Meeting Management Services
STRATEGIC PLANNING and SOURCING
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Develop goals and objectives; complete needs assessment to determine the feasibility of a meeting or event; identify meeting or event requirements; conduct a financial analysis and develop a financial summary; and monitor and measure event benchmarks.
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Develop sustainability plans for environmental responsibility and evaluations for meeting or event continuity or viability.
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Collect and analyze event data using an evaluation plan to measure critical success factors and Return on Investment (ROI).
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Hotel/Venue Sourcing - research and evaluate hotels and venues based on client specifications.
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Request for Proposals (RFP) - design and source RFPs specific to the meeting/event request.
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Site Selection and Inspection - coordinate and cohesively manage the process - assess needs; arrange site visits; and manage the selection process.
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Contract Negotiations - manage the process knowledgeable of industry changes and challenges, securing value for the client, and cognizant of contract deliverables, deadlines, risk management and other program related activities.
PROJECT MANAGEMENT
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Plan meetings or events; develop project plans.
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Manage meetings or events; develop and manage contracts to meet stakeholder expectations and meeting requirements.
FINANCIAL MANAGEMENT
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Manage event funding and financial resources – develop budgeting processes for funding; Develop and manage the registration process through a defined system to reach established goals and targets; Develop and manage exhibit sales process using space allocation.
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Manage Budget – Develop budget using accepted accounting principles; Establish pricing (e.g., registrations, sponsorships, exhibits) based on the market analysis to meet financial targets and goals; Monitor and revise budget using established audit procedures to identify potential adjustments.
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Manage the monetary transactions process to confirm compliance with event and organization financial guidelines.
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Prepare pre and post-event account reconciliations, reports, and analyses.
HUMAN RESOURCES and STAKEHOLDER MANAGEMENT
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Recruit staff and volunteers – Assess staffing needs by reviewing program activities to determine requirements and selection criteria; Develop a staff and volunteer recruitment plan to fulfill requirements.
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Train staff and volunteers- provide orientation and training to staff and volunteers to align with company and event goals and objectives.
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Manage stakeholder relationships – Perform stakeholder analysis and manage stakeholder activities.
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Maintain communications to foster stakeholder relationships
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MEETING OR EVENT DESIGN
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Develop Program – develop themes for meetings or events; Develop procurement strategy for the acquisition of goods and services in accordance with the project plan; Analyze the project plan to determine the critical path; Develop an integrated communications plan.
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Develop evaluation procedures; Define program content and delivery methods; Analyze event outcomes according to predefined metrics to measure achievement of goals and objectives.
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Engage Speakers and Performers – Determine meeting or event requirements for speakers and performers using the event design; Define strategies and criteria for speaker and performer selection to fulfill program requirements; Choose speakers or performers using event selection criteria; Secure speaker and performer contracts and communicate expectations aligned with the event design.
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Coordinate Food and Beverage Services – Identify needs and establish guidelines for food and beverage services to meet budget and objectives; Select food and beverage services provider(s) and menu(s) following event design and within budget; Use relevant rules and regulations to manage alcohol service to comply with legal, organizational, and event policies.
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Design Environment – Implement design and theme requirements based on stated objectives that meet attendee and organizational expectations.
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Coordinate meeting or event signage as required by the meeting plan.
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Manage Audiovisual and Technical Production – Based on event design and defined requirements, oversee technical production and operations (identify, secure, and manage staging and technical equipment installation).
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Manage Movement of Attendees – Develop and/or manage plans for transportation, admittance, and crowd control for safety and efficiency;
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Coordinate housing requirements and define policies in line with organizational standards;
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Solicit and coordinate transportation services and define policies for effective and safe transportation.
SITE MANAGEMENT
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Select Site/Venue – Complete needs assessment, identify and inspect sites using event design to determine site specifications and selection criteria.
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Design Site Layout – Develop site maps and floorplans.
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Manage Meeting or Event Site – Create logistics plan for site setup, operation, and dismantling; Implement logistics plan pre- and post-event.
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Manage On-site Communications – Define and implement an on-site communications plan.
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Determine and secure required communication equipment and resources to meet event requirements; Specify communication procedures and protocols for each audience based on event requirements.
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Manage the Registration process before the event and on-site, providing reports and reconciliations utilizing updated technology platforms.
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MARKETING
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Develop Marketing Plan – Conduct a situational analysis using historical and current data; Identify target market segments using the situational analysis to determine critical features, products, and services; Select marketing distribution channels; Implement a marketing plan to reach targeted segments to support the goals and objectives of the meeting or event.
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Create and Manage Marketing Materials – Determine marketing materials that meet target market needs; Develop marketing content and design specifications based on the marketing plan to maximize impact; Produce and distribute marketing materials to the target markets in alignment with the marketing plan.
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Identify and Manage Meeting or Event Merchandise – Recommend product design and specifications using the marketing plan.
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Promote Meeting or Event – Develop cross-promotional activities to expand market reach aligned with the marketing plan; Develop promotions to create awareness through various platforms to reach goals and objectives.
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Contribute to Public Relations Activities – Develop, implement, and manage public relations strategies to align with the marketing plan.
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Manage Meeting-Related Sales Activities – Support the execution of sales activities defined in the marketing plan.
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