Meeting and Event Solutions, Inc.

Gathering Great People to do Great Things!

Meeting & Event Solutions

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Each client is unique and has individual scope of needs of services.  As the vision of each meeting or event evolves, having a vast menu of services from a certified professional will ensure a high degree of success. 

Meeting and Event Solutions is delighted to provide you with a variety of services to meet your needs.

Event Consulting

  • Review meeting or event; provide creative ideas to enhance existing events and develop new events
  • Develop unique events that foster increased networking and engagement
  • Determine internal marketing of events for increase participation

Overall Project & Financial Management

  • Manage the entire event plan and production
  • Develop planning timeline that clearly outlines deliverables by each party, with scheduled updates to ensure deadlines are met
  • Develop event budget and manage all event expenses
  • Determine staffing needs, coordinate and manage onsite staff

Site Selection, Venue Contract Negotiations & Facility Management

  • Research potential venues and present findings for final site selection
  • Negotiate and manage event contract with facility to ensure both parties meet terms
  • Serve as liaison between event officials and meeting facility personnel
  • Arrange for audiovisual equipment and schedule meeting rooms
  • Communicate event details to facility including space usage and support services
  • Coordinate food and beverage
  • Provide onsite logistics support staff
  • Review and approve all venue invoices associated with the event, prior to payment by client

Registration Management

  • Coordinate registration process, including online registration capability
  • Develop, coordinate and assemble event and conference materials for onsite distribution
  • Provide onsite event registration services
  • Provide regular registration reports to the planning committee
  • Produce name badges and programs 

Onsite Event Management

  • Coordinate and manage all onsite activities and logistics
  • Identify and coordinate onsite staffing needs
  • Provide Registration staff and support assembly and distribution of all registration materials
  • Manage delivery of all A/V services and technical support
  • Manage the deployment of required event signage
  • Manage room setup in coordination with the venue and decorating company
  • Oversee all food and beverage service

Speaker Management

  • Once speakers are secured, monitor speaker needs
  • Correspond with speakers to include room setup, audio visual requirements and special needs
  • Collect all speaker information (bio, headshots, and presentation abstract)
  • Coordinate send thank you correspondence and evaluations

Trade show Exhibiting

  • Work with sales team to design and produce trade show booths
  • Provide logistic coordination of booth, products, A/V, and give-ways
  • Coordinate orders, shipments and set-up of giveaways for trade show booths
  • Provide onsite staffing for setup/tear down at trade show

Sponsor & Exhibitor Management

  • Track and coordinate all sponsorship solicitation efforts
  • Follow up Sponsor/Exhibitor sales, on behalf of the host organization
  • Serve as contact with all confirmed sponsors
  • Provide tracking information regarding exhibitor and sponsor pledges
  • Coordinate sponsor and exhibitor tracking and receipt of forms to ensure payment
  • Manage communication of logistical arrangements for exhibitors and sponsors
  • Provide verification of payment and layout information to exhibitors and sponsors
  • Serve as liaison between exhibitors/sponsors, event officials and facility
  • Coordinate delivery of all sponsor registration bag insert materials
  • Provide onsite staff to manage sponsors and exhibitors
  • Coordinate sponsor and exhibitor thank you communication and evaluations