Meeting Management & Consulting

Our management services are flexible, adaptable, and affordable. Have us handle all the logistics from beginning to end.

General Meeting Management

What does this service include?

We become your virtual meeting planning department. You and your staff can focus on your core responsibilities by outsourcing the meeting management to us. We offer management in virtually all aspects of meeting planning, for example:

• Meeting room design
• Site logistics
• Food and beverage planning
• Audio-visual management
• Sign preparation and traffic flow management
• Special event planning

How is this service performed?

• We evaluate your needs.
• We provide an estimate based on these needs.
• We perform your meeting planning with as much or as little direction as you desire.
• We can adapt to changes in workload as needed.

Why should I outsource this service?

Planning a meeting requires time and attention. You can alleviate your need to hire additional short-term staff, decrease the burden on your staff, and know that the meeting will be done right.

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Speaker and Syllabus Management

What does this service include?

Speakers and the content they provide are key elements of a successful meeting. We will work with you to determine the entire speaker program, then develop guidelines and a time table that works for both you and your speakers. Guidelines can include specifications for:

• Honoraria or speaking fees
• Audio-visual requirements and capabilities
• Syllabus material or handouts

Once these guidelines are set in place, we keep your speakers informed of requirements, deadlines, and changes to the program. We answer their questions, help them with special requests, and ensure that they have all they need for a successful speaking engagement. When specified, we collect their materials, add any other meeting-related content, and arrange a well-organized handout or syllabus ready for printing. We then organize the printing of the handouts, making sure that they arrive on-site in a timely manner.

How is this service performed?

• Together, we determine what will be required of the speakers. A timeline is developed.
• We communicate with and manage all speakers.
• All their materials are collected and organized.
• We follow up with payments, authorizations, and any other details.

Why should I outsource this service?

Our goal is to organize and manage your speakers efficiently. We help your speakers work toward the benefit of your program, provide appropriate content for handouts, and achieve satisfaction.

Where can I get more information?

Please contact our offices using the "contact us form"
or call us directly at 407-299-5000, extension 3205.

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Participant Coordination and Registration

What does this service include?

Whether you are gathering your participants from a marketing campaign or you are inviting a specified list of attendees, our Participant Coordination and Registration service is an excellent, adaptable execution of this portion of the meeting planning design. It can include some or all of the following elements depending on the needs of your meeting:

• Registration or collecting of participant information and fees
• Arranging for accommodations or overseeing reservation process at a location
• Serving as an information center for your participants

Why should I outsource this service?

Your audience or participants are critical to the success of your meeting, we have the experience to know how to handle the procedure and make your meeting a success.

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General Consultation and Meeting Design

What does this service include?

We act as your industry expert and connection to other industry resources. You decide how to best utilize our expertise; you control and manage your meeting. Some of the areas that we can consult with you include:

• Timeline and goal setting
• Floorplan design and traffic planning
• Speaker and syllabus planning and review
• Schedule planning and review

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Vendor Selection and Management

How is this service performed?

This service is completely customizable. We can design a complete meeting plan, perform specific tasks for you, or be available on an as-needed basis.

Why should I outsource this service?

• Benefit from our experience, without incurring the expense of outsourcing the whole meeting.
• Maximize results, minimize the risk of making costly mistakes, and still enjoy the rewarding hands-on experience of planning a successful meeting yourself.

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Budget Planning & Projections

What does this service include?

Developing the budget can encompass the entire meeting or just specific areas of a meeting. When necessary, several different scenarios can be created that explore income and expense variations to aid in decision-making.

How is this service performed?

• We meet with you to understand your meeting.
• An initial budget is created based on your specifications.
• We review the initial budget with you and adjust it based on your input.
• A final budget is produced; detailing both projected income as well as fixed and variable expense projections.

Why should I outsource this service?

Setting a realistic and thorough budget can be the most difficult task in planning a meeting. The budget is probably one of the most scrutinized areas of any project, since it lays the groundwork for planning every aspect of the meeting. Experience with meeting vendors and the associated expenses allow us to prepare a realistic, accurate budget.

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Food & Beverage Ordering
 

What does this service include?

We find that many times our clients know their audiences best and want to plan their own food and beverage menus. Our food and beverage selection service allows you to control your own menu, while at the same time taking advantage of our experience when placing your guarantees. We handle all the details and paperwork for ordering and guaranteeing your food and beverage.

How is this service performed?

• The food and beverage vendor(s) or meeting facility are contacted on your behalf.
• You select your food and beverage; we're always available for consultation.
• We complete the Banquet Event Orders.
• We make the food and beverage guarantees.

Why should I outsource this service?

We know how to order an appropriate amount of food and beverage, how to specify the menu you selected to the facility, and how to select the most efficient serving methods. Our experience dealing with many different meeting sites will help you get what you expected at a minimum expense. Just a few hours of our time could save you hundreds, or sometimes thousands, of dollars off your food and beverage bill.

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Income & Expense Tracking and Reporting

What does this service include?

Once a meeting is defined and the budget has been set, keeping track of the expenses and staying on budget is a key element to a successful meeting. We track and record all meeting income and expenses and then provide a detailed report with comparisons to your budget. The income/expense report and how it compares with the budget is the final measure of your meeting.

How is this service performed?

We record all invoices, deposits, and payments, as tracked through Valencia Community College. All invoices are reviewed for accuracy. Payment of meeting expenses can be paid through your organization or through Valencia Community College. Reporting includes all recorded income and expenses and includes detail on each income and expense category.

Why should I outsource this service?

Our experience can keep you in control and on budget. This service allows you to outsource an important, yet time-consuming, task when your time is better spent on the details of the meeting.

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