Choosing the right site from among all the options available is more a science than an art. Site selection involves the careful, methodical collection of key information, which can then be put to work for you in choosing a site that best suits your needs and budget. At Meeting Matters Plus we pride ourselves in locating and determining the best location for your event. Our clients range from non-profit organizations to corporations with large budgets and we work hard to accommodate the spectrum of groups and their specific needs.
Contract negotiations are only good when they become a “win- win” situation for everyone. Getting a “great” rate doesn’t always mean you’ll get “great” service. This fine line is where you need the years of experience, expertise and market place knowledge of Meeting Matters Plus.
Housing and Reservations
There are many methods available on how to best handle your attendees housing and reservations. Meeting Matters Plus can accommodate establishing a housing bureau or we can process the information ourselves and assign housing. Our system is set-up to process a few or thousands of reservations. And, most importantly, we keep accurate records of the details of your meeting to aid in future planning efforts.
Registration, Information Services
Attendees get their first and perhaps most lasting impression of a meeting at the registration area. Registration is a concern for all convention planners, but the right precautions and proper planning can eliminate problems. Let us help you determine and evaluate the best possible registration and information dissemination method for you. Meeting Matter Plus can set up systems to manage advance registration, on-site registration, mailings, personnel, the handling of funds, and service/information desks.
Meeting, Function Room Logistics
Obtaining function space that is right for your needs is extremely important to the success of your event/ convention/meeting, for they are the actual environments where the meeting’s business, educational, and social objectives are carried out. Meeting Matters Plus will detail and outline activities involving the function space prior to the event, including: charges and booking procedures; selection and setups; and basic equipment needs.
Food and Beverage Arrangements
Breakfast, banquets, refreshments breaks, and receptions provide more than sustenance. They serve as the primary social mechanisms by which your attendees meet new associates, renew old acquaintances, develop positive feelings about the overall event/convention/meeting experience. Meeting Matters Plus can help you to provide attractive settings, imaginative menus, and crowd-pleasing entertainment that will keep attendees happy and comfortable-while still being economical and efficient. Thoughtful planning can convey impressions of abundance, quality, and visual appeal to any function.
Broadly defined, program planning involves the coordination and planning of all the components of a meeting; site selection, finance and budgeting, hotel arrangements, transportation, registration, etc. Successful management of these components requires the good organizational skills of Meeting Matters Plus.
Printing Design & Production Arrangements
When it comes to printing arrangements, there are three distinct parts to an action plan: planning, printer selection, and production. Meeting Matters Plus will help you in establishing a printing budget, theme/logo, and the determination of what materials need to be printed. We can help you in selecting a printer and bidding out your requirements and in the development of a production schedule.
Program Promotion & Publicity
What information will your group/attendees want? Your exhibitors? What non-member groups might be interested in your meeting topics? Will your event generate news that could be of significant interest to the general public? Answering these questions will help you establish both a schedule of promotional mailings designed to increase attendance, and a publicity campaign aimed at reaching the media. Meeting Matters Plus can help you answer these and other important questions needed to develop your own special and dynamic marketing/promotion plan.
Accounting & Budget Management
Do you know what a folio is? Or do you know how to go about setting up a master-account and authorization forms with a hotel or convention center? How important is it to setup a timetable for handling hotel/facility billing? Meeting Matters Plus has been working with hotels and facilities for over 18 years now and we have aided organizations with small and large budgets alike in establishing a sound working time table with reasonable expectations.
Exhibits are a pivotal part of many events and should be considered as important as any other event responsibility. Further, the exhibit program should be regarded as a complement to the event – an integral part of it – rather than as competition. Meeting Matters Plus has represented clients as both the planner of an expo and as an exhibitor at an expo. We know how to sell and market space, how to attract exhibitors to your show and how to keep them coming back.
Post Function Evaluation
Post event evaluations are extremely valuable tools. When done with clear objectives and careful planning, they tell you how well the event’s objectives have been met and how to build a better future program. This critical information will be prepared by Meeting Matters Plus after each event and presented to you as a valuable resource for future planning.