From site selection to full-service meeting management and our a la carte options, our services are completely customizable to fit your unique needs, objectives, timing, budget, and vision. We are passionate about serving others and the meeting & event management industry and offer a vast network of industry relationships to provide value to our clients. We are communicative, efficient, and are accustomed to integrating into our clients’ teams to provide a seamless working group to ensure the success of your meetings. Let us manage and worry about all of these meeting & event logistic details, so that you don’t have to.
<----Click through tabs below---->
Full Service Meeting Management
Our full-service worldwide meeting management will put your mind at ease knowing every detail from site selection to on-site is being managed by a team of dedicated, friendly, and passionate meeting professionals. We focus on the details so you can focus on your core competencies. We are passionate about your meeting and creating a seamless experience for your attendees.
Our services include:
- Site selection and contract negotiations
- Vendor management
- Invitation and registration management
- Coordination of air and ground transportation
- Rooming list management
- Food & beverage
- Directional signs
- Meeting space layout, set-up, and decor
- Audiovisual/production services
- Program flow and agenda management
- Financial reconciliation
Complimentary Site Selection & Contract Negotiation
Location. Location. Location. Your destination and venue choices make all the difference in a successful event and your overall budget. Meeting Sites Pro has years of hotel experience and a vast network of industry connections which allow us to provide the very best options while saving you money. When you leverage our connections and expertise, you get the best package possible and favorable contract language to protect you. For meetings with over 100 room nights, Meeting Sites Pro offers this service complimentary and offers competitive pricing and package deals for smaller meetings. Contact a Meeting Sites Pro representative today for further information.
OUR SERVICES INCLUDE:
- Complimentary site selection with 100 rooms nights or more
- Design a customized RFP based on our clients’ needs
- Research and identify properties that meet your venue requirements
- Fierce contract negotiating to ensure the best overall value for our clients
- Reviewing legal and financial liabilities
- Negotiating all contract clauses including attrition, cancellation, force majeure
Audio Visual Equipment
We have an extensive in-house inventory of audio visual equipment to accommodate a wide variety of services for meetings large and small. In addition to our equipment, we have a large network of experienced technicians to provide professional and knowledgeable support. These resources coupled with our negotiating experience allow us to provide cost-efficient packages for our client’s audio visual needs.
Our Services Include:
- Projection Packages
- Sound Systems
- Lighting Packages
- Recording (Audio and Video)
- Simultaneous Interpretation Equipment
- Live Polling
- Video Distribution Equipment
a la carte Services
We have the compliance expertise necessary to effectively and transparently manage any meeting operating under company or government compliance requirements. We produce comprehensive compliance reports including deviation logs and meeting sign in sheets in accordance with both company policies and general best practices.
We are flexible in accommodating our clients’ technological needs from our standard website to tracking participants onsite and developing dedicated event applications. We utilize user-friendly systems and are happy to customize these services to fit the needs of each unique client. We stay up-to-date on current trends and technology so that we can provide the best possible service to our clients.
Our services include:
- Registration applications
- Live polling
- Digital signage
- Live streaming
- Interactive sessions
- Smart badges
- Video conferencing
At the end of every program, we provide a comprehensive financial report with receipts detailing every expense. Our financial process is fully transparent and we ensure that our clients have a full understanding of the money they both spent and saved. We keep fully compliant records and issue 1099’s to attendees who received honoraria at the end of every year.
From picking menus and detailing Banquet Event Orders to setting up tables and managing attrition, we are effective managers of our clients’ money and their food and beverage functions. We ensure that we manage our clients’ cost by choosing seasonal menus with our meeting’s needs in mind and proactively managing our guarantees and attendance. We consider all dietary needs and restrictions and ensure a smooth experience for all participants.
We also realize that food & beverage functions are not just about the menu. Service, timing, flow, decoration, design and budget must also be considered. Our team of professionals work with the venue and the chef to create appropriate food & beverage according to your needs while keeping an eye on your bottom line. We also take into consideration the latest food trends and seasonal options to create a memorable food experience.
Whether your thinking of a small meeting or a large conference, the Meeting Sites Pro team will provide exceptional and personalized services to ensure a smooth and successful event.
From the moment the first attendee arrives to the closing ceremony, we serve as your personal meeting concierge. Available to you 24/7, we proactively manage all issues which may occur and are constant presence to ensure a smooth program. We manage everything from on-site registration to meeting facilitation. Services include: conduct pre-convention meeting, assist in office set ups, conduct personnel briefings, monitor supplier staffing levels, verify accurate room sets, check all audio visual, meet with speakers, check transportation timelines, supervise program flow, control costs, review and sign banquet checks, registration services, distribution of collateral, oversee meeting schedule, review banquet event orders, shipping and receiving services, manage in-house reports, oversee offsite events.
Our web registration portal is simple and user-friendly allowing a smooth experience for your attendees. We can develop web registration sites to handle all of your registration, payment collection, surveys, etc. and even allow clients real time access to registration reports.
We manage onsite registration for meetings from 7 to 7000 people and are equipped to do everything from checking-in attendees and distributing meeting materials to managing onsite registrations with payments and printing name badges. We manage registration internally, so you will maintain one point of contact for all contracted services.
The Meeting Sites Pro team is accustomed to managing sponsors, exhibits, posters, and trade shows. A good show experience starts long before the doors open. We always think several steps ahead to ensure everything runs smooth and according to schedule without surprises. We always have a plan in place to keep your show on track.
Our decades of experience and an expansive network of suppliers across the globe, ensures successful program management. Our logistics team supports all of your needs including exhibitor registration sites, solicitation, collecting fees, managing flow, supplier management, working with venues to secure appropriate space and much more. Our team is creative and will keep your event running smooth from beginning to end.
We provide the peace of mind and visibility to ensure exhibitors have a smooth and successful experience. Our team of professionals will walk the floor to ensure the correct products and services have been delivered and installed. From exhibits to poster sessions, we manage it all.
We partner with trained and industry specific interpreters who provide scientifically and culturally accurate interpretations. Commonly used in one-on-one or small group settings, our consecutive interpreters maintain strict standards or professionalism and possess exceptional linguistic skills to help facilitate interactions.
We also offer simultaneous interpretation services are generally used for larger meetings or conferences and are more complex in nature. Interpreters sit in an isolated booth, listen to the speaker through a headset, and speak the translation into a microphone, which is wirelessly transmitted to the headsets word by the audience members.
Our interpretation services (Simultaneous, Consecutive and Escort) and in-house equipment are high quality are competitively priced. We provide everything you need to make your meetings successful including onsite interpretation services, document translation for meeting materials, onsite coordinators, registration websites, audio and video transcription, interpretation equipment rental. Our top priority is ensuring your meetings runs smoothly.
We offer highest quality audio and video transcription services in several languages at competitive prices. Whether you need to transcribe scientific research, advisory boards, legal proceedings, video footage or other audio and video content, count on us to provide professional equipment and accurate transcriptions.
We are able to efficiently and effectively manage both air and ground transportation and will work seamlessly with clients’ or attendees’ preferred travel partner to ensure the most value. We do extensive monitoring of fares and schedules to ensure we are issuing the most cost-effective tickets considering meeting schedule and attendee needs. We provide 24-hour support and manage arrival/departure times to ensure that attendees and clients have a stress-free travel experience.
From translators and transcribers to entertainment and photographers and everything in between, we are happy to take care of all meeting needs, even those we don’t have the resources to handle internally. We are able to use our extensive network of hospitality professionals to partner with high-quality vendors and negotiate favorable packages for our end client. We find, contract with, and pay vendors directly so that our clients are presented with one bill from us rather than one from every individual vendor saving our clients’ both time and money.
We ensure all attendees have a VIP experience at our meetings and pay special attention to those identified by our clients as their VIP’s. All attendees will experience personalized services including accommodation of specific dietary preferences, accommodations, travel needs, and prompt communication from our staff.
We offer personal concierge services and are accustomed to working with security details for high profile attendees. As appropriate, we coordinate personalized airport transfers, amenities, and welcome gifts. We are dedicated to going above and beyond to make every attendee feel like our top priority and by extension making our clients look good.
Our meeting and event professionals deliver unparalleled attendee experiences for your events and incentive trips. We use our wealth of expertise and connections to provide the best solutions while saving you money. Whether there is an intimate gathering or a large gala, we will manage every detail to create unforgettable experiences for your attendees. We bring your vision to life.
Our Services Include:
- Themed Events
- Offsite Events
- Event Design
- Team Building
- Tours and Activities
- Show Tickets
- Golf Outings
We are on the GSA Schedule under contract number GS-07F-395AA and are additionally a WBENC Certified Woman Owned Small Business and operate in a SBA Certified HUBZone. We are accustomed to working under per diem parameters and under government restrictions. We are accessible to government agencies and woman owned/small business set-aside contracts for the following: SIN #541-4D Conference, Events, and Tradeshow Planning Services. For additional information please contact our GSA Contract Director, Kevin Harty, at firstname.lastname@example.org.
Our recommended set up for a fully virtual meeting large or small is a video conference. For small, discussion-based meetings such as Advisory Board Meetings, this allows for a personal connection between the attendees and allows for an engaging discussion. For larger, presentation-based meetings such as an Investigators’ Meeting or Symposium, we also recommend a video conference for the presenters as this creates a more engaging environment for listeners. We have a variety of educational best practices to maintain participant engagement, moderate discussions, and create a productive virtual environment.
There are instances where an in-person meeting is necessary to accomplish the meeting objectives, but a mass gathering, or extensive travel may not be an option for all participants. We can offer a variety of options in these circumstances to include live webcasts, video conferencing, audio conferencing, meeting recording, etc. No two meetings are alike, and we welcome the opportunity to offer a unique solution for your meeting.
We use a variety of platforms for our virtual programs including GoToMeeting, Microsoft Teams, Zoom, GoToWebinar, BlueJeans, WebEx, Skype, and others. We consider the meeting specifications and objectives, individual company policies, participant demographic, security, and several other factors in recommending the best solution. We will handle management and licensing of the platform.
One of the largest concerns we see with virtual meetings is the discussion surrounding participant engagement. From video requirements to polls; interactive sessions and comment streams, we have recommendations to alleviate these concerns.
We understand that security is a high priority in discussing virtual meetings. We offer solutions including meeting passwords, gated entry (waiting room), and restrictions on recording. We also have recommendation including a centrally managed presentation to streamline the transfer of data.
Another concern surrounding virtual meetings is the technical issues that can arise on the day of meeting. A solution that we have found alleviates much of this concern, particularly for smaller meetings, is offering the opportunity for a rehearsal for presenters and technical check for attendees. A technical check can be just 15 minutes and allows a dedicated time to look at audio/video settings, internet connectivity, camera placement, viewing set-up, and any questions the individual may have. This creates a welcoming and supportive environment for participants and coupled with a rehearsal for presenters to review presentation logistics, creates a seamless experience on the day of the meeting.
We are here to sweat the small stuff so you can focus on your core competencies. We manage the invitation and confirmation process, distributing pre-meeting information, scheduling rehearsals and slide reviews, answering questions, and much more.
During each virtual engagement, we have a technical team available to address any questions or issues that may arise. Our technical team can also manage the waiting room, polling, interactive sessions, provide direction for breakout sessions and more. The goal of our team is to create a seamless experience for your meeting.
In addition to technical support, our logistics team will also be available on the day of the meeting. This team can provide a variety of services including welcoming and orienting participants, addressing questions online, contacting individuals who might have questions, and facilitating interactive sessions. They also act as a support for the technical team and provide verification of attendance for compliance purposes.