We can help you with every component of your event, from the first planning phases to ROI analysis post-event. We have laser-like attention to detail and we’re not afraid to use it!
Budget Development and Management — Developing a budget and operating a program within that budget are fundamental to the success of you, your career and the event.
With our assistance, creating the budget will be a comprehensive but painless process. With regular and thorough budget review checkpoints, you will remain in control of the numbers and not have unpleasant surprises later.
Attendance Building and Marketing — A perfectly executed event won’t be worth its investment if the right people don’t attend.
Event objectives that support your company’s mission and vision are the underpinnings of a successful event. The objectives will drive messaging and the subsequent attendance. We will help you crystallize the objectives and ensure all messaging, imaging and promotional campaigns support them.
Driving attendance is the foundation of an event’s successful outcome. Through promotional campaigns leveraging the appropriate communication tools; we will help you build excitement and attendance.
Messaging doesn’t stop when your attendees arrive on-site. We will give your brand and event imaging more visibility by using everything from the small electronic billboard in the hotel elevator to banners at a meet-and-greet kiosk at the airport. Perhaps you want the hotel staff at the registration desk to wear branded shirts provided by you for that first impression at check-in? Screen savers for all on-site computers are a cost-effective way to bring consistency and reinforced brand recognition. We will help manage it all for you.
City and Venue Selection – Location. Location. Location.
Through assessing the meeting objectives and needs of your stakeholders, Event Driven will help you select the city and venue that best supports those needs and objectives. RFP development, distribution and analysis of the resultant quotes are all key to assuring your event is successful. This phase of event planning can be extremely time consuming. We will present you with the options, our recommendation and documentation that support the recommendation. We will find you the location that best suits your financial and business needs.
A site inspection is much more than walking through a meeting room. It is about the health, safety and comfort of your attendees. If a fire exit is blocked during site inspection, it could be blocked during your event. Are you willing to leave that to chance? When was the last time the hotel’s emergency evacuation plan was updated? How long has it been since the air filters in a sleeping room were changed? How far is the kitchen from your food event and what obstacles lurk outside the service entrances? These are just a sampling of considerations when looking at space.
Venue Contract Negotiation — The hotel contract is likely the biggest expense for your event and will define your relationship with the most important supplier you’ll have for your event.
Hotel contracts are daunting, overwhelming and filled with language that is seemingly confusing, meaningless and useless verbiage. Each word in that contract has precise meaning and is there to protect the hotel. We understand hotel contracts. We know how to negotiate them through language that can be changed to favor your organization and what clauses can be removed. Our years of experience and training have taught us which clauses are essential and how attrition and other incentives and penalties will affect your bottom line. We will save you money and minimize your financial risk while ensuring the hotel provides the services and products needed for success.
Supplier Selection and Contracting — No one can do it alone. Events require the support of countless vendors.
Audio visual providers, drayage companies, ground transportation, housing and registration services, amenity providers, decorators, computer suppliers, printers – the list seems endless. All of those vendors need to be selected through an RFP process, responses analyzed, references checked and contracts negotiated to ensure the suppliers are right for your event and fit within the budget. They are critical alliances and the selection process can’t be minimized. It could mean the difference between your key customer received with a warm welcome and a pleasant ride to the hotel or leaving him standing at the airport with his suitcase in hand. We will do the research and negotiating, presenting you with the most appropriate and cost effective supplier for your selection.
We will take care of all the research and organizing for you at a time when you are being bombarded with additional event details and eleventh-hour changes. It is critical to ensure you get the right suppliers at minimal expense for these last minute changes and additions.
Logistics and On-Site Management — Your event and every detail matters.
You never get a second chance to make a first impression. We will ensure your event registration desk is staffed with professional, informed and friendly individuals that are anxious to make your attendees happy and excited to be there.
Food and beverages are significant financial components to most events. Menu development is time consuming and can be tedious work. Ensuring hotel accountability through inventorying beverages and not refilling coffee two minutes before the break ends and helping you confirm accurate meal counts before the hotel’s deadline are simple examples of services we’ll provide to minimize your costs.
We’ll not only develop your menus but manage the BEO process, making sure the hotel correctly translates your staging guide to their systems to deliver the event you have planned. Water stations at the back of the room make more sense than pitchers next to the computers in your computer lab sessions. The hotel has included audio visual equipment but all you needed was a projection cart with power. And they haven’t allowed for power in those computer lab rooms. The drayage company set the booths in the exhibit hall to the next-to-last approved layout. We will take care of it all.
We’ll check session rooms and food events, ensuring the room that was supposed to be set half-rounds is set correctly and the projection screen is visible and not in the front of the pillar.
We anticipate and stay steps ahead of the program, ensuring your attendees and executives will never see anything but perfect execution.
Post Event Wrap Up — It’s more than just meeting budget.
You know when it’s a success when your organizational ROI is achieved. Whether ROI is measured by employee or customer retention, increased revenue, more prospects in the lead pipeline or better product knowledge, whatever your organization’s objectives are, we will work with you to develop the key indicators and processes crucial to tracking the event’s success. Through this analysis, you’ll be assured that your next event will be even more successful and critical to your company’s future.
