Coastal Meeting And Event Management Company


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Coastal Meeting And Event Management Company

  1. 1. Coastal Meeting and Event Management Company by Patricia Heath CEP, CMS, CWS
  2. 2. Specialties & Services At Coastal Meeting and Event Management, our goal is to make every program your best program. With fifteen plus year’s experience meeting clients’ needs, we know what you and your guests expect, and we are dedicated to exceeding those expectations.
  3. 3. Development and Design •Work with your team to determine space requirements, hotel preferences, best dates, proper format, banquet needs, and AV specifications •Develop customized agendas to support sales meetings and incentives, VIP meetings, executive retreats, team-building, tradeshows, special events, and customer entertainment •Work with committees and staff to define session content
  4. 4. •Compile meeting needs and draft a request for proposal document (RFP) structured to get a qualified hotel/vendor response •Identify appropriate hotels, contact the hotels’ meetings salespeople and transmit requests for proposal •Review hotel proposals, select several hotel options for your approval, spreadsheet that allows you to evaluate rates, amenities, concessions, and space options •Provide comprehensive site inspections to ensure the right facility for your meeting or event
  5. 5. • Budgeting • Marketing and Public Relations • Develop realistic budgets for meeting • Brochure and website and event activities copywriting • Monitor budgets to • Press releases and avoid overspending media communication • Track ongoing expenses • Coordinated marketing and provide final strategies and accounting to include timelines bill review, consolidation, a nd negotiation.
  6. 6. Contract Negotiation • • Logistics Negotiate hotel and • • Develop a detailed timeline to ensure vendor contracts schedule advantageous to you a smooth production with Negotiate room rates, no last minute surprises • food and beverage terms, • Negotiate best possible arrangements contract terms, amenities, and fees with hotel and related attrition, cancellation, and vendors (including speakers, printers, related clauses airline/car rental, shipping, signage, Reduce your liability and audiovisual, destination management • maximize your investment companies, exhibitor decorators, audio and video taping and more) • Reduce client workload by managing Registration ongoing hotel communication pre •Coordinate on-site registration and post-event process with your in-house staff • or Receive and track Manage room set-up to reflect registrations program agendas and •Pre-conference production, attendee/speaker needs including printing and proofing • Track room pick-up and recommend badges strategies to meet room block •On-site management, including minimums (and avoid attrition) product sales tables, delegate/guest check-in, • Secure overflow rooms at customer service support, and neighboring properties (as needed) coordinating on-site giveaways • Confirm all arrangements prior to (VIPs, sponsors, etc.) event
  7. 7. Speakers •Work with your team to select the speakers who will best support your theme, your goals, and your audience •Negotiate agreements and terms •Confirm arrival/departure, stage set-up, meal needs, audiovisual, transportation (as needed) and handout requirements •Design speaker incentives and speaker appreciation programs •Create an easy-to- •If applicable, maintain head understand chart for staff counts in each and AV detailing session to assist with schedules, order forms, future planning and handouts, and payment tallying “close requirements percentages” (per head) for your speakers
  8. 8. Tradeshow Management • Develop an effective schedule and floor plan that encourages interaction and a proper selling environment • Design integrated sponsor packages, marketing timelines and support strategies • Provide exhibitor confirmations, communication, and support services • Oversee on-site logistics (set-up, activities, tear down)
  9. 9. Execution • Anticipate hotel implementation timelines to ensure timely delivery • Work closely with any outside vendors to ensure seamless delivery • Ensure the audio-visual equipment is properly set up and working, and immediately resolve any failures • Deliver whatever is necessary to create the best possible buying and networking atmosphere for members.
  10. 10. Follow-up •Design delegate/guest surveys •Oversee final vendor accounting •Provide final accounting of resource allocation for use in future planning (including room pick-up, sales in hotel outlets, final food and beverage consumption, etc.). •Provide post-event reviews and recommendations including suggestions for improving the member and speaker experience, maximizing future revenue, and improving leverage in future negotiations. •Approach •CMEMs Approach to Eliminating Your Meeting & Event Planning Hassles •Every client’s needs are unique. To ensure your success, CMEC customizes our step-by- step approach for every client. We take care of the details, allowing you to focus on your core competencies. You can select from these services and related pricing to determine which services best suit your needs. Additional services can be added at any time.
  11. 11. •An important part of CMEC Event Management’s “expectations plus” approach is our ability to serve as an extension of your team, negotiating the best possible rates and terms for your event. CMEC works from a fixed fee. Regardless of the time we spend to ensure your event is an unqualified success you pay no more in time and materials. SAGE takes no commissions, incentives, mark- ups, or over-rides on negotiated hotel and •As your meeting and vendor contracts. We work for you, which event partner, CMEC ensures no conflict of interest with any uses all of its other vendor. resources, including the buying power of CMEC’s extended network and client base, ongoing industry education, relationship-building within the meetings industry, and proven “tricks of the trade” to make your next event a success.
  12. 12. Coastal Meeting And Event Management Company Produces Exciting, Creative, Successful, Productive And Unforgettable Events Cater to small and medium sized businesses Let us Design, Professionally plan Plan, Coordinate and manage your Corporate Event and Manage your Allow staff to focus Business or on demands of Corporate Events positions Allow management to conduct business in an impressive and professional atmosphere
  13. 13. Coastal Meeting and Events Management Company Planning and Management 15 Years of Corporate Experience Marketing, Sales and Event Planning and Management