Event Consultants specializes in planning, organizing and executing meetings, conferences and events for businesses, organizations and other clients. We manage and facilitate the logistical and operational as well as strategic aspects of meetings to ensure they run smoothly and meet client's objectives.
We provide event design & strategy, venue selection, agenda development; logistics management - budget management, registration and attendance tracking, technology coordination
with AV, travel and accommodation; onsite support - event staffing, speaker and entertainment management and post event services - billing and expense reconciliation, reporting and feedback through surveys.
Our clients span from the corporate to conference & expo and trade shows, product launches and network events and more.
It started with a thought
How could an event planning company be different?
How could we manage a successful event and be committed to our clients’ visions and ideas and stand
out among our competitors? The power of know.
Know the client. Know the goal. Know how.
So, we stopped working for someone else and started working for our clients. We took the power of know
and put it to use. We created our formula for the best personal and customer service, and we put it to the test. And it worked.
From coast to coast and continents abroad, this team
will work for you to develop and manage your event - from the first conversation to the final bill – all at the highest standards, for you.
The power of know. It starts right now.
Scroll on to learn more about what we can do for you.
Hotel/Venue Sourcing
A frequently requested service, and one that is provided complimentary, is hotel and venue sourcing. We spend time with our clients
to talk about the program or event and we uncover the most important details through this conversation no matter how small.
What is the vision of the event? Where has it been held before – and what worked, and what didn’t? We want to find the very best fit
for your event – whatever city, country, or location around the world. It’s all about what will work to accommodate all aspects of the
program. Along the way, we will share our ideas, expertise, and advice, based on our experiences, to ensure that no detail is spared.
Request for Proposal
We take all this information and build a Request for Proposal (RFP) which includes all of the event specifications, outlined in a highly detailed manner, and then send off to a wide range of locations which will suit your event and your vision. We compile the data into an easy to read and detailed proposal. We include everything – from pricing to photos, website links and more. This comprehensive proposal helps to focus on your options and create a short list of places that fit within the vision of your event. Then, if desired, we can set up a site inspection for you so you can see the properties in person and make a decision based on varying factors.
Contract Negotiation
We then move into contract negotiation phase with the selected property to
work on details such as enhancing concessions, minimizing attrition, reducing food and beverage minimums, and requesting protective clauses for YOU within the contract.
Every Step of the Way
We are there with you to assist once you have signed on with the property, from expanding the room block, addressing any issues or additions, and more. Most other sourcing companies walk away after the contract is signed or charge a fee to remain involved. We don’t. We will always be here for you – and with more than five million dollars in room revenue booked worldwide annually, we share our buying power and relationships with you. Our global and national reps will work diligently to ensure that you are satisfied with the service and the product.
Certified & Licensed
We are certified and licensed with IATAN, which is a global certification required by many hotels and venues. We are a
qualified, licensed company and have a strong history within the industry and
we carry appropriate insurance coverage.
Let us be your guide.
Pre-Event Planning
So now, maybe you have already found your hotel, or we have done the work with you – what’s next? Pre-Event planning!
From food and beverage/menu planning to audio-visual and production, from décor & entertainment to staffing and registration, let us manage this with you and for you.
We work with our clients as it suits them – some of our clients prefer that we take on the entire project and then present an invoice for services. Others prefer to sign directly with vendors and suppliers and have us place a management fee on the final invoice. We’re truly a flexible solution – and will work with our clients in a way that creates the right formula for each project.
Onsite Management/Assistance
The hotel is booked, the meetings are arranged, the events are planned, the banquet event orders (BEOS) are written up – but don’t worry – you’re not doing this alone! We are able to provide you with event management – again at a highly competitive price structure.
We charge a flat rate per person per day plus expenses - airfare, transfers, hotel and meals. The number of staff required varies on the level of involvement and the scope and size of the event. This gives you a person - or a team - on the ground to be the liaison with the hotel and your vendors and suppliers. They are there for you, from set up to tear down and everything in between, to make sure all goes as planned. This gives you the ability to focus on the reason you are there in the first place – your attendees, your sponsors and your guests!
Event Resources
Again, we are a la carte – so if you just need ideas, or a resource for any part of your event, we are also very happy to refer you directly to some of the best companies in the business for registration, staffing, décor, entertainment, transportation, production and more.
Feel free to ask for more details for any of the services above, and any not listed herein, where you need support for your meeting or event. We know we can be of service to you and provide you with
an exceptional and unique event experience.
