Custom Meeting Planners offers an array of planning services to our clients. Please click on any or all of the services listed for a detailed description of each.
If you find we have not addressed your needs in our list of services, please feel free to contact us. Custom Meeting Planners specializes in customizing our services to meet your needs.
Complete Meeting Management
Complete meeting management encompasses all of the details from start to finish.
This is an area where we excel as Certified Meeting Professionals.
Complete meeting management encompasses an all-inclusive meeting management service commitment - in other words, all of the details from start to finish. This extensive area of planning highlights our areas of expertise as Certified Meeting Professionals.
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. Once we have a complete understanding of those goals and objectives, Custom Meeting Planners will develop a recommended plan of action that will guide your logistical planning. This strategy will provide a basis for the decisions you will make about every aspect of your meeting.
Site Analysis and Selection
Choosing just the right venue can be time consuming but critical to the success of your meeting or event. The following is a list of tools Custom Meeting Planners can use to assist with the planning process.
As prior hoteliers with over twenty-five years of combined experience, Custom Meeting Planners is able to leverage our experience and expertise to negotiate the most favorable contract terms possible. We are able to secure value-added services that most companies could not obtain on their own, as well as limiting your liabilities from unforeseen and unbudgeted expenses.
Our 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. While we are not legal advisors, we are able to provide you with prevailing industry standards and recommendations.
Marketing and Promotion
Once we have determined where and when your meeting will take place, our next step is to develop an effective marketing plan that will attract potential attendees.
Trade Show/Exhibit Management
A trade show can enhance or provide financial benefits to any meeting or event when it is well planned.
Exhibits can be an extension of the program and can help stimulate attendee participation in the overall event.
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 from Custom Meeting Planners in order to make this process quick and easy.
With our registration services, we can accept credit cards, company or personal checks and money orders. In addition, we can accept purchase orders from government entities and schools.
Let Custom Meeting Planners handle registration for you to make sure that the first impression is a great one.
Handling registration and conference monies
Along with the leadership role for your organization comes the responsibility of ensuring the financial success of your meeting or event. Before, during, and after your event, we will put in place an accounting system that includes proven procedures with plenty of checks and balances.
Custom Meeting Planners can set up your conference account in order to process registration and other conference fees. The processing will be handled as follows:
Custom Meeting Planners will assist in maintaining accurate financial records which is vital to the success of your conference.
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.
After the meeting's purpose has been established, the goals developed, the objectives written, the site chosen, the schedule set, the next critical role in the planning process is the selection of the right speakers - the success of your meeting depends on it!
Custom Meeting Planners can assist with the research, negotiation and contracting of speakers, as well as the coordination of travel arrangements. Our assistance includes:
After the meeting's purpose has been established, the goals developed, the objectives Custom Meeting Planners will work directly with your meeting venue to ensure that all of the needs of you and your attendees are met.
Audio Visual and Production
Custom Meeting Planners 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.
To assist with the larger and often more complex event productions, we offer a comprehensive list of suppliers. Each supplier has specific services including:
Custom Meeting Planners 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.
On-site Meeting Management
As the meeting unfolds, 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.
Getting to and from your meeting safely, efficiently, and pleasurably is an important part of every meeting with Custom Meeting Planners.
Every dollar counts...
Whether your goal is to make additional monies or just to cover your expenses, these services will help meet your needs.
Cost for Services
One of the most important aspects of providing services for you is to assist in creating or finding ways to help pay for our services along with making it easy on you and your budget.