MEETINGS
As a meeting planner, your job is to deliver effective, high-quality meetings and events on time and within budget. At Eventus, our job is to make your job easier.
When looking for complete meeting services from design to execution, Eventus has the experience and expertise to help you achieve your goals and be a star.
With Eventus as your corporate meeting planner, you enjoy unparalleled benefits and advantages, such as:
• A concise and clear plan from beginning to end
• A dedicated, expert partner who serves as an extension in
order to save you time and effort
• Site research and selection, contract negotiation and vendor management
• Well-designed space planning and itineraries that
streamline attendee experience
• Coordination of every detail, including: registration and housing management tour planning, travel management, speaker coordination, presentation preparation and production, and special events
• On-site logistical management
Whether your event is regional, national or international our attention to detail and effective execution creates an ideal experience for all participants and ensures a successful outcome.
So before planning your next corporate conference, meeting or experience click start planning and Eventus will show you how we work hard so you don’t have to.
Site Selection: Sourcing venues and managing the RFP process to save you time and money.
Eventus site selection services eliminates endless hours of hotel and venue research. This leaves you to focus on the content and business objectives of your meetings. Eventus can also assist with destination selection. We will work with you to establish your meeting requirements and budget parameters. Then leave the rest of the work to our site selection experts.
Eventus has mastered the RFP process; efficiently researching hotels, gathering proposals, and consolidating availability and rate information into a comprehensive report within days. Once we establish venues that match your criteria, we will plan site itineraries, prepare budget analysis reports and facilitate the contracting process.
Working with worldwide partners, we can assist in domestic and international destinations and hotels providing unsurpassed knowledge throughout the selection process.
By negotiating on your behalf we can save you money. Through leveraging the combined business and utilizing established relationships, Eventus is able to guarantee cost savings to our customers. You can trust we will utilize our expertise, solidified relationships and purchasing power to work for you, resulting in the best possible venue at the lowest overall cost for your next meeting.
Comprehensive Meeting Planning Services: Eventus offers an array of meeting planning services to our clients.
We specializes in customizing our services to meet your needs.
Working together we can best determine how our services can be of use to you.
Complete Meeting Management encompasses all of the details from start to finish. An all-inclusive meeting management service commitment - in other words, all of the details from start to finish.
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. By having a complete understanding of those goals and objectives, Eventus will develop and recommend a plan of action that will guide the logistical planning. This strategy will provide a basis for the decisions you will make about every aspect of your meeting.
Marketing and Promotion
Once we have determined the logistics of where and when your meeting happen, the next step is to develop an effective marketing plan.
Theme Development - Assist with brainstorming and the selection of a conference theme that will be integrated into every aspect of the meeting, including promotional materials, breakout sessions and activities.
Promotional Materials - Develop collateral pieces including teasers, announcements signage, and registration materials.
Website Development – With our website designers Eventus can develop a comprehensive website for your meeting.
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 to make this process quick and easy.
On-site Meeting Management
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.
On-site Registration and Staffing will include registration set up and staffing to ensure the attendee check-in process is smooth and efficient. In addition, Eventus can provide support staff for on-site registration should you choose to manage the registration process internally.
Meeting Review - Provide you with a day-by-day detailed outline of all your conference activities.
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.
Ground and Air Transportation - Manage travel arrangements for attendees, speakers and special guests.
Destination Management - Negotiate contracts with destination management companies to handle transportation needs including airport transfers, group shuttles, and off-site events.
Meeting Logistics
Eventus will work directly with your meeting venue to ensure that all of the needs of you and your attendees are met.
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.
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.
Off-Premise Activities - Facilitate all off-premise entertainment, events, tours and programs.
On-site Collateral - Arrange for the preparation and organization of all materials including name badges, session and meal tickets, programs and signage.
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.
Site Analysis and Selection
Choosing just the right venue can be time consuming but critical to the success of your meeting or event. We simplify the process by doing the hard work for you. We will assist in creating:
Request For Proposal (RFP) - The RFP is an important step in your meeting planning process. It provides the necessary in-depth information about your meeting's objectives and requirements including the type of facilities, prices and dates desired. This will produce the blue print to distribute to all hotels or venues to begin the process of producing a successful meeting.
Site Grid - Providing 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.
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.
Eventus will accompany you on your site visit. Knowing just what to look for and what questions to ask can be very helpful. Some clients are too busy to step away from the office and prefer that we conduct the site visits for them.
Contract Negotiation - Our staff will negotiate the best possible prices, terms and conditions on hotel contracts, group rates, complimentary allotments, airlines, rental cars, etc. 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. Although we are not legal advisors, we are able to provide you with prevailing industry standards and recommendations.
Audio Visual and Production
Eventus 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
Eventus will assist in determining your requirements and partner with suppliers that best fit your needs and budget. You need not worry about a thing as we work side by side with industry experts to make sure that every detail is executed as planned.
Financial Management
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.
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.
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.