AVOID THESE 7 MISTAKES IN EVENT PLANNING
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Relieve stress today by booking any combination of our planning services.

Take the logistics of planning an event off your plate so that your team can focus on building relationships with your members and sponsors.

Full Service

Association executives don’t get to stop managing operations while preparing for an event. Managing and executing the planning timeline from site selection to post-event reporting is a significant workload added to existing responsibilities. We can handle the major milestones and everything in between and will customize services to meet your specific needs. Contracting, housing, catering, usher recommendations, parking, audiovisual, internet, exhibits, and registration are commonly included.

Online and Hybrid Events

Navigate preparations for online events swiftly and without bogging down your team with the details. We will create a planning timeline, serve as the platform provider liaison, suggest how to best present content and event format, help prepare speakers, and manage all the digital assets for presenters, exhibitors, and sponsors.

Site Selection

Finding the perfect venue to create a memorable experience for members can take hours of phone calls and multiple site visits. Associations need to make informed decisions without investing those hours of work. We will prepare a needs-based request for proposal, make connections with appropriate venues, evaluate available space, and deliver a concise comparison.

Going on a site visit and need to make sure nothing is missed? Grab a copy of our FREE guide Site Visits Simplified. Already have a checklist? Feel free to take our fillable pdf to use in conjunction with your own site checklist!

Meeting Room Logistics

Each event has specific goals. We will manage the details to create an optimal attendee experience to deliver results based on those goals. From designing cost-effective room sets to maximizing your food and beverage dollars, and from securing audio/visual support to creating a comprehensive signage plan -- we will develop and execute all necessary plans.

Catering

Everyone needs to eat. Get the most out of each catering dollar with our help. We specialize in creating custom menus at a price point that works for your budget. We plan and execute 100+ meal functions in a single week, and we can craft the right menu to best serve each event and its attendees.

Housing

Monitoring and reporting the number of hotel rooms used is critical in earning and collecting any financial incentives negotiated for an event. Delivering accurate reservation information to hotels is crucial for a positive attendee experience. We will guide the selection of the best housing management process for tracking room night usage and managing priority housing blocks to best capture the benefits of contracted concessions and incentives.

Registration Management and Credentialing

Proper credentialing and effective registration are the first lines of safety precautions within the meetings industry. It is also a dependable means of generating revenue and serves as a key marketing opportunity. We can create a registration and credentialing plan that collects needed information from both attendees and guests to appropriately control access to events and guide the process of evaluating and selecting the best registration service based on the unique needs of an event.

Exhibit Hall Management

Exhibit shows can be a major source of funding for conventions and conferences. We can assist with any and all facets of an exhibit show, including preparing communication pieces for exhibitors, developing floor plans based on goals, creating a pricing structure, developing show policies, coordinating booth registration, planning move-in and move-out, and on-site management.

Communication Strategy

Communicating with attendees, speakers, exhibitors, sponsors, and volunteers should be done with intention for each event. We can help develop a strategy and timeline for all event communications that will allow staff to track progress, know what needs to be sent next, and draft communication pieces before event “crunch” time. Staff will have examples of concise messaging that delivers necessary information.

Zoom Facilitation

Want an extra hand for your Zoom session? We facilitate Zoom Meetings from start to finish and will conduct rehearsals to make sure your meeting runs smoothly.

Not sure what will serve you best?

Schedule a call, so we can figure it out together.

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