Who we are Nix & Associates, Inc. specializes in creating successful and unique events. Hosting successful meetings and special events is a vital component of every business and we realize these activities are sales opportunities for you. Regardless of the size of the function, your image is important and we will see that you present your best. We will help you achieve your objectives by providing thorough, efficient and creative services, while remaining dedicated to your best interests. The mission of Nix & Associates, Inc. is to be the premier provider of special event consulting and supervisory services. Nix & Associates, Inc. concept of event management is based on our ability to bring together a team of specialists, skilled in all phases of event logistics necessary to achieve success. The members of this team plan and execute your program under the direction of an experienced Account Manager. Our concept guarantees experience and stability at the management level while providing professional and administrative depth to execute the program successfully.
Services Available Venue Search and Negotiation Supplier Search and Negotiation Supplier Management Financial Budget Management Food and Beverage Management Onsite Management Room Registration Management Conference Registration Exhibitor Registration Tradeshow Management
Why you should use our services -A Set Fee – not to exceed the stated fee on initial contract -Commissions – all discounts and savings are credited to you -On-Site Management – we take care of the details so you may concentrate on the program and attendees -Purchasing – for most conferences, over 75 items are negotiated on your behalf -Contracts – specifically tailored to protect your best interest -Food and Beverage Inventory – on-site monitoring to assure you are only charged for what your attendees consume -Final Invoice Auditing – careful auditing can save an additional 2% - 3% -Experience – Senior Account Managers have over 10 years expertise in the hotel and the meeting planning industries -Planning Team – meetings are coordinated by a team, always available to monitor every detail
How We Save You Money Nix & Associates, Inc. provides convenience by working with just one resource. Our associates will guide you from concept to completion. The services we offer lead to savings you cannot otherwise obtain when working directly with caterers, hotels, convention centers and destination management companies. Without exception, our services will not increase your budget. We save you time and hassle by managing the many details associated with a successful event. Our coordination fee is pre-set and is based on attendance, type, and duration of the event. We absolutely guarantee that we will save you at least the amount of our fee, or our fee shall not exceed the actual savings. Hotel room commissions, venue rebates and vendor discounts are returned to you. Nix & Associates, Inc. takes pride in our reputation that our managed events consistently produce savings that exceed our fee.
Recent Event Savings Please find these cost analysis to display diversity in number of guests Event Guests Initial Costs Actual Costs Net Savings After Nix Fee Association Conference 1,100 $342,339.19 $253,864.18 $88,475.01 Association Conference 800 250 exhibitors $316,106.6 $173,909.12 $142,197.48 Religious Conference 570 $221,463.51 $121,981.52 $99,481.99 Corporate Conference 240 $328,681.05 $238,004.39 $90,676.66 Dinner Auction 325 $59,422.44 $36,243.44 $23,179.00
Finance Nix & Associates, Inc. finds that a thorough review of the bill saves our client 2% -3%. Nix and Associates, Inc. assists you from start to finish with the budgeting and billing process. The finance department will assist you with the following: -Assistance in developing a budget to take the surprise out of the cost of goods - We develop a Cost Analysis of your event which will evaluate the current pricing of the items you need, anticipation of what the items will cost after Nix & Associates, Inc. negotiates the goods and a final analysis of actual costs -Monitoring of deposit and payment dates -Confirm savings and assure that have been returned to you -Thoroughly review the final invoices to confirm charges are as contracted and send a complete packet of vendor invoices requiring payment after the event
Contracting <ul><li>We take pride in our purchasing power. We plan many events locally, nationally and around the world. This is a benefit to you because of the vast variety of discounts we are able to share with our clients. </li></ul><ul><li>The contracting process includes the following: </li></ul><ul><ul><li>Research of all venues to assure they are equipped to handle your event </li></ul></ul><ul><ul><li>-Negotiate with your preferred venue/vendor to assure the best price is offered </li></ul></ul><ul><ul><li>Develop a contract for your event protecting your best interest </li></ul></ul><ul><ul><li>Contract review will assure every detail in the negotiation process is included in the contract </li></ul></ul><ul><ul><li>The contract is reviewed, approved and signed by you, the client </li></ul></ul><ul><ul><li>Once the contract is complete, reminders are sent of deposits, cut-offs and important decision dates </li></ul></ul>
Event Execution During the planning of your event, you will be in constant contact with your Account Manager. You will be involved in all of the planning details while your account manager handles the execution of your plans. Your Account Manager will assist you with the following: -Develop the specifications of your event into an easy to read document for the venue and vendors called a Daily Schedule -Communicate all vent details with the venue and vendor -Troubleshoot any issues that may develop -Assist you with the all details of set-up including tables, staging, linens, décor and timing -Interface with the Production Company to assure audiovisual is accurate and functional -Preview the venue, arrive prior to set-up, attend and conclude the event
Food and Beverage Management To assure the utmost quality and proper quantities, your Account Manager will manage all aspects of food and beverage. You will be involved in the selections while your account manager executes the event. Your Account Manager will assist you with the following: -Work with the venue to develop a unique menu that will fit into your budget -Order the correct quantities to minimize waste -Inventory the bars to ensure charges are based on consumption -Arrive prior to set-up, attend and conclude the event -Sign all checks at the conclusion of the event to assure proper billing
Tradeshow Management <ul><li>Tradeshow Management is an instrumental part of your event. Regardless of the </li></ul><ul><li>number of booths, Nix and Associates, Inc. can assist you in successful orchestration </li></ul><ul><li>of your tradeshow. </li></ul><ul><li>-Advance registration online, telephone, fax or mail </li></ul><ul><li>-Onsite registration - credit card payments and onsite badge printing </li></ul><ul><li>-Exhibitor badge allotment tracking </li></ul><ul><li>-Communications with exhibitors </li></ul><ul><li>-Liaison to the decorator – approval of floor plan including food & beverage stations, onsite for set up and tear down, assist exhibitors with shipping issues </li></ul><ul><li>-Print badges with black ink on white stock, 4-lines per badge </li></ul><ul><li>-Toll free telephone number to answer conference and housing questions </li></ul>
Coordination Fee <ul><li>Services included in the Coordination fee </li></ul><ul><li>-Hotel site search, site inspection and contract negotiations </li></ul><ul><li>-Off site venue search and contracting, including entertainment, décor and transportation </li></ul><ul><li>-Monitor potential housing issues </li></ul><ul><li>-Food & beverage management – ordering, guarantees, onsite monitoring </li></ul><ul><li>-AV management for general session along with individual speakers needs </li></ul><ul><li>-Onsite management - Senior Account Manager for duration of conference </li></ul><ul><li>-Financial monitoring pre and post conference </li></ul><ul><li>-Comprehensive audit of billing to eliminate discrepancies </li></ul><ul><li>-Calendar reminders for time sensitive items </li></ul><ul><li>Actual travel expenses incurred by Nix personnel are reimbursable, no per diem </li></ul><ul><li>expense rate. </li></ul>
Online Services <ul><li>Conference Registration </li></ul><ul><li>-Online conference registration - Customized to meet the needs of your conference </li></ul><ul><li>Exhibitor registration and booth selection </li></ul><ul><li>- Online exhibit registration - Customized for the conference and inclusive of booth selection </li></ul><ul><li>Housing Bureau </li></ul><ul><li>-Online room reservations for attendees and exhibitors </li></ul><ul><li>Monitor the contracted room block, maintain a wait list, and keep apprised of room block issues </li></ul><ul><li>A toll free telephone number is provided to answer Conference, Exhibit and </li></ul><ul><li>Housing questions. </li></ul><ul><li>One time set up fee for the development of the online form is quoted based on </li></ul><ul><li>the actual form. Per transaction credit card processing fees will apply. </li></ul>
Registration and Housing Bureau <ul><li>Services included in the Conference Registration Management </li></ul><ul><li>-Advance registration online, telephone, fax or mail </li></ul><ul><li>-Individual confirmations for telephone, fax or mail registrations </li></ul><ul><li>-Registration funds transferred to designated account </li></ul><ul><li>- G enerate frequent reports including final registration report to update database </li></ul><ul><li>-Toll free telephone number to answer conference questions </li></ul><ul><li>Services included in the Housing Bureau </li></ul><ul><li>-Reservations online, telephone, fax or mail </li></ul><ul><li>-Hotel confirmation numbers to each registrant </li></ul><ul><li>-Monitor the contracted block, maintain wait list, keep apprised of room block issues </li></ul><ul><li>- Toll free telephone number to answer housing questions </li></ul><ul><li>A blended rate for both Conference Registration and Room Reservations is offered. </li></ul>
How To Contact Us Thank you for your interest in Nix & Associates, Inc. We look forward to customizing your event and exceeding expectations. Please contact: Kimberly Ritter-Videmschek [email_address] PH: 1 . 314 . 645 . 1455 FAX: 1 . 314 . 645 . 4130 www. nixassoc .com 7219 MANCHESTER ROAD SAINT LOUIS, MISSOURI 63143 USA
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