Venue & Event Logistics

  • Site Selection
    Develop and discuss site requirements; identify, analyze and evaluate suitable properties; compile comparative report with best value/cost analysis and supporting documentation; perform site visits; negotiate contract, including function space allocation, sleeping room block, food and beverage minimums, concessions, comp ratio, attrition and performance clauses.
  • Venue Liaison
    Serve as liaison and clearinghouse for all involved parties; monitor performance; communicate event specs, pertinent information and updates; provide onsite management; perform bill review and reconciliation.
  • Vendor Management
    Identify, compete and contract with required vendors, including hotels, decorators, producers, designers, caterers, security guards, performers, etc.; generate requirements, monitor performance and review invoices.
  • Trade Shows and Exhibitions
    Develop exhibitor kits to include registration outline, exhibitor contract and event information, order forms for products, services, shipping and drayage; create floor plans and allocate booth spaces; supply basic booth packages; design and build custom exhibits; provide onsite help desk.
  • Offsite and Team-building Activities
    Identify local sites and points of interest and propose, organize and manage activities, including golf tournaments, cruises, cooking contests, outdoor expeditions and competitions, etc.
  • Onsite support
    Load in and set up; track receipt of materials; assemble conference bags/folders; conduct pre-convention meeting with host site, vendors and client; provide onsite registration and information; supervise function set ups; perform room checks; monitor security services; communicate and oversee execution continuously; anticipate issues; handle last-minute changes and requests; troubleshoot; pack up and load out.
  • Ancillary Services
    Evaluations; transcription; translation; sign language interpreters; video and audio recording and sales; photographers; etc.
  • Budget Development and Management
    Develop comprehensive and detailed budget; monitor actualization and adjustment of costs; review and reconcile all final accounts.
  • Wrap up
    Pack up and load out; compile and analyze evaluations; send out thank you letters; compile final report, including comprehensive registration data, catering and sleeping room actualization; review/approve all bills and provide final budget reconciliation/invoicing.