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Custom Meeting Planners offers an array of planning services to our clients. Please click on any or all of the services listed for a detailed description of each.
If you find we have not addressed your needs in our list of services, please feel free to contact us. Custom Meeting Planners specializes in customizing our services to meet your needs.
Complete Meeting Management
Complete meeting management encompasses all of the details from start to finish.
This is an area where we excel as Certified Meeting Professionals.
Complete meeting management encompasses an all-inclusive meeting management service commitment - in other words, all of the details from start to finish. This extensive area of planning highlights our areas of expertise as Certified Meeting Professionals.
Consultation and Pre-Planning
Determining the purpose of your meeting as well as writing clear goals with measurable objectives is the first step in planning a successful meeting. Once we have a complete understanding of those goals and objectives, Custom Meeting Planners will develop a recommended plan of action that will guide your logistical planning. This strategy will provide a basis for the decisions you will make about every aspect of your meeting.
Site Analysis and Selection
Choosing just the right venue can be time consuming but critical to the success of your meeting or event. The following is a list of tools Custom Meeting Planners can use to assist with the planning process.
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Request For Proposal (RFP) - The RFP is an important step in your meeting planning process. It provides Custom Meeting Planners with the necessary in-depth information about your meeting's objectives and requirements including the type of facilities, prices and dates desired. We will then distribute this detailed information to all hotels or venues appropriate for your meeting and begin the process of producing a successful meeting.
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Site Grid - Custom Meeting Planners will provide a detailed Site Grid with specific information for each property. The Grid pinpoints the potential hotels and facilities that fulfill your needs and summarizes all critical criteria in an easy-to-read spreadsheet.
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Site Itinerary - Once you have decided which properties you would like to visit, our staff will arrange all details pertaining to the site visits. We will coordinate transportation, site inspection times with the hotel sales managers and provide each hotel with an accurate detailed outline of your program so that all concerns are addressed at this visit.
We provide you with a detailed itinerary with the site inspection dates and times, confirmation numbers, emergency phone numbers, directions and, of course, a cell phone number to reach us for anything you may need while you are on your site visit.
We can also accompany you on your site visit. Knowing just what to look for and what questions to ask can be very helpful. Some of our clients prefer that we conduct the site visits for them.
We provide you with a detailed itinerary with the site inspection dates and times, confirmation numbers, emergency phone numbers, directions and, of course, a cell phone number to reach us for anything you may need while you are on your site visit.
We can also accompany you on your site visit. Knowing just what to look for and what questions to ask can be very helpful. Some of our clients prefer that we conduct the site visits for them.
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Site Selection - Determining the venue which is perfectly suited for your meeting's physical requirements, attendee expectations and budget sets the tone by providing an atmosphere that complements the meeting goals and objectives. Custom Meeting Planners can assist you with the determination of the ideal venue.
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Contract Negotiation - Our staff will negotiate the best possible prices, terms and conditions on hotel contracts, group rates, complimentary allotments, airlines, rental cars, etc.
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Contract Negotiation - Our staff will negotiate the best possible prices, terms and conditions on hotel contracts, group rates, complimentary allotments, airlines, rental cars, etc.
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Hotel Availability Listing (HAL) - We will provide a listing of hotel information to you. This detailed listing has available options in your area of interest - including website and contact information and any other special areas of interest from the properties. From this HAL, we typically narrow the choices. We then obtain full sales kits for you from your top choices.
Contract Negotiations
Our years of experience will prove to be an asset when it comes to negotiating hotel, facility, vendor or speaker contracts. We work in partnership to secure the most favorable contract possible and at the same time review the terms and conditions in order to protect your organization. While we are not legal advisors, we are able to provide you with prevailing industry standards and recommendations.
Marketing and Promotion
Once we have determined where and when your meeting will take place, our next step is to develop an effective marketing plan that will attract potential attendees.
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Theme Development - Assist with brainstorming and the selection of a conference theme that will be consistently maintained and integrated into every aspect of your meeting, including promotional materials, breakout sessions and activities.
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Promotional Materials - Develop collateral pieces including postcards, announcements, and registration materials. After promotional pieces are developed, Custom Meeting Planners will assist with the collaboration of mailing lists and distribution to potential conference attendees.
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Online Communication - Utilize online methods to provide targeted updates, reminders, registration confirmations, as well as explore additional avenues of online marketing to potential attendees.
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Advertising - Promote your meeting to potential attendees by providing media options and their respective costs. Recommendations for advertising based upon your group's demographics, needs and budget will be provided.
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Website Development - Provide a network of website designers that can develop a comprehensive website for your meeting.
Trade Show/Exhibit Management
A trade show can enhance or provide financial benefits to any meeting or event when it is well planned.
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Exhibitor Database - Assist with the development of a comprehensive database and mailing list for new and current exhibitors.
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Exhibitor Registration - Create an exhibitor prospectus to provide exhibitors with a complete overview of the conference and trade show. The prospectus will include assemble and dismantle times, shipping and drayage information, show hours, and sponsorship opportunities. Confirmations will be sent to all paid exhibitors.
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Sponsorships - Assist with the development of sponsorship opportunities to offset conference costs.
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Management of Exhibit Arrangements - Assist with design and floor plan, booth placement, and on-site management.
Registration Management
Registration is the first impression that attendees have of your meeting. They will greatly appreciate a carefully planned registration process. Manual and online registration services are available from Custom Meeting Planners in order to make this process quick and easy.
With our registration services, we can accept credit cards, company or personal checks and money orders. In addition, we can accept purchase orders from government entities and schools.
Let Custom Meeting Planners handle registration for you to make sure that the first impression is a great one.
Handling registration and conference monies
Along with the leadership role for your organization comes the responsibility of ensuring the financial success of your meeting or event. Before, during, and after your event, we will put in place an accounting system that includes proven procedures with plenty of checks and balances.
Custom Meeting Planners can set up your conference account in order to process registration and other conference fees. The processing will be handled as follows:
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Custom Meeting Planners can accept all conference monies on behalf of your group.
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In handling your registration, fees will be entered, processed and monies held in your conference account.
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Custom Meeting Planners will handle payment of agreed expenses through your conference funds and keep all supporting documents and records. Each month our staff will reconcile your account.
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In addition to your monthly financial report, your assigned planner can provide you with an up-to-date report on the financial status of your conference.
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Upon the conclusion of your conference, a complete financial report will be supplied to you.
Room Block Management
After the hotel has been selected and the guest rooms blocked for your meeting, the task of managing attendee accommodations begins. Periodic reviews and status reports on reservations and room assignments with the hotel will ensure that the specific needs of all your meeting participants will be met. Accurate and detailed records regarding the number and type of rooms blocked and picked up, and the arrival and departure patterns will serve as an invaluable planning and negotiating tool for future meetings.
Speaker Management
After the meeting's purpose has been established, the goals developed, the objectives written, the site chosen, the schedule set, the next critical role in the planning process is the selection of the right speakers - the success of your meeting depends on it!
Custom Meeting Planners can assist with the research, negotiation and contracting of speakers, as well as the coordination of travel arrangements. Our assistance includes:
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Researching potential speakers, including availability, costs, etc.
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Making flight arrangements
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Securing ground transportation
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Arranging and confirming lodging
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Confirming audio visual needs
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Implementing reimbursement plans
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Coordinating any special arrangements
Meeting Logistics
After the meeting's purpose has been established, the goals developed, the objectives Custom Meeting Planners will work directly with your meeting venue to ensure that all of the needs of you and your attendees are met.
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Meeting Specifications - Assist with the pre-planning and on-site management of all aspects of your meeting space including food and beverage service. All necessary information will be provided to the venue.
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Audio Visual Selection and Facilitation - Coordinate all audio and visual aspects of your meeting. All speakers, entertainers and moderators will be contacted to ensure that all their specific A/V requirements are met.
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Off-Premise Activities - Facilitate all off-premise entertainment, events, tours and programs.
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On-site Collateral - Arrange for the preparation and organization of all materials including name badges, session and meal tickets, programs and signage.
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Facilitation of CEUs (Continuing Education Units) - Assist with the facilitation of continuing education units, both pre-meeting and on-site.
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Post-Meeting Survey and Evaluation - Conduct post-meeting surveys with the venue or facility, subcontractors, exhibitors, and participants to evaluate how well the meeting objectives were met and to assist in preparations for the next meeting.
Audio Visual and Production
Audio Visual
Custom Meeting Planners has worked with a variety of production and audio visual companies to accommodate simple A/V needs, as well as produce spectacular events featuring lights, sound and video. Our experience, coupled with the expertise of our network of A/V and production professionals, allows us to provide you with answers to any questions in the area of technology, audio visual or production.
Production
To assist with the larger and often more complex event productions, we offer a comprehensive list of suppliers. Each supplier has specific services including:
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Extensive Staging
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Lighting
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Videotaping
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Sound Engineering
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Script Development
On-site Meeting Management
As the meeting unfolds, successful on-site management is accomplished through proactively confirming all prior arrangements, anticipating potential problems, checking each event in advance, and staying in constant communication with the facility and service staffs.
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On-site Registration and Staffing - Registration is the first impression that attendees have of the meeting. Should Custom Meeting Planners handle your conference registration, we will oversee the registration set up and staffing to ensure the attendee check-in process is smooth and efficient. In addition, Custom Meeting Planners can provide support staff for on-site registration should you choose to manage the registration process internally.
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Meeting Specifications Overview - Provide you with a day-by-day detailed outline of all your conference activities.
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Pre- and Post-Conference Meetings with Facility - Arrange meetings with the hotel prior to your conference to confirm your needs, and again after the conference to offer feedback and suggestions for future meetings.
Transportation
Getting to and from your meeting safely, efficiently, and pleasurably is an important part of every meeting with Custom Meeting Planners.
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Ground and Air Transportation - Manage travel arrangements for attendees, speakers and special guests.
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Destination Management - Negotiate contracts with destination management companies to handle transportation needs including airport transfers, group shuttles, and off-site events.
Financial Management
Every dollar counts...
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Budget Development and Management - Assist with developing a budget for your meeting in order to determine registration fees, conference expenses, and projected revenue. Once the budget has been approved, we will work within the approved parameters. Changes will be mutually approved.
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Master Account Reconciliation - Our staff will handle hotel negotiations. Before a client is presented with a bill for approval, it will be scrutinized for potential costly errors. This can be a very time consuming process, but it often results in significant savings for our clients.
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Financial Summary - A comprehensive report which includes a summary and a detailed listing of your expenses will be provided after the master account has been reconciled. Customized reports are also available.
Cost for Services
One of the most important aspects of providing services for you is to assist in creating or finding ways to help pay for our services along with making it easy on you and your budget.
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Pricing
Custom Meeting Planners can develop a fee schedule to best accommodate your group whether as a flat fee or on a per person basis. The best way to know if we can assist you is to allow Custom Meeting Planners the opportunity to talk with you personally. Contact us either by phone or by completing the Request for Proposal (RFP) and we'll be better able to answer that infamous question "how much will it cost"?
Custom Meeting Planners can develop a fee schedule to best accommodate your group whether as a flat fee or on a per person basis. The best way to know if we can assist you is to allow Custom Meeting Planners the opportunity to talk with you personally. Contact us either by phone or by completing the Request for Proposal (RFP) and we'll be better able to answer that infamous question "how much will it cost"?
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Payment for Services
Payment for contracted services will be made based upon a mutually agreed upon timeline which will begin with the signing of the contract for services through the completion of your meeting. Depending on the circumstances, Custom Meeting Planners may be able to customize a payment schedule to meet your budget and the timeline for incoming revenue for your meeting.
Payment for contracted services will be made based upon a mutually agreed upon timeline which will begin with the signing of the contract for services through the completion of your meeting. Depending on the circumstances, Custom Meeting Planners may be able to customize a payment schedule to meet your budget and the timeline for incoming revenue for your meeting.
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Working with a Budget
Custom Meeting Planners offers an array of planning services, with a variety of pricing options, to best fit your budget. If your organization is on a budget but you truly need assistance, we will direct you toward the services that will afford you the greatest return on your investment. We encourage you to provide us the opportunity to put our past experience and knowledge of the industry to work for you.
Custom Meeting Planners offers an array of planning services, with a variety of pricing options, to best fit your budget. If your organization is on a budget but you truly need assistance, we will direct you toward the services that will afford you the greatest return on your investment. We encourage you to provide us the opportunity to put our past experience and knowledge of the industry to work for you.
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Working with No Budget
The best way to overcome the challenge of no budget is by creating additional revenue in order to pay for our services. The key is to know the value of your meeting in order to allow for more skillful negotiations and optimal pricing of your conference fees. Areas of revenue generation might include guest room rebates, creation or expansion of the trade show and sponsorship opportunities. Custom Meeting Planners will also look to see if there are ways to effectively cut costs in order to bring additional monies to your meeting's bottom line.
Finding the solution for little or no budget starts first with a discussion of where you are, where you've been and where you'd like to be. Custom Meeting Planners can help you create a plan to get you where you'd like to be.
The best way to overcome the challenge of no budget is by creating additional revenue in order to pay for our services. The key is to know the value of your meeting in order to allow for more skillful negotiations and optimal pricing of your conference fees. Areas of revenue generation might include guest room rebates, creation or expansion of the trade show and sponsorship opportunities. Custom Meeting Planners will also look to see if there are ways to effectively cut costs in order to bring additional monies to your meeting's bottom line.
Finding the solution for little or no budget starts first with a discussion of where you are, where you've been and where you'd like to be. Custom Meeting Planners can help you create a plan to get you where you'd like to be.