Online Event

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Unchained Creative brings 40 years of experience in event management to make sure that every detail of your next conference is a success.

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Online Event

  1. 1. www.unchainedcreative.com EVENT SERVICES
  2. 2. Why Unchained? <ul><li>Unchained Creative is a multi-discipline creative company that focuses on Event Management as well as graphical branding, retail environments, and mobile marketing. </li></ul><ul><li>These multi-disciplines enable Unchained to focus on the Complete Solution to our clients needs. </li></ul><ul><li>In this presentation we will focus on Event Management. However, we will share with you some examples of work from our other departments because we will utilize many of those specialities within our event planning. These examples will demonstrate our knowledge in branding, printing and creativity. We will call upon those resources for various elements of event/conference management. </li></ul>Unchained produces all the in-store graphics for Build-A-Bear Workshop...Worldwide Exhibit Trailer Design In-Store Displays Vehicle Graphics More info can be seen at our website www.unchainedcreative.com
  3. 3. You may be asking...... <ul><li>How do you bring value to our program? </li></ul><ul><li>How do you communicate with our attendees and staff? </li></ul><ul><li>How do you work effectively with our planning committee? </li></ul><ul><li>How do you elevate our image and take our program to the next level? </li></ul><ul><li>How do you insure we present consistent messaging across all platforms? </li></ul>Unchained Creative has the answers! www.unchainedcreative.com
  4. 4. Unchained = Value <ul><li>Situation: Downsizing, mergers and consolidations mandate organizations to find ways to economize without compromise. </li></ul><ul><li>Solution: Keep your staff focused on those vital tasks that require their specialized skills and utilize the proficiency of Unchained Creative for the logistics, legwork and creative ideas. Our credentials not only bring you value but also provide you peace of mind in knowing that you really can economize without compromise. </li></ul><ul><ul><li>Over 40 combined years of experience in the Event Management industry </li></ul></ul><ul><ul><li>CMP (Certified Meeting Professional) designation since 1993 </li></ul></ul><ul><ul><li>Long term client relationships </li></ul></ul><ul><ul><li>State of the art technology </li></ul></ul><ul><ul><li>In house services most event companies have to outsource </li></ul></ul><ul><ul><li>National vendor and hotel relationships </li></ul></ul><ul><ul><li>Award Winning History (detailed later) </li></ul></ul>www.unchainedcreative.com
  5. 5. Working with committees <ul><li>Establish list of tasks to be accomplished </li></ul><ul><li>Designate primary group responsible for each task </li></ul><ul><ul><li>Client’s sole responsibility - Items which require technical knowledge or proprietary information such as the content of workshops </li></ul></ul><ul><ul><li>Unchained sole responsibility - Most items fall into this category. Examples would be building the registration website, processing registrations and fees, creative concepts etc. </li></ul></ul><ul><ul><li>Partnered responsibility - Items in this category require action/approval from client before we can proceed. Examples would be signing of the negotiated contract, approval of submitted concepts etc. </li></ul></ul><ul><li>Prepare Gantt Chart (or similar format) of all tasks and milestones </li></ul><ul><li>Maintain Gantt Chart and distribute to all committee members prior to scheduled conference calls or meetings </li></ul><ul><li>Establish regularly scheduled conference calls and/or face to face meetings (client’s preference) </li></ul><ul><li>Unchained will take the lead in moving all these processes forward and meeting timelines </li></ul>Unchained is accustomed to working with conference planning committees. We acknowledge and appreciate the emotional connection your planning committee has to this event. We also recognize that you have an insight and history with this event we won’t initially have so we will happily make adjustments to our standard procedure below to be sure unique procedures and requirements that you deem necessary are maintained and incorporated into our standard process detailed below. www.unchainedcreative.com
  6. 6. communication is key..at all levels <ul><li>Communication with our client </li></ul><ul><ul><ul><li>All staff is available 24-7 via phone and e-mail </li></ul></ul></ul><ul><ul><ul><li>Open door policy - Our clients are always welcome to visit our facility </li></ul></ul></ul><ul><ul><ul><li>Regularly scheduled update reports and calls </li></ul></ul></ul><ul><li>Communication to the attendees </li></ul><ul><ul><li>Multiple E-mail Blasts </li></ul></ul><ul><ul><li>Extensive information on website </li></ul></ul><ul><ul><li>In house point person for registration questions </li></ul></ul><ul><li>Communication to trade show participants </li></ul><ul><ul><ul><ul><li>Vendor specifications on line </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Detailed vendor packets </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Specific in house point person </li></ul></ul></ul></ul><ul><li>Communication to suppliers </li></ul><ul><ul><ul><li>Trusted and proven network of suppliers </li></ul></ul></ul><ul><ul><ul><li>Deadlines are clearly communicated via e-mail to all suppliers </li></ul></ul></ul><ul><ul><ul><li>As our partners, our suppliers know the level of service we expect and they deliver. </li></ul></ul></ul><ul><ul><li>Communication to the venue </li></ul></ul><ul><ul><ul><li>Experienced person with hotel background as liaison and contract negotiator </li></ul></ul></ul><ul><ul><ul><li>Reservations will be done via housing list, including all individual special requests </li></ul></ul></ul>www.unchainedcreative.com
  7. 7. Elevating image <ul><li>Unchained Creative brings extensive knowledge, creativity and expertise in brand imaging. This is not an ancillary service we provide but rather one of our core competencies. </li></ul><ul><li>Our creative department will design a logo specifically for your conference that embodies your mission and goals. We will also supply a style guide for the different applications from print to promotional items. </li></ul><ul><li>Your brand will be elevated by the quality of the registration website we custom design and the level of customer service you and your attendees experience. Our staff of seasoned professionals understand that our company has been built on referrals and long term relationships; neither of which is possible without consistent, exemplary customer service. </li></ul>www.unchainedcreative.com
  8. 8. it’s all in the details <ul><li>Event Execution </li></ul>www.unchainedcreative.com
  9. 9. <ul><li>Venue Search and Procurement </li></ul><ul><ul><li>Unchained has strong relationships with multiple hotel chains across the U.S. </li></ul></ul><ul><ul><li>We book multiple events a year generating the buying power to secure the best rates and concessions for you. </li></ul></ul><ul><ul><li>Our in house contract negotiator has a hospitality/hotel management degree and years of hands on experience in all phases of the hotel industry. Her inside industry knowledge is invaluable as we determine where we can ask for more on your behalf. This industry knowledge is also an advantage on site, we know the right person to contact the first time. </li></ul></ul><ul><ul><li>We will be the liaison for all matters related to the hotel. </li></ul></ul>IT’S ALL IN THE DETAILS www.unchainedcreative.com
  10. 10. <ul><li>E-mail Blasts </li></ul><ul><ul><li>Custom designed to match your theme and website </li></ul></ul><ul><ul><li>Confirmation of who received and opened the e-mail blast </li></ul></ul><ul><ul><li>Bounce back report provides you information to update your database </li></ul></ul><ul><li>On-Line Registration </li></ul><ul><ul><li>Fully customized to gather the data you request </li></ul></ul><ul><ul><li>Each attendee type (member, vendor, corporate, executive) can have different data parameters </li></ul></ul><ul><ul><li>Attendee can return to update or change registration, we are automatically notified of changes </li></ul></ul><ul><ul><li>Instant automatic electronic confirmation </li></ul></ul><ul><ul><li>Notification of incomplete registrations enabling us to call and offer assistance with the registration </li></ul></ul><ul><ul><li>Splash page with hotel details </li></ul></ul><ul><ul><li>Workshop information, with wait list capabilities for sell out situations </li></ul></ul><ul><ul><li>Speaker bios </li></ul></ul><ul><ul><li>Direct link from your website to the registration site for a seamless transition </li></ul></ul><ul><ul><li>Optional Activity information, with wait list capabilities for sell out situations </li></ul></ul>IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  11. 11. <ul><li>Room Block Monitoring </li></ul><ul><ul><li>Contracted room counts and types are input by day and room type </li></ul></ul><ul><ul><li>Inventory is automatically tracked for a real time status of our room block </li></ul></ul><ul><ul><li>Warning alarms are set to notify us when inventory levels are low so we can respond appropriately </li></ul></ul><ul><li>Vendor Registration </li></ul><ul><ul><li>When the attendee selects VENDOR as a type they will see a registration page designed to gather data specific to them </li></ul></ul><ul><ul><li>Direct link to the Show Services provider to order required services </li></ul></ul><ul><ul><li>Booth assignment and other relevant information </li></ul></ul><ul><li>Credit Card Payments & Receipts </li></ul><ul><ul><li>Credit card payments are processed direct through our relationship with Pay Pal </li></ul></ul><ul><ul><li>Eliminates the middle man and reduces your cost per transaction </li></ul></ul><ul><ul><li>Real time transactions, all money is secure and collected immediately </li></ul></ul>IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  12. 12. <ul><li>Food - Beverage - Decor </li></ul><ul><li>Are you tired of the same old rubber chicken convention dinners? Well so are we! That’s why we work directly with the Chef to create your menus. Never again will you have to pick one of the three choices from the banquet menu. Your attendees will notice the difference. </li></ul><ul><li>For those special evening events, we will theme the food to accent the decor of the evening. If you have an upscale event, we will provide printed custom menus detailing each of the delectable courses your guests will soon be enjoying. If it’s a casual, mix and mingle event perhaps food stations featuring local and regional flavors would be the perfect compliment. </li></ul>IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  13. 13. <ul><li>Ancillary and Optional Activities </li></ul><ul><ul><li>Unchained can locate ready made fun events such as indoor skydiving or we can design an event especially for you, coordinate team building activities, manage golf tournaments, schedule tours or help your attendees relax at the spa. It’s never boring when you let us plan your free time! </li></ul></ul>Indoor Skydiving in Las Vegas Golf Tournament Signage designed, printed and mounted by Unchained Private Concert - Set Up In Progress IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  14. 14. <ul><li>Name Tags </li></ul><ul><ul><li>Customized to match conference theme </li></ul></ul><ul><ul><li>Custom layout to show whatever details you request </li></ul></ul><ul><ul><li>Attendee type designation (if desired) </li></ul></ul><ul><ul><li>Name will be exactly as attendee requested </li></ul></ul><ul><ul><ul><ul><li>On registration page we can ask for their name as it appears on your records </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Secondly we will ask how they would like their name badge to read (i.e. nickname) </li></ul></ul></ul></ul><ul><li>On Site Check-In </li></ul><ul><ul><li>System will be available on site </li></ul></ul><ul><ul><li>Lost name tags or last minute registrations can be generated on site </li></ul></ul><ul><li>Report Generation </li></ul><ul><ul><li>Standard and customized reports are available for all aspects of the meeting </li></ul></ul>IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  15. 15. <ul><li>Outside Supplier Procurement and Management </li></ul><ul><ul><li>Audio Visual and Production </li></ul></ul><ul><ul><li>Show Services </li></ul></ul><ul><ul><li>Speaker </li></ul></ul><ul><ul><li>Transportation </li></ul></ul><ul><ul><li>Entertainment </li></ul></ul><ul><li>We have relationships with multiple suppliers in the same industry. We always request multiple bids to ensure you are receiving the best value. Best value does not always mean the least expensive. We will recommend the vendor that best fulfills your requirements at a fair market price. </li></ul>IT’S ALL IN THE DETAILS (CONTINUED) www.unchainedcreative.com
  16. 16. DATABASE MANAGEMENT <ul><li>Several years ago Unchained realized the standard industry cookie cutter registration and database management systems simply weren’t sufficient to meet our clients needs and expectations. We began searching for a system with a proven history of reliability, graphic flexibility, customizable data collection, extensive reporting capabilities with a user friendly on line registration component. We found it and we made the investment. </li></ul><ul><li>The 360-degree view provided by our system gives us an all-in-one data management system to effectively manage costs, reduce manual errors and provide greater efficiencies. It provides better management of online registration, event functions, meeting sessions, workshops, travel, hotel and accommodations, exhibitions and speaker management. The graphic flexibility allows us to create excitement generating splash and registration pages increasing your attendance. Our clients are more than pleased with results and we are confident you will be as well. </li></ul>Sample Splash Page www.unchainedcreative.com
  17. 17. DATABASE MANAGEMENT (registration sample pages) (Fields are customized to meet your requirements) Pg 3: Summary of info for review Pg 2: Contact info if someone other than the attendee is completing the form, dietary and travel info Pg 1: General Information www.unchainedcreative.com
  18. 18. Pg 5: Registration Confirmation Pg 4: Hotel requests and credit card payment (Fields are customized to meet your requirements) DATABASE MANAGEMENT (REGISTRATION SAMPLE PAGES) www.unchainedcreative.com
  19. 19. (Fields are customized to meet your requirements) Automated Confirmation E-mail DATABASE MANAGEMENT (REGISTRATION SAMPLE PAGES) www.unchainedcreative.com
  20. 20. PRICING- WHAT MAKES US DIFFERENT <ul><li>First, Unchained’s business has been built on customer service and referrals. Neither of those happen without trust and openness between us, our employees and our clients. We feel that to earn that trust there must be clear, open and honest communication. At Unchained Creative we provide you a management fee that covers all of the services you requested in the RFP. This enables you to budget more efficiently and allows us to focus on providing you the inclusive service you should expect from your provider. Should you find you need additional services we’ll be happy to provide a quote for your approval but you will never receive surprise billings from us at the end of the conference. </li></ul><ul><li>Secondly, we believe that you have a right to know exactly what you are paying to the outside vendors we contract on your behalf. Most agencies give you a low management quote then refuse to show the invoices for services they secured on your behalf. That’s because those invoices are significantly inflated, commonly 15%-35%. The agency retains the difference between what they bill you and what they actually pay the vendor which enables them to hide the true cost of the services they provide to you. You never know what you actually pay your planning agency. We don’t understand how that can possibly build trust OR provide you the best value for your dollar. Our policy is a straight 10% mark up on all outside vendors BUT we offer a fast cash discount of 10% to our clients who pay us via CHECK within 30 days of the Unchained invoice date OR a 5% discount if you prefer to pay by credit card. (Note- These discounts are only on Outside Vendor Services that run thru Unchained) Net result.....you have the opportunity to receive your outside vendor services at 0% markup. If requested, we will be happy to supply you with the actual invoices for verification. The vendor name and billing information remain our proprietary information but we will send you the bill with that information removed. </li></ul>www.unchainedcreative.com
  21. 21. MORE ABOUT... www.unchainedcreative.com
  22. 22. UNCHAINED Creative ACCOLADES <ul><li>Winner of KC Small Business Top 25 Under 25 Class of 2009 Over 900 businesses with fewer than 25 employees competed. Winners are chosen based on financial growth, community service and overcoming obstacles among other criteria . </li></ul><ul><li>2008 Missouri Top 50 Diversity Owned Businesses </li></ul><ul><li>2008 Missouri Top 100 Woman Owned Businesses </li></ul><ul><li>2007 Missouri Top 100 Small Businesses (ranked 38th) </li></ul><ul><li>2007 Missouri Top 100 Woman Owned Businesses (ranked 28th) </li></ul><ul><li>2007 Missouri Top 100 Diversity Owned Businesses (ranked 35th) </li></ul><ul><li>KC-CWBO (Kansas City Council of Women Business Owners) Nation's largest bi-partisan public policy organization that advocates for and on behalf of women business owners and women in business on economic issues </li></ul><ul><li>Nominee for Chamber of Commerce Top 10 Businesses (2007 and 2009) </li></ul><ul><li>Nominee for Women Who Mean Business Award (2009) </li></ul><ul><li>Featured in KC Small Business Monthly - Women Creating Wealth (see next page) </li></ul>www.unchainedcreative.com
  23. 23. thank you 305 NW Business Park Lane Riverside, MO 64150 O- 816.505.7866 F- 816-505-7826 www.unchainedcreative.com

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