Our Meeting Planning Process
With 18 years of event production under our belts, we’ve created standardized processes and best practices for planning that’s efficient, flexible, and successful. While each event is different, we’ve outlined our process to give you insight into what it’s like to work together.
Our 3 Stage Process
Stage 1: Conceptualization
The most creative step in the process. You’ll work with your assigned corporate Meeting Planner to hone in on your overall meeting goals and vision. This includes determining the budget, location, content, timing, stage design, attendees and overall experience.
This is also when we determine how health and safety factor into your event and whether attendees will be in person, remote, or a combination.
Stage 2: Planning
Though each event is different, below are some details surrounding some typical milestones.
Project Plan
The first step is to build a system to track tasks, timelines, budget, and owners of each item to ensure everything happens on schedule.
Agenda Creation
Your Meeting Planner will be responsible for a successful flow that meets the goals of the meeting.
Vendor Selection and Management
We determine requirements, manage the RFP process, review contracts, and oversee vendor selection.
Attendee Management
We’re responsible for communications that go out to attendees regarding the event, and will develop a strategy to optimize quality registrations and create a strong brand perception.
Presentation Management
Your Meeting Planner coordinates all logistics for presenters or other VIP’s experience including transportation, lodging, gifts, riders, green rooms, or any other needs. We’ll also handle all communications, run technical checks or rehearsals, and manage content.
Stage 3: Onsite Execution
Our Meeting Planner will oversee all logistics and schedules leading up to the event and during the event. We will set expectations with all individuals involved for roles and responsibilities during the event.
In addition to the Meeting Planner, we can have additional staff onsite to fulfill any aspects that need additional assistance onsite which may include some or all of the following tasks:
- Registration
- Housing and Room Block
- Directional
- Help Desk
- VIP Management
- Food & Beverage
“Our Meeting Planner, Joey, was hands-on and had a “can do” attitude every day. She even helped me come up with ways to improve the overall meeting and its production value for our attendees which, to me, is above and beyond her call of duty. In these chaotic times, her partnership meant the world to me and our association.”
— Nikki Thomas, IPAA
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We can’t wait to meet you.
We’re a group of 40+ planners and producers who love making you look good, solving any problems, and being part of your amazing event. We are excited to hear what’s in the works for you — even if you don’t have all the details!
Who We Work With
