Meeting Planning
WHAT WE DO
RESEARCH & RECOMMENDATIONS
Identify and recommend venues that align with the meeting's size, purpose, and budget, including hotels, conference centers, retreat centers, and unique event spaces.
SITE VISITS & INSPECTIONS
Arrange and conduct site visits to evaluate potential venues' suitability, amenities, and overall ambiance.
CONTRACT NEGOTIATION
Negotiate contracts with venues to secure the best terms, including rates, concessions, and flexibility on cancellation and attrition policies.
COST ANALYSIS & BUDGET MANAGEMENT
Provide detailed cost analysis and budget management to ensure the venue fits within the planner’s budget constraints.
RFP MANAGEMENT
Draft and manage RFPs (requests for proposals) to gather proposals from venues, ensuring that all necessary requirements and preferences are included.
VENUE COMPARISON REPORTING
Offer comprehensive reports comparing multiple venues based on key factors like cost, amenities, location, and suitability for the meeting’s objectives.
EVENT COORDINATION
Coordinate with the venue, on-site staff, and external vendors needed for the meeting.
ONSITE SUPPORT
Provide on-site support during meetings or events to handle last-minute changes and ensure smooth execution.
POST-EVENT FOLLOW UP
Assist with post-event evaluations and follow-up to assess the venue's performance and gather feedback for future planning.
Corporate and Association Planners
Our site selection and sourcing services are designed to simplify the venue selection process for corporate and association planners, allowing them to focus on creating impactful events without the stress of logistics. We leverage our extensive network and industry expertise to find the perfect venue for your meeting or event, whether it’s a conference, retreat, or corporate gathering.
Here’s how it works: We start by understanding your event's specific needs, including size, budget, location preferences, and any special requirements. From there, we conduct a comprehensive search to identify venues that match your criteria, presenting you with a curated list of options. We handle all the details—from arranging site visits and negotiating contracts to securing the best rates and amenities. Our team also provides support with logistics, layout design, and vendor coordination to ensure every aspect of the venue aligns with your vision.
Best of all, there are no additional costs for using our services. We receive a commission directly from the hotels and venues we work with, so you get all the benefits of our expertise and connections at no extra charge. This means you can access our full range of services, from venue research to contract negotiation, without impacting your event budget. With us by your side, you’ll have a dedicated partner focused on finding the ideal venue to make your event a success.