Services Offered
Site Selection and Contraction Negotiation
Budget Development and Financial Management
Timeline Development
Registration Services
On-site services
VIP Coordination
Conference Evalution
Site Selection and Contract Negotiation
EventSmith works with each client to select a site that meets their location needs, program capacity, and budget requirements. Through our professional relationships with major hotels, conference centers, and unique venues, we can assist each client with finding the best possible venue for the an event. Our experience in negotiating contracts reduces legal and financial liabilities for our clients.
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Budget Development and Financial Management
EventSmith prepares detailed program budgets and monitors all expenses to ensure the event is kept within the budgetary goal. EventSmith will update client on budget on a regular basis depending on needs of client. A final budget will be prepared for client at conclusion of event after all bills have been reviewed and reconciled.
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Timeline Development
EventSmith develops a comprehensive timeline, which identifies every task that needs to be accomplished from the initial planning stage through program evaluation. By monitoring the timeline throughout the planning process, we make sure that tasks are accomplished according to schedule and nothing is overlooked.
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Registration Services
EventSmith produces online registration webpages for each client per their needs and specifications. Through this webpage, attendees can register online and make payment through a secure server. We can process attendee registrations and track registration payments. We can generate customized financial reports, registration reports, automatic confirmation emails, name badges, etc. to assist in a very successfully event. For those who do not have internet access, EventSmith accepts registration via the U.S. Mail or facsimile as well. Each event webpage can be customized to the client’s needs.
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On-Site Services
We realize the importance of being on-site to make sure that everything runs according to schedule. By providing strong leadership and extraordinary customer service at your meeting, we take care of the details, which allows you to focus on the meeting. Our on-site services include the coordination of: registration, meal functions, room set up, audio-visual requirements, transportation, excursions, and any other services necessary to make the meeting a success.
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VIP Coordination
EventSmith arranges transportation and hotel needs for all speakers and/or VIPs in a group. We understand how important these delegates can be and we take pride in providing first-class service and 24-hour accessibility during the event. EventSmith will arrange through a travel agent a toll-free number and/or website to make travel plans easy for your VIPs. We also will make all hotel arrangements and make sure they are well taken care of by the hotel staff. If requested, VIPs can receive a special gift or note at check-in. Or a nice bottle of wine and fruit platter can be awaiting them in their room after their long journey. Whatever the request, EventSmith will make it happen.
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Conference Evaluation
All events should have a survey to see what could have been done better, or what was done very well. EventSmith develops effective evaluations to best understand the attendee’s opinions on the event in general, the venue, the program content, speakers, food and beverage, etc. EventSmith provides these evaluations through emails sent to the attendees within one week after the event. We find that online evaluations have a better response rate than paper version handed out at an actual event. However, paper versions are also an option if the client prefers to go that route. A summary of the evaluations will be provided to the client in a timely matter.
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