Services
At Event Diligence, our goal is that your program exceeds your audiences’ expectations. To that end, we provide our clients access to professional meeting and event planning support, and time savings without sacrificing customization, quality and control of their event.
Program Development and Design
- Work with your team to determine space requirements, hotel preferences, best dates, proper format, banquet needs, and AV specifications
- Develop customized agendas to support your events objectives
- Work with CEOs, BOD members, committee, key executives and staff to determine session requirements
Site Selection
- Compile meeting needs and draft a request for proposal document (RFP) structured to get a qualified hotel/vendor response
- Identify appropriate hotels, contact the hotels’ meetings salespeople and transmit requests for proposal
- Review hotel proposals, select several hotel options for your approval, and create an easy to follow spreadsheet that allows you to evaluate rates, amenities, concessions, and space options
- Provide comprehensive site inspections to ensure the right facility for your meeting or event
Contract Negotiation
- Negotiate hotel and vendor contracts advantageous to you
- Negotiate room rates, food and beverage terms, contract terms, amenities, attrition, cancellation, and related clauses
- Reduce your liability and maximize your investment
Budgeting
- Develop realistic budgets for meeting and event activities
- Monitor budgets to avoid overspending
- Track ongoing expenses and provide final accounting to include bill review, consolidation, and negotiation.
Logistics
- Develop a detailed timeline to ensure a smooth production schedule with no last minute surprises
- Negotiate best possible arrangements and fees with hotel and related vendors (including speakers, printers, shipping, signage, audiovisual, exhibitor decorators, audio and video taping and more)
- Reduce client workload by managing ongoing hotel communication pre and post-event
- Manage room set-up to reflect program agendas and attendee/speaker needs
- Track room pick-up and recommend strategies to meet room block minimums
- Secure overflow rooms at neighboring properties (as needed)
- Confirm all arrangements prior to event
Registration
- Coordinate on-site registration process with your in-house staff or Receive and track registrations
- Pre-conference production, including printing and proofing badges
- On-site management, including delegate/guest check-in, customer service support, and coordinating on-site giveaways (VIPs, sponsors, etc.)
Speakers
- Work with your team to select the speakers who will best support your theme, your goals, and your audience
- Negotiate agreements and terms
- Confirm arrival/departure, stage set-up, meal needs, audiovisual, transportation (as needed) and handout requirements
Sponsor/Exhibit Management
- Develop an effective schedule and floor plan that encourages interaction and a proper exhibit environment
- Design integrated sponsor packages, marketing timelines and support strategies
- Provide exhibitor confirmations, communication, and support services
- Oversee on-site logistics (set-up, activities, tear down)
Execution
- Anticipate hotel implementation timelines to ensure timely delivery
- Work closely with any outside vendors to ensure seamless delivery
- Ensure the audio-visual equipment is properly set up and working, and immediately resolve any failures
- Deliver whatever is necessary to create the best possible networking atmosphere for attendees and sponsors