General Information

1. Coastal Meeting
and Event
Management
Company
by Patricia Heath CEP, CMS, CWS

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. 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. •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. • 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. 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. 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. 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. 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. 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. •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. 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. Coastal Meeting and Events
Management Company
Planning and Management
15 Years of Corporate
Experience
Marketing, Sales and Event
Planning and Management