Services

Meetings & Events

Best Meetings Inc. offers a variety of services custom-tailored to your needs. Here are the event coordination services we provide and below are our association management services.

Registration

Customized Meeting Registration

Tracking every detail about your attendees can be critical. We use a variety of different software programs to allow us the greatest flexibility in meeting your needs. Attendees will be able to register easily and securely and attendee reports will be provided.

We can:

  • Develop materials for attendees
  • Establish a client event bank account for deposit payments and process payments.
  • Set up and accept registrations online, over mail/email, and on-site.
  • Handle phone inquiries  on our toll-free number
  • Generate attendee reports including specific tracking reports by session, activity, etc.
  • Invoice and follow through on the collection process

Logistics

We can help you find the perfect venue in the right location for your group, and will negotiate the best contract and coordinate all the details. As a member of Meeting Planners International, our contacts allow us to research potential meeting places around the country. 

  • RFP Creation and Site Selection
  • Site negotiation and contracting
  • Coordination of food functions/menu selections
  • Development of a staging guide to coordinate all meeting details
  • Coordination of hospitality suites
  • Liaison between client and site
  • Pre-Conference meeting with the facility
  • Review post-conference site invoice for accuracy
  • Site evaluation

Marketing

Need someone who knows the ins and outs of producing high quality promotion brochures and marketing pieces? From the idea phase to printing and mailing, we handle every aspect.

  • Assist in developing a marketing plan and timeline
  • Develop logo ideas and oversee implementation throughout the event
  • Develop promotional postcards and brochures
  • Provide artwork, mockups and layouts of promotional materials
  • Develop a customized registration form
  • Coordinate the desktop publishing and printing process
  • Oversee mailings
  • Assist in determining photo opportunities
  • Coordinate photography
  • Coordinate press passes and VIP passes
  • Setup personalized email announcements to your prospective attendees

Tradeshow

Enhance your convention budget by developing successful sponsor and exhibitor programs. We have the know-how to help you start a new program or grow an already established one. Sponsors and exhibitors can add a whole new dimension to your convention.

  • Develop an exhibitor marketing plan and timeline
  • Develop an exhibit budget
  • Develop and maintain a potential exhibitor database
  • Create and review a potential exhibit prospectus and contract
  • Create and review potential sponsorship opportunities
  • Coordinate telemarketing
  • Negotiate, coordinate, and follow-up with show decorator
  • Record exhibit sales/contracts and send confirmation of acceptance
  • Develop/review exhibitor information kits
  • Coordinate and register exhibit booth staff
  • Oversee the on-site management/set-up/tear-down of exhibit area
  • Develop an exhibitor evaluation report and tally responses

Entertainment

Even the smallest of budgets can include a networking, social, or entertainment event if you know where to begin.

  • Determine entertainment options according to budget
  • Identify a site to enhance the event (optional)
  • Contract for entertainment
  • Determine sound/staging/lighting needs and negotiate contracts
  • Identify and coordinate decorating options
  • Incorporate theme ideas into the event
  • Develop and coordinate sporting activities

Housing

Accommodations/VIP Services/Transportation

Overnight accommodations and transportation (when needed) can be an important aspect in determining the success of a meeting or convention, and Best Meetings Inc. can monitor your room block to enhance your bottom line.

  • Develop and maintain housing list
  • Coordinate all reservations with the property
  • Arrange VIP special services
  • Coordinate special transportation services

Evaluation

What are the goals of your meeting? What are attendees looking for? Was it successful? We can:

  • Develop customized surveys and questionnaires
  • Consultations/interviews/committee meetings
  • Coordinate Focus Groups
  • Develop conference/program evaluation process
  • Develop participant, speaker/faculty evaluation
  • Tally and report evaluation/survey results
  • Provide extensive final program report

Financial

One of the most important elements of any meeting or trade show is the development of a budget. How do you accomplish your organization’s goals while delivering a substantial return on investment? We know the answers.

  • Establish reporting process with Client
  • Develop a line item budget for your event
  • Determine cost per person
  • Track revenue and expenses
  • Generate invoices for balances due and follow through with the collection process
  • Monitor expenditures
  • Identify ways to cut costs

Association Management

As a leader, you and your board set the direction of your association. But who keeps up with membership databases, mailings and other details? At Best Meetings Inc., we provide the support services so you can focus on your mission.

Association Services

  • Serve as association office – centralized contact
  • Maintain association checking/savings account(s)
  • Provide bookkeeping services
  • Report all financial activity on a regular basis
  • Facilitate sponsorship opportunities

Membership Services

  • Develop and maintain membership database
  • Send out renewal notices to  members
  • Process new member applications
  • Respond to member inquiries

Meetings and Conventions

  •  Make arrangements for board and committee meetings
  •  Conference, meeting and exhibit planning/management
  • Host in-person meetings and webinars

Publications

  •  Produce publications for members
  •  Send out mailings to members
  •  Develop a membership directory
  •  Produce online newsletters