Services

ADMINISTRATION

  • Contracts and rates negotiated, reviewed, managed

  • On-site event management and coordination

  • On-site event schedule set with minute-by-minute timing, managed and coordinated with all parties

  • On-site staff assignments

  • Periodic reports and updates
    Timelines drawn up, monitored, and up-dated

  • Post-event debrief meeting and report

  • Post-event thank you letters, phone calls

  • Pre-event planning, organization

  • Pre-event conference calls and meetings

  • Pre-event full staff meeting on-site [Pre-con]
    organized and managed

  • Suppliers researched, hired, managed
     
AUDIO-VISUAL & STAGING

  • Equipment – rented, coordinated with Program & Speakers

  • Recording of Event – video, audio, photography

  • Room set-up and organization

  • Satellite transmissions

  • Seating style – theatre, classroom, other

  • Simultaneous interpretation

  • Stage design, set-up

  • Stage backdrop, screens, signage

  • Stage podium, furniture, misc

  • Translators
     
BILLS AND BUDGET

  • Bills verified, renegotiated, and recommended for payment

  • Budget drawn up, coordinated, and monitored
     
DÉCOR & ENTERTAINMENT

  • Decorations

  • Entertainment – Big or background

  • Flowers

  • Linens

  • Lighting

  • Music - background
     
FOOD & BEVERAGE

  • Caterers researched, hired, managed

  • Cultural & dietary restrictions monitored

  • Gala Dinners, breakfasts, breaks, lunches,
    Receptions

  • Menus established
     
HOTEL

  • Contract and rates negotiated, managed

  • Meeting rooms assigned in coordination
    with Program

  • Research and recommendation

  • Rooming lists monitored
     
PRESS

  • Coordination and assistance

  • Press conference – set-up, organized

  • Press reports and releases
     
PRINTED MATERIAL & WRITING

  • Briefing Books/Memos – Written

  • Calligraphy

  • Cards – Escort Cards, Place Cards, Table Number Cards, Menu Cards

  • Correspondence – written, email, printed and regular mail/express mail

  • Dais Name Cards

  • Invitation – email: wording and design

  • Invitation and Response Card printed – design and wording

  • Invitation Envelope – calligraphy or printed

  • Meeting Brochures

  • Meeting Binders

  • Meeting Scripts

  • Nametags

  • Signs – on-site, directional

  • Transcription of event proceedings

  • Web site – designed, written, monitored
     
 
PROGRAM

  • Agenda

  • Cultural Program

  • Research

  • Speakers

  • Spouse Program

  • Topic
     
PROTOCOL

  • Correspondence

  • Cultural & dietary

  • Etiquette

  • Government – Heads of State, Ambassadors

  • International customs

  • Introductions

  • Proper order, addressing

  • Titles
     
RECOGNITION & AWARDS

  • Awards, citations, trophies

  • Gifts – customized, special

  • VIP Hospitality
     
REGISTRATION

  • Attendee responses received

  • Attendee information correspondence

  • Confirmation correspondence

  • Invitations sent out

  • Invitation follow-up

  • On-site attendee check-in, nametags, material handouts

  • Response list monitored and recorded

  • Response list reports
     
SECURITY

  • Coordinated with on-site venue security

  • Coordinated with any guest’s personal security

  • Coordinated with any government attendee security

  • Outside firm hired and placed on-site

  • Precautions with attendees

  • Reports

  • Risks assessed and monitored
     
SEATING

  • Escort Cards, Place Cards, Table Number Cards

  • Seating arrangements/Lists

  • Seating Charts

  • Table Assignments

STAFF/TEAM

  • Moderator for Meeting

  • On-site staff – hired, trained, managed

  • Planning staff – hired, trained, managed
     
TRANSPORTATION

  • Car & Driver

  • Dispatchers

  • Executive Coach

  • Limousine

  • Schedules for transportation

  • Shuttles set between venues
     
VENUE

  • Site research and recommendations
    United States, International

  • Site contracts negotiated and managed