Meeting Masters Inc. (MMI) offers a full range of live, virtual, & hybrid event design services for organizations of any size, whether it is to manage all aspects of your event or to augment your own capabilities. Every client is different. Every audience is different. Every event is different. That’s why we do not have a one-size-fits-all approach to our event management strategy. Instead, we take a collaborative approach where MMI is part of your team.
[571] 233 - 6941
We're on it. See what MMI can do for you.We engage our experience, and that of our clients, to understand what will make your event both distinctive and exceptional - whether a live, virtual, or hybrid event. We will conduct an initial team meeting with you to assess the event’s overall focus, impact, and measurable results of success.
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Site Selection & Contract Negotiations
During our almost 30-year history, MMI has developed relationships with a host of global hotel brands all over the world. We understand that hotels are a business, and at the same time, we need to protect our clients’ interests. Our strong relationships with these hotels and event venues allow us to lessen liability and reach cost-effective solutions. Once we identify venues that match your criteria, we negotiate rates and concessions and facilitate the contracting process. We also include an addendum featuring often overlooked protections that assist in reducing liability and cost. As a client, you receive the highest possible return on your event, all at no cost to you!
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Budget & Timelines
MMI believes that events should be viewed as an investment, and we will do whatever it takes to make it a great one. We know that creating a solid budget and timeline is all about planning, and excellent planning depends on asking the right questions. We will sit down with you and ask all those important questions and then categorize each aspect of the event. We will break-down each category's budget and timeline, making sure to highlight anything of major importance to you. We will track the budget and timeline and provide regular updates to make sure we always stay within time and budget.
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On-Site Event Management
Planning an event can be stressful if you must be both the host and the planner. The key to a successful event is to have someone there to handle all the production aspects so you can enjoy the event and be a host to your VIPs and attendees. We know there is often a level of unpredictability that comes with every event, and we embrace all stress professionally - and with just the right amount of humor. We aim to be fun, reliable people to work alongside, and should an unforeseen issue arise during the event you can be rest assured that WE’RE ON IT.
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Event Layout & Design
With every event there are numerous details occurring simultaneously, and our team is trained to skillfully manage them. Our method for managing venue details is to serve as the main liaison throughout the planning process. With MMI’s expertise, we can help your corporation or small business create a memorable event that is unique, highlights your brand and leaves a lasting impression on your attendees. No detail is too small, and no task is too large for the MMI team.
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Event Marketing
Events need marketing to be successful. We are available to assist your marketing team with any pre-event marketing blasts and distribution. We also have the resourses to create one-of-a-kind event materials for your use on social media, email blasts, event programs, meeting summaries, flyers, contests, presentations, brochures, advertising, and public relations. We will work with you to determine all marketing and publication collateral, and what you would like us to assist in managing.
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Material Assembly & Distribution
Events come with a lot of materials, from event programs and thank-you gifts to dinner menus and drink tickets. Our staff can handle all event material assembly, distribution, and coordination so attendees are always provided everything they should be to stay informed and appreciated throughout the event.
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Sponsorship Management
Sponsors are paramount to an event’s success, not only because they bring in critical financial resources, but because they lend great credibility and marketing buzz to the event itself. MMI views sponsors as the event partners and believe it is our duty to create a better experience for them before, during, and after the event.
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Food & Beverage Management
Food and beverage are an integral part to the event’s overall success while also accounting for the largest cost to it. Once we identify your event food and beverage visions, we will work with catering staff to provide customized, diverse, high-quality, and cost-effective food options.
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Audio Visual/Multi-Media Management
Our process of audio-visual / multimedia coordination also incorporates all design, lighting, and equipment setup. Our initial meeting with you will provide us with an understanding of the overall objectives. This includes having a firm grasp of the intended presentations and messages to be delivered during each segment. We will work with the event venue audiovisual and set-up departments to bring your visions to life.
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Registration Management
First impressions are important. MMI will be there to greet your attendees with a smile and check them in as quickly and seamlessly as possible. When clients opt to use more advanced technology available for registration, we will use these services as a communication tool to both attract and engage attendees. Throughout the entire event, staff will remain on-site in a central, known and identified location to assist attendees with whatever they need.
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Vendor Collaboration & Management
Our years in the event management business have awarded us with strong relationships with vendors throughout the USA and the world. We have a database of trusted vendors to recommend, from photographers and videographers to travel agencies, florists, and translators. Whether you opt to use your preferred vendors or any of our recommended vendors, we will collaborate with all of them to maximize the most hassle-free experience and will remain adaptable to any potential changes throughout the event planning and management process.
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Speaker Management
When managing event speakers, we provide them with an executive summary of the conference, with demographic information about the target audience; a description of the venue that clearly states any technical requirements or limitations that the speakers might face; a list of speaker bios and general presentation topics (if the exact titles aren’t set yet), so that each speaker can see who else is attending the event; and any other travel and/or hotel information that they might want to know well in advance.
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Travel & Housing Management
We know travel can be a daunting and tiresome process. To mitigate the process, we provide all attendees with a 'details' sheet to make it as simplified and smooth as possible for them to make their own arrangements. We also provide a profile sheet attendees are instructed to return to us (and/or the client). We’ll provide their name and travel details to any relevant travel agencies, drivers, and hotels for coordination. This process helps track which attendees made arrangements and which need follow-up reminders. Additionally, we can make travel & housing arrangements for any attendees requested by you (event VIPs, sponsors, speakers, etc.). We will provide these attendees with their final travel details and can even pre-check them into their hotels and set-up welcome gifts in their rooms.
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Post-Event Follow-Up & Evaluation
Once an event is over, we take care of all the logistical and financial details to wrap up the event. This might include packing and shipping items, settling accounts and following up on invoicing. We know there are many other details to consider in the wrap-up phase, which we determine with you, our clients. We will conduct debriefs not only with you, but all venue teams and other outside vendors. Based on your objectives and preferences, we can also help you stay connected with attendees, whether it is by providing them with all relevant content from the event like presentations, industry studies, or a full list of attendee contact information; or depending on your objectives and budget, we can become more involved with the follow-up marketing process.
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“You are dedicated professionals! I’ve witnessed first hand your hardworking staff doing whatever is needed to make a successful meeting.”
- HIAA
When it comes to event planning - experience matters. With over 20 years of experience, Meeting Masters, Inc., has designed a range of events for every kind of organization, whether large or small. . No matter the size or scope of your event, we are excited to start planning!
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ConferencesConferences are an important way to maintain and develop authentic business and career enhancing connections. The conferences we design - Professional Development, Educational, Membership-Based, & Networking - provide opportunities to discuss best practices within an industry and gain a variety of viewpoints.
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MeetingsResearch has shown that most meetings are a major productivity killer. However, well-planned and well-managed meetings – whether they be large or small, person-to-person, in a conference room or online – can be highly effective and successful if there is a clear strategy, they stay on topic throughout and remain calm and analytical at all times.
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Trade ShowsWe are experts at designing symposiums & trade shows that help your organization achieve their goal. We develop timelines and budgets outlining every aspect of the trade show & symposiums (e.g., dates, location, booth orders, registration fees, staff traveling, designated exhibit structures, etc.) and then, we're on it. You can trust us to get it done.
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FundraisersWhether you are a charity organization in need of a fundraising event, - like an auction, gala, or golf tournament - or a company looking to give back to the community, our local connections allow us to create an event that will resonate with your attendees.
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CelebrationsBringing the group together to celebrate milestones and successes is one of the most important ways to build a strong organizational culture. MMI plans either stand-alone celebrations or celebrations that are part of a larger program such as a multi-day conference.
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ExperiencesWe love to keep things both fun and memorable while showing off all that the local destination has to offer. Whether looking for a VIP Experience, a Team-Building Outing, or Family Program part of a multi-day event, we know how to design an experience your attendees will remember for years to come.
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MMI offers a full range of event planning services for organizations of any size, whether it is to manage all aspects of your event or to augment your own capabilities.
Our expertise in site selection, contract negotiating and budgeting, event layout and design, travel and transport logistics, on-site event management and more are all customizable and scalable. This means our meeting and event managers will handle all the event production aspects so you can enjoy the event and be a host to your attendees, no matter if your event is a trade show, annual meeting, or conference. We're on it. Our professional planners have a vast range of experience working with national and international organizations in industries such as:
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“I never hesitate to recommend Meeting Masters to colleagues in need of meeting planning services. After working with Diane Fulton, President of MMI, for 18 years, I know that they will deliver high-quality services every time.”
- Susan Van Gelder, Sr. Vice President | Federation of American Hospital
© Meeting Masters, Inc.
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MEETING MASTERS, INC