Event Conceptualization
A detailed meeting scope and budget is created and updated throughout the meeting planning process. We use a conservative budgeting approach utilizing best practices in cost management. We always have a pulse on the budget and never make a decision that will alter the budget without client approval. Everything is visible to our clients at all times – we believe in full transparency and frequent communication.
Let us work with you to create an identity for your event. We’ll start with a concept and a logo and then build from there so that every aspect of your event is uniquely and consistently branded, including all printed materials, signage, online communications, etc.
One of our strongpoints is our keen negotiation skills. After working with hundreds of vendors and venues across the country, we have honed our negotiation skills in order to provide our clients with significant cost savings that more often than not pay for the cost of our services! When it comes to negotiating with a venue or vendor, we know all the questions to ask upfront, and all the areas to push a bit harder on to ensure the best possible value and perks for you, our client, and of course your attendees, while minimizing your risk.
Event Logistics
Let us work with you to design and execute the right communications strategy for your event, which might include email marketing, social media posts, website updates, direct mail, etc.
Our attractive, timely and targeted email marketing communications sent to your designated contact lists appear to be sent directly from you… only you don’t need to do the work and you won’t be bombarded with all the responses! As your event concierge, we will manage responses for you and pass along any questions that we can’t answer.
Leave all the details to us! We will manage your meeting agenda for you, with all vendors, exhibitors, venue staff, etc. to ensure nothing is overlooked. From food and beverage to parking, to hospitality management, audiovisual, hotel amenities, awards and giveaways, speaker and VIP coordination, and more, we will ensure it is all taken care of. We will work with you to build an agenda/itinerary and then manage all applicable logistics to ensure a flawless meeting.
We’ll design an effective sponsorship package to attract sponsors to your event and will ensure all of your sponsors receive all of their benefits, logos are included on all applicable materials, and logistics are coordinated can be a daunting task. That’s why our clients leave these details to us. We’ll manage online sponsorship registration for you, and see to it that sponsors are contacted shortly thereafter to ensure all their associated benefits are provided in a timely manner and they receive all necessary communication regarding meeting logistics. We can help you design creative value-add benefits that will have low cost to you and high return to your sponsors!
We can help you create unique entertainment options and themes for your guests, whether they are an athletic bunch, a fancy bunch, or a fun bunch. We can come up with just the right idea for you and your meeting, and organize and plan the event for you. The list is endless – golf tournaments, roaring twenties, casino nights, carnivals, scavenger hunts, murder mysteries, outdoor concerts, 5K races, and more – we’ve done it.
Ever have a speaker or VIP that gets stuck in traffic, or a last minute cancellation? Leave all the worrying to us. We will assist all your meeting presenters, sponsors, and other special guests so that they are there when you need them, and all potential issues are resolved for you. We can assist with travel arrangements, transportation, and hospitality management for all your guests, VIP or not.
From Banners and flags to welcome bags and name tags, we can have it all printed. We’ll work to ensure the best value and quality for all printing and materials, place and proof all orders, and coordinate delivery and assembly. All our signage and materials have the highest professional quality, and will work within your budget. In addition to printed materials, we’ll assist you with compiling your electronic presentations for your general and breakout sessions, carrying through your event branding and ensuring your sponsors have as much exposure as possible.
Onsite Meeting Management
We arrive onsite within 1-3 days of your meeting to begin preparations and setup, ensuring all the details are taken care of. We’ll meet with all venue staff for a pre-conference meeting to review the entire agenda and ensure all are aware of every last detail. Then, once your meeting starts, we’ll handle all check-in and registration, payments, exhibitor and sponsor management, speaker/presenter coordination, breakout session logistics and setup, audiovisual, entertainment management, food/beverage and any other need that may arise. We are there from start to finish at every function, day and night until your conference concludes.