters, festivals, sports teams, and live entertainment organizations across North America. We are now accepting proposals for future host venues/cities interested in hosting EVMC in upcoming years.

About the Event & Venue Marketing Conference (EVMC)

The Event & Venue Marketing Conference (EVMC) is a dynamic conference that unites a diverse community of entertainment marketing professionals from across North America. Each June, in a new host city across the continent our community gathers for 3 days of in-person meetings ranging from general & concurrent sessions, breakouts, awards, networking, and evening events. All with our mission of fostering inspiration, collaboration, and innovation within the rapidly evolving entertainment industry.

Previously known as the Event & Arena Marketing Conference (EAMC) until 2024, EVMC evolved to be inclusive of all event professionals, spanning everything from stadiums and amphitheaters to clubs and live events. EVMC has consistently prioritized the education and development of both current and future generations of event marketers. The recent rebrand signifies a strategic move to further this commitment by embracing a broad network of marketers from all venues and promoters.

As a non-profit organization, EVMC is powered by a dedicated group of volunteers on our Board of Directors & Planning Committee with an aim to keep the conference affordable and accessible with the help of generous and strategic partnerships. At the core of EVMC's objectives is the facilitation of networking, education, and the exchange of trends and ideas across various disciplines. This is not only crucial for the success of the Event & Venue Marketing Conference but also essential for propelling the live entertainment industry forward. Join us as we embark on a journey of growth and connectivity, guided by industry leaders, to shape the future of event marketing and venue promotion.

Learn more: https://www.eventvenuemarketing.com/

The preferred timing for the conference is within the first two weeks of June.

Setup & Load In: Tuesday
Conference Date: Wednesday, Thursday, Friday
Strike & load out: Friday

Final dates will be confirmed in collaboration with the selected host city and venue, typically based mostly on hotel and meeting space availability.

• Duration: 3 days of programming + 1 optional arrival/pre-conference day
• Attendance: Approximately 500–600 marketing professionals
• Main Event Type: Educational conference with keynote sessions, breakouts, panels, networking events, sponsor activations, and venue tours

• 1980 Minneapolis
• 1981 Richfield, Ohio
• 1982 St. Louis
• 1983 St. Louis
• 1984 St. Louis
• 1985 Houston
• 1986 Detroit
• 1987 Philadelphia
• 1988 Washington, DC
• 1989 Destin, FL
• 1990 Minneapolis
• 1991 Hartford
• 1992 Los Angeles
• 1993 Miami
• 1994 New Orleans
• 1995 Orlando
• 1996 Las Vegas
• 1997 Phoenix
• 1998 Nashville
• 1999 Anaheim
• 2000 Minneapolis
• 2001 Boston
• 2002 Salt Lake City
• 2003 Memphis
• 2004 Toronto
• 2005 Denver
• 2006 Miami
• 2007 Dallas
• 2008 Washington, DC
• 2009 Colorado Springs
• 2010 Chicago
• 2011 Indianapolis
• 2012 Vancouver, BC
• 2013 Austin
• 2014 New Orleans
• 2015 Los Angeles
• 2016 Nashville
• 2017 Tulsa
• 2018 Las Vegas
• 2019 Toronto
• 2020 EVMC @ Home
• 2021 EVMC Virtual
• 2022 Twin Cities
• 2023 Seattle
• 2024 Denver
• 2025 Atlanta

• Vibrant Entertainment & Cultural Scene
  • A city with a strong presence in live events, concerts, sports, or festivals
  • Local attractions that enhance the attendee experience (e.g., waterfronts, music districts, historic neighborhoods)
  • Access to restaurants, nightlife, and walkable amenities
• Travel Accessibility
  • Direct flights from major U.S. and Canadian cities
  • Proximity (ideally within 30–45 minutes) to a major international airport
  • Efficient public transportation and/or ride-share availability
• Hotel Infrastructure
  • At least two full-service hotels to request proposals from
  • Hotel options that offer loyalty programs and flexibility for group contracts
  • Hotel F&B that can accommodate on-site breakfasts, coffee breaks, and networking lounges
  • (See hotel requirements below)
• Walkability & Safety
  • Compact downtown or entertainment district layout
  • Safe for delegates to walk between venues, restaurants, and hotels
  • Low risk of high-crime or heavily industrial areas
• Seasonal Weather
  • Early June climate that’s generally warm, pleasant, and suitable for outdoor receptions or events
• Event-Friendly Policies
  • Cities experienced in hosting major industry or tourism-related events
  • Support from the local tourism bureau or convention & visitors bureau (CVB). Not mandatory but could be an aid to the host venue.
  • No major competing citywide conventions/events taking place at the same time
• Diversity & Inclusion
  • A destination that reflects a commitment to DEI (diversity, equity, and inclusion) values
  • Representation of diverse communities in the local workforce and cultural offerings

• While the host venue is not required to contract the hotel, knowledge and potential connections to hotels are an asset.
• Hotel room group rate of under $300
• Room block of at least 300–350 rooms per night over 3–4 nights
• At least one hotel with 15,000+ square feet of meeting space
• Space for:
  • One general session room seating 550 people classroom or theatre-style
  • 5–7 breakout rooms for concurrent sessions (minimum 75–100 people per room)
  • Exhibitor/sponsor space adjacent to the general session area (approx. 10–12 tabletop booths)
  • A welcome reception space (can be offsite)
• Wi-Fi capability, modern AV support, and food & beverage service available
• Contract flexibility for attrition and cancellation policies appreciated

As a host venue, it is vital that we have your full commitment to successfully host EVMC. Outlined below are the requirements of what is expected from the host venue.

• People Resources
  • Include 1 lead contact who will sit on the planning committee of EVMC as the main contact.
  • Include apprximately 4-5 additional staff to sit on sub committees for the EVMC planning committee (for the host year only as the local committee).
    • These staff will sit on committees such as programming, partnerships, fundraising and awards to help bring in local connections for speakers, partners, etc.   
• January Planning Meetings:
  • Welcome full planning committee to host city for annual pre-planning meeting in January prior to the conference.
    • Approx 40-50 people of the EVMC board of directors and planning committee will attend a 2 day session of planning meetings to kick off that years planning of the conference.
    • Provide complimentary meeting space (typically in venue) for these meetings with access to Wi-Fi.
    • Provide light catering and refreshments for lunch or breakfast
• Storage of Materials
  • Host venue to accept storage of sponsor materials leading up to the June conference. The majority of our branded banners and materials typically come directly to the hotel venue the week of the conference but certain materials arrive 1-2 months prior to the conference that need to be accepted and safely stored until we can bring to the hotel. This includes:
    • Sponsor materials that will be placed in registration bags
    • Committee swag & shirts
    • Misc materials
• Host an evening event during the conference
  • Your chance to show off your venue! Each host venue to host an evening event at your venue, at your own cost. Leveraging relationships and partners to supplement F&B costs is welcome.
  • Event date is flexible based on availability to be either the Wednesday, Thursday or Friday night of the conference.
  • Timing and details of event are at the discretion of the host but typically include:
    • 7pm-10 or 11pm runtime
    • Tours of the venue
    • Music/entertainment
    • Light food – full dinner not required
    • Access to a bar. Option of open bar, or drink tickets and then cash bar
    • Activations (photo booths, etc)
       

Please provide details on how your city/venue can support the success of the conference. Areas of commitment may include:

• Financial or in-kind support (please specify type and value)
• Marketing and promotional efforts
• Local host committee involvement
• Access to local talent, speakers, or entertainment

Destination marketing materials or welcome packages

Interested cities and venues should submit a proposal that includes:

1. Contact information for lead representative(s)
2. Overview of the city and its appeal to our audience
3. Overview of Venue
4. Overview of hotel options
5. Details of the commitments from the host (as outlined above)
6. Outline of why you believe EVMC should visit your city and why you want to host
7. Outline of support you have from your organization, other partner venues in the market, CVB, partners, etc.
8. Any additional unique offerings your city/venue can provide

This RFP will remain open and each submission will be judged as received. EVMC is continually searching for host cities for future years and we may consider your application for another year.

Please submit proposals to:

Shelby Thompson (Conference Planner): sthompson@eventvenuemarketing.com,
Kim Allen (President): President@eventvenuemarketing.com
Adam Armit (VP, Programming): Programming@eventvenuemarketing.com

For more information or to schedule a call to discuss your submission, contact:
Shelby Thompson (Conference Planner): sthompson@eventvenuemarketing.com,