Post on 04-Dec-2014
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Meeting & Event Planning
Corporate Events Meetings Logistics Planning
Strategic Business Communications, Inc.13230 Evening Creek Drive
Suite 213San Diego, CA 92128
(858) 679-1805www.sbcinc.info/meetings
12 Steps To Completely Plan Your Next Event
Planning a event or meeting is like writing the perfect business plan; every detail effects the bottom line.
Step 1: Create a Vision
Your vision and goals are essential in helping us create a successful event for you! We also need to know all
about your expectations of your event
Step 2: Establishing the Right Location
With our own catalog of over 200 locations, we can help find a perfect location for you!
Once you decide on a venue, we take care of the details:Booking the siteRooms and meal bookingsRoom layoutsNegotiate ratesContractsTransportation needsAnd more…
Step 3: Master Timeline & Task DelegationWith over 300 events each year, we have NEVER missed
a deadlineWe create a customized timeline for every step of your eventDetails, details, details!
Step 4: Event Supplies
We take care of EVERY detail:
All Printing and Reproduction
Audio Visual Requirements
Event Gifts and Prizes
Shipping Materials
Cost-Effective Solutions
Step 5: Stay within Budget with Suppliers
Step 6: Get the Word Out!
Let us help you spread the word and organize attendees: Choose or create custom invitations and
announcementsEstablish registration fees and policiesCreate registration and RSVP methods
for attendeesSend out invitations and save-the-date
notices
Step 7: Regular Briefings & Review
Communication, organization, and perfection are KEY elements to a successful event
We will achieve this by:Reviewing TimelinesBudgeting ReportsAttendance UpdatesReviewing AgendasEstablishing Weekly Reporting
for all of the above
Step 8: Finalize and Distribute
Final numbers and attendee confirmations are necessary:Create a Final Attendance ListFinalize Room SetupConfirm Travel ArrangementsGive Guaranteed Numbers to Food and
Beverage VendorsFinal Materials Count and ChecklistSummary Report of Event Details and
Points of Contact
Step 9: Communicate to Attendees
Leave it to us to communicate all of the final details to your attendees:Location and DirectionsEvent/Meeting AgendaAround-the-Clock Accessibility for
Questions or ConcernsEnrollment Accommodations for
Last Minute Attendees
Step 10: Receiving Your Materials
We have a PERFECTION policy to ensure all the correct materials arrive at your event on timePackaged with double
inspection policyCustomized packing listsShipped several days prior to
eventConfirmation of arrival and
storage at venueShipping materials provided
for easy return delivery after the event
Step 11: If Needed, On Site Event Support
A hassle free event is our promise to you!
We will make your event exactly right for you:We can provide an on-site event
coordinatorsManage the on site set-up and
logisticsSolve any challenges that may arisePack up the meeting and get everyone
home so you can get back to business
Step 12: Post Event DetailsAfter the event, we can provide:
Financial Reconciliation and Post-Budget Performance ReviewPrepare Final Meeting Reports and Event Evaluations from
Clients and ParticipantsSend Follow-Up Appreciation Letters, Awards, or Certificates
for Attendees
We review every invoice in detail to eliminate overcharges and errors. Last year we were able to save
our clients just over 3.5% on each of their events!