Whether it is a wedding, educational conference, or business convention, meetings and events bring people together for a common purpose. We work to ensure that this purpose is achieved efficiently and seamlessly. We coordinate every detail of the event, from beginning to end. Before a meeting, for example, we will meet with clients to estimate attendance and determine the meeting’s purpose. During the meeting, we can handle meeting logistics, such as registering guests and organizing audio/visual equipment for speakers. After the meeting, we can also survey attendees to find out how the event was received.
We also search for potential meeting sites, such as hotels and convention centers. We consider the lodging and services that the facility can provide, how easy it will be for people to get there, and the attractions that the surrounding area has to offer.
Once a location is selected, we arrange the meeting space and support services. We also negotiate contracts with suppliers to provide meals for attendees and coordinate plans with on-site staff. In addition, we an organize speakers, entertainment, and activities. We manage the finances of meetings and conventions within a budget set by our clients.
Examples of our Consulting Duties
Meet with clients to understand the purpose of the meeting or event
Plan the scope of the event, including time, location, and cost
Produce a full color convention brochure including schedule
Solicit bids from venues and service providers (for example, bussing & audio visual)
Negotiate contracts from venues and event centers
Inspect venues to ensure that they meet the client's requirements
Produce registration badges
Incorporate audience response systems into seminars for instant feedback
Coordinate event services such as rooms, transportation, and food service
Monitor event activities to ensure the client and event attendees are satisfied
Review event bills and approve payment