Conference and meetings

team building

trade shows and trade fairs

business mixers

golf events

press conference

networking events

incentive travel

opening ceremonies

product launches

theme parties

award ceremonies

incentive events

executive retreats

fundraising or charity events

experiential marketing

Full coordination

For a company that wants a perfect event, does not have the time or energy to plan it and needs someone for complete beginning to end event planning, all aspect of the special event or meeting, including planning, catering, invitation and more. This package offers full service meeting coordination from beginning to end; its perfect for companies with staff who have demanding schedules or those businesses not local

A. Set initial planning meeting soon as event date has been finalized

B. Initial preparation

• Recommend stationary ideas, format and vendors for  the save the date cards, invitations, menu cards, event agenda, place cards and thank you notes to speaker at your event
• Etiquette and protocol advice on such things as addressing invitations, seating arrangement, risk management, etc...
• Telephone and E-mail consultation
• Conduct regular progress meeting to address concerns, review plans track progress, etc. Typically, theses are held 3 months, 2 months and 1 month prior to your event

C. Budget formation and guidance

• Preparation and monitoring of realistic budget to fit your needs
• Track expenses incurred

D. Vendor management

• Referrals of vendors to include decor, music, venue, caterer, etc...
• Arrange food and beverage services
• Assist with entertainment or program
• Contract review with each vendor ( contract making)
• Contract and coordinate all final details with vendors
• Prepare timeline for vendors (sent 2 weeks before the event date)
• Meeting with vendors
• Prepare seating charts display to be place at the registration table, if needed

E. Arrange blocks of hotel rooms for your guest and attendees

F. Direct rehearsals,if needed

• Check that A/V equipment is in working order
• Check that agenda follows time line
• Confirm food and beverage needs and schedule of service
• Verify that all handout are prepared and ready for distribution
• Arrange for set up of registration table and any display tables needed

G. Direct meeting/ events

• Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the start time and staying onsite for the duration of your event
• Greet guest
• Ensure event on schedule, as needed
• Be sure all necessary items are in present
• Provide emergency kit
• Deliver final payment to vendors
• Ensure clean up is complete
• Coordinate the return of any rental equipment
• Arrange transportation after the event

H. Schedule a follow up meeting to review your event and evaluate the process

For more information email us or call us now!