All clients are unique and so are their corporate event needs. For some projects, Perfect PlanIt runs the show and manages all of the elements. For others, we help by filling in the gaps … assisting with speaker coordination, continuing education credits or getting the trade show booth built. Whatever the combination of requirements, we see our team as part of your team — and become vested in your success.

We don’t do weddings or bar mitzvahs … everything else is a possibility:

• RFP Process/Site Selection: Develop accurate program specifications to solicit targeted proposals for your event. Research the best venue options based on the number of attendees, program and budget. Provide comprehensive comparisons and recommendations. Complete contract negotiations [the initial proposals are never good enough!].

• Hotel Coordination: Serve as the hotel liaison for all group needs, including rooming list/reservation coordination, function space maximization, food and beverage planning, AV coordination/production/staging, ADA compliance and shipping.

• Keynote Speakers Search: Research and book keynote presenters that match your motivational or industry needs. Coordinate all follow-up elements, such as transportation, expenses, conference profile [so the keynote is able to customize his/her talk to the audience], stage setup and special AV needs.

• Agenda Planning and Faculty Coordination: Provide tools to assist with outlining and completing the agenda. Organize multiple track sessions. Promote call for presenters, including communicating to speakers who have been accepted/declined. Walk speakers through all the required steps: bios/photos, continuing education requirements, PowerPoint, special AV needs. Assist onsite to ensure presenters are on stage on time and ready to deliver the best presentation possible.

• Continuing Education Coordination: Set up all necessary [and overwhelming, time-consuming] requirements for continuing education accreditation. Provide print or online tools for completing CEs.

• Exhibitor/Sponsor Coordination: Design sponsor and exhibitor packages. Promote opportunities through a prospectus/application form. Collect fees. Design exhibit hall floor plan. Contract and work with hotels and trade show management companies for seamless setup and tear down.

• Food & Beverage Management: Research and finalize a complete event menu to match theme, dietary needs and budget. Review all banquet event orders [BEOs] and track onsite. Work with restaurants and other outlets for various meal functions.

• Creative Services: Develop event theme. Write, edit and proofread all required communications to organize, promote and complete the event. Design and produce all graphic elements for all types of marketing communications.

• Communications Coordination: Plan and execute all required communications: print and mail, e-mail, HTML, post-event surveys. Track response rates and effectiveness.

• Registration System: Custom online registration tool offers real-time attendee and income revenue reports. Merchandise sales. Ability to accept credit cards online payments.

• Budget Management: Forecast pre-event budget then build and track all elements of the event for budget success.

• List Management: Research, build and scrub targeted lists for higher levels of response.

• Overall Project Management: Serve as project lead to develop timelines, task lists and status reports for trade shows, conferences, sales meetings, webinars, open house events, hospitality events, product demos, sales incentive programs and training seminars.

• Coordinate the Extras: Research, recommend and book transportation, entertainment, AV, decorations, custom tours, team-building activities, gifts and logo premium items.