Maryland Conference Registration Company Meeting Management Planning



	Logistics Case Study

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The Background

Here is an example of how YesEvents solved a challenging Logistics problem. After the event last year, our sales and marketing manager contacted the customer's management team with a solution to streamline the execution of their event and save money. The plan was to centralize the logistical components within our office versus having the customer assign the management of details and data for each element of the event to the customer's staff that pertained to their portion of the event's production. We recommended that each team member work under the direction of the YesEvents planner. This would allow the client to remain focused on the content while YesEvents managed the details.

Summary of Needs

Site Selection
Contract negotiation
Speaker Management
Audio visual management
Exhibit management
Vendor coordination

Solution

Within two weeks time, YesEvents was able to present the client with a number of acceptable proposals that met the needs of the event including 4,000 room nights and 100,000 square feet of meeting space. After providing feedback and guidance to the client, the contract was negotiated to meet all the needs of our client. Once the venue was secured, YesEvents negotiated the decorator contract which allowed the exhibit prices to be set and sales to begin.

YesEvents created speaker documents including the agreement and managed the collection of the executed contracts. Once the agreements were received, YesEvents then collected other details such as audio visual requirements, travel and hotel reservations, biographies, and presentations. We were able to accurately report on what details were received and those that were outstanding.

YesEvents quickly gathered the audio visual requirements from the speakers and the sponsors which allowed YesEvents to solicit bids from vendors and negotiate the best possible price. This was a terrific improvement over the last year when audio visual components were ordered while onsite at a much higher rate.

While onsite, YesEvents conducted a pre-convention meeting with the labor union, the venue, the decorator, the audio-visual company the CVB and the client. The purpose of the meeting was to ensure each party had a clear understanding of the expectations and the chain of command. The attention to detail during the Meeting Events Planning paid off.

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"YesEvents' onsite trade show management and logistical meeting planning is top notch. They were able to effectively handle any tasks that we asked them to do. They worked well with our association staff, which resulted in a great meeting planning team for our convention."
Linda Chapman
Administrative Director
WEVA International



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Logistics Case Study