Meeting Management Services

STRATEGIC PLANNING and SOURCING

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.
Develop sustainability plans for environmental responsibility and evaluations for meeting or event continuity or viability.
Collect and analyze event data using an evaluation plan to measure critical success factors and Return on Investment (ROI).
Hotel/Venue Sourcing - research and evaluate hotels and venues based on client specifications.
Request for Proposals (RFP) - design and source RFPs specific to the meeting/event request.
Site Selection and Inspection - coordinate and cohesively manage the process - assess needs; arrange site visits; and manage the selection process.
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

Plan meetings or events; develop project plans.
Manage meetings or events; develop and manage contracts to meet stakeholder expectations and meeting requirements.

FINANCIAL MANAGEMENT

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.
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.
Manage the monetary transactions process to confirm compliance with event and organization financial guidelines.
Prepare pre and post-event account reconciliations, reports, and analyses.

HUMAN RESOURCES and STAKEHOLDER MANAGEMENT

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.
Train staff and volunteers- provide orientation and training to staff and volunteers to align with company and event goals and objectives.
Manage stakeholder relationships – Perform stakeholder analysis and manage stakeholder activities.
Maintain communications to foster stakeholder relationships

MEETING OR EVENT DESIGN

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.
Develop evaluation procedures; Define program content and delivery methods; Analyze event outcomes according to predefined metrics to measure achievement of goals and objectives.
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.
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.
Design Environment – Implement design and theme requirements based on stated objectives that meet attendee and organizational expectations.
Coordinate meeting or event signage as required by the meeting plan.
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).
Manage Movement of Attendees – Develop and/or manage plans for transportation, admittance, and crowd control for safety and efficiency;
Coordinate housing requirements and define policies in line with organizational standards;
Solicit and coordinate transportation services and define policies for effective and safe transportation.

SITE MANAGEMENT

Select Site/Venue – Complete needs assessment, identify and inspect sites using event design to determine site specifications and selection criteria.
Design Site Layout – Develop site maps and floorplans.
Manage Meeting or Event Site – Create logistics plan for site setup, operation, and dismantling; Implement logistics plan pre- and post-event.
Manage On-site Communications – Define and implement an on-site communications plan.
Determine and secure required communication equipment and resources to meet event requirements; Specify communication procedures and protocols for each audience based on event requirements.
Manage the Registration process before the event and on-site, providing reports and reconciliations utilizing updated technology platforms.

MARKETING

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.
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.
Identify and Manage Meeting or Event Merchandise – Recommend product design and specifications using the marketing plan.
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.
Contribute to Public Relations Activities – Develop, implement, and manage public relations strategies to align with the marketing plan.
Manage Meeting-Related Sales Activities – Support the execution of sales activities defined in the marketing plan.

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