Menu of Services

You focus on the content. We manage the details. Our team of experienced, professional planners will provide you with the best in comprehensive meeting services. We'll save you time and money!

Choose the services that fit your needs. Click on any of the services listed below to get details on how Conference & Logistics Consultants can help you plan for success!

"Your knowledge of
meeting planning and
management has helped
us to produce the most
successful conference
we have ever had!!"

Dr. Jo Thomason,
Council of
Administrators of
Special Education

"You saved our lives! You
know our members' needs
and you are real experts!"

Barbara J. Smith, Ph.D.
Division for
Early Childhood

Abstract/Speaker Administration & Management

Collecting and managing all the speaker information necessary to produce a conference requires good customer service, accuracy, and excellent organizational skills. We utilize powerful, customized software to manage the data. This service supports receiving, logging and disbursing incoming information from speaker abstracts & submissions, generating presenter confirmation letters, and other related conference data. We have an extensive author kit to support both the individual speakers and all related publications. Our high tech tools provide accuracy, good communication and flexible reporting. We provide excellent support and communication to the speakers.

In conjunction with state-of-the-art providers, we coordinate all your needs with the latest technology in equipment, single and multi image, computer generated and photo presentations, and spectacular multimedia productions.

Budget Development and Management

Under development. Please check back shortly.

Conference Headquarters

Divert the large volume of incoming calls about the Conference from your office. We will establish a published phone number, e-mail address and/or web site for your Conference "Headquarters". Save your staff countless hours from distractions during peak conference time. We provide attendees, speakers, exhibitors, suppliers, and the client's staff with a single contact point for information about the conference. We provide immediate dissemination of conference promotional and other materials and assist in assembling, maintaining and updating client mailing lists. We maintain the highest level of customer service and that “personal touch”.

Contract Negotiations

Our hotel-experienced staff, now working on the "other side of the desk" is well trained to negotiate the best convention center, hotel and vendor contracts for our clients. Our high volume of meetings gives us volume clout that many clients do not have on their own. We implement our own hotel and vendor contract formats to provide our clients with the best value, service, and liability protection. We also rebate hotel commissions.

“Without you, the
Trade Show would
and could not have
come to fruition!”

Sherry Smith,
Health Facilities
Association

For clients launching a new event or re-engineering an existing event, we join the design team as an active partner. Getting the best answers requires asking the right questions. We offer our extensive experience, open perspective, and strategic planning tools to contribute to the 'building' of a new event. We help you construct a strong framework, concrete goals, clear milestones, an identified budget, and specific roles and responsibilities, all keys to achieving success.

Exhibits & Tradeshow Management

We coordinate all exhibitor registration, exhibitors' requirements, payment collection and booth placement. We coordinate bid solicitation and management for all equipment, setup and decor. Our management staff gives registered and potential exhibitors personal attention and service. We develop ongoing relationships that keep the show growing from year to year.

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Food & Beverage Management

We manage all food functions on-site and off-site. Our staff is sensitive to the management of budgets. Creative theme menus, from simple fare to production of extravagant and first-class dining experiences, are available. We have the experience and creativity to redesign and revitalize standard banquet menus and get you the best value.

Incentives/Gifts/Awards/Promo-Ad Items

We provide consultation, recommendation and access to excellent pricing to an expansive variety of options from simple to elegant and from professional to personal.

“You are the best! There has been a
quantifiable improvement in my life
since we began working with you.”

Alice Watland,
ATA

International Meeting Management

We have a proven track record of successful meetings throughout North America, Western Europe and the Caribbean. Our experience with international meetings and our worldwide network of reliable vendors will give you the assurance you need to produce your international meetings.

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"That is one very happy lady
on your promos. Needless to say,
that was me on March 1, 2004."

Mary Backley
Chief Operating Officer
Grantmakers In Health

Internet Technology Support

We have broad experience in working with a wide variety of vendors and facilities to accomplish on-site internet and intranet installation, networking and use of high-speed data lines and other state-of-the-art technologies on-site at your conference. We coordinate the installation, set up and operation of both hard-wired and wireless internet solutions.

Legal & Liabilities Issues

Our professionals are current and trained on the latest issues in the industry. We offer expertise in the areas of attrition, hotel and convention center contracts, housing block piracy & protection, competing with internet travel sites, liability insurance, special needs issues, service and facility compliance.

Meeting Planning: Domestic and International

We use highly specialized electronic, project management software to manage every detail. These software tools support accurate logistics management, budget control and excellent communication of such key items as meeting room inventory, room set ups, presenters, technology, timeline, sleeping room reservations, and menus. These are integrated with team member action items and assigned completion dates.

On-Site Staff & Travel Directors

We provide strong leadership at the conference site. We have experienced staff for all of your on-site staffing needs both nationally and internationally. We have over 300 meeting planning staff and independent travel directors located nationwide. Over 25% of our staff is multilingual. Our staff's goal is to ensure a smooth operating program from beginning to end. We take pride in our staff's excellent leadership skills, trouble shooting and problem solving abilities and exceptional organizational skills.

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Publications Management

We have wide range of experience with conference-related publications. We provide the highest level of print design and production. Our staff provides the services needed to manage the entire publication process including text compilation, layout, proofing, production and mailing. Publication design and information are coordinated with the web site to provide a consistent, professional look. Our experience encompasses all types of conference products including brochures, announcements, programs, training manuals, abstracts and proceedings. We have the tools and technology to create products in hard and soft copy.

"It was pleasure working
with you for our ninth year"

Theresa Roberts,
US WEST Technologies

Online Registration

We have state of the art, online, secure registration. Online registration capability can be set up as a link from your home page or from a separate, dedicated web site. We also offer traditional registration via postal mail and fax. Payment processing can be done using your credit card merchant accounts or they can be processed through our merchant account. Accurate data, timely confirmations, valuable reporting and excellent customer service are all part of our services.

Site Selection, Negotiations and Contracting

We write customized Requests for Proposals (RFPs) based on your specific needs to research and identify the best locations and properties. We utilize our extensive meeting site database, we leverage our high volume of meetings and strong hospitality relationships. We evaluate accommodations, meeting space, special attractions, accessibility to public transportation, local subcontractors, general logistics and overall image/value considerations. We negotiate and execute fair contracts with excellent client financial “packages”. Opportunities exist for your organization to receive hotel commission rebates to offset our management fees for very significant savings.

Timeline Development & Management

Under development. Please check back shortly.

Vendor Management

Under development. Please check back shortly.