The perfect location for your meeting or event is out there – and we can get you there. We will create a detailed Conference Management Plan™ that will lead us to the right place.

MMS will research and present available sites based on your established criteria which will specifically meet your requirements related to size, geographic area and time frame. We will visit the sites and assist you in evaluating potential venues by developing additional criteria and providing valuable recommendations based on our expertise in order to help narrow the list and determine the most suitable location for your group.

We found you a great location; now let MMS get you an amazing deal.

Because each organization has unique requirements when it comes to setting the terms of a contract, MMS will work closely with you and the venue to develop a unique contractual relationship that most benefits your group. MMS’ meeting planning staff includes hotel professionals with years of experience in the industry who will make sure that you receive the best deal, at the best price and at the best conditions.

Your attendees’ first impression comes from the registration department. Our Registration Management Plan™ will keep everything on track. Our dedicated and friendly registration staff operates under one cardinal rule: Your attendee is our top priority!

MMS provides full service registration management, including, but not limited to:

• Materials and Forms Design
• Supervision of Mass Mailings
• Blast Email Marketing
• Database Design & Management
• Data Entry
• Dedicated Phone Line (answered by our live customer service representatives and not phone trees)
• Dedicated Email Address
• Create and House a Secure Online Registration Page
• Online Registration Support and Processing
• Report Generation (standard and/or customized)
• Badges and Other Registration Materials
• Electronic Lead Retrieval
• On-Site Management

Got a room block crisis? We’ll manage it!

MMS offers centralized housing block management services, to which we apply the same standards of service as we do to our registration department. We provide complete housing block management that consistently tracks your room block’s inventory in order to maximize your group’s room usage prior to the established cut off date. We can do this for one hotel or a city-wide convention with multiple properties.

For room blocks, we direct bookings so that your usage is maximized in order to minimize any attrition consequences that may occur. We take a more personal approach in conducting the housing management, handling cancellations and change. We will also manage and conduct audit reports so that you receive credit for people outside of the room blocks.

Our onsite staff will ensure a hassle-free arrival for your attendees. MMS will communicate with you via standard or customized reports so that you know where you stand at all times. We will also provide you with a final report that is valuable for future programs.

Thousands of details are involved in the planning of an event. Leave the details to our staff so you can focus your time and energy where it is needed most.

At MMS, we begin the logistical management process by creating a customized Conference Management Plan (CMP). The CMP includes overall logistical tasks and outcomes for your event such as:

• Budget Management
• Audio Visual Management
• Third Party Vendor Management
• Hotel & Event Management
• Post Conference Follow Up

On-site, MMS provides supervision for all meeting operations, including meeting room and audio-visual equipment set-ups, special events and social functions, speakers, transportation, signage, security, and will act as a liaison between your group and the hotel staff and subcontractors.

Careful financial management is critical to the success of any organization’s meeting.

On the expense side, MMS works with our clients to develop zero based operating budgets. On the revenue side, as part of our registration services, MMS provides complete financial & secure management services for our clients, including, but not limited to:

• Bank Deposits
• Credit Card Processing with immediate on line transactions to your account(s)
• Statements Reconciled by Batch
• Financial Report

Additionally, on the revenue side, as part of our exhibitor sales and sponsorship services, MMS can improve the bottom line of your meeting or exposition. Our trained staff will sell your exposition to potential exhibitors or sponsors, maximizing the participation from both repeat and new vendors.

Our focus is to create a partnership where everyone wins.

Exhibitor sale revenues are critical components to the financial success of your conference. Exhibitors and co-sponsors can benefit by increased exposure to a targeted, influential audience, while your financial success is taken to exciting new heights.

MMS will design an exhibitor and co-sponsor program that brings together a cohesive way to deliver the maximum benefits to your attendees, exhibitors, co-sponsors, and your bottom line.

Our comprehensive exhibit hall management techniques allow us to manage your exhibit hall and its components to ensure a flawless event with consistent flow throughout. Our exhibit hall experts will:

• Improve and maximize attendance
• Analyze the possibilities of the exhibit hall to maximize the sale to exhibitors.
• Perform all pre-show planning and management.
• Serve as a central point of information and communication for exhibitors.
• Act as liaison between the exhibit hall, all subcontractors and security.
• Draft floor plan focusing on maximum exposure for each exhibitor.
• Work with exhibit hall space to ensure the following criteria’s are met:
  • Fire Marshal Safety Requirements
  • Consistent Flow
  • Proper Food and Beverage Placement

MMS can serve as the focal point for logistical information gathering when it comes to your invited conference speakers and presenters.

We work with your organization to develop call for papers, written communications (for example: introduction and thank you letters), blast emails and speaker release forms.

MMS develops and designs a speaker database to use as a tracking device when collecting the individual speaker release forms, biographical sketches, presentations, handouts and audio visual requirements.

We coordinate speaker travel and transportation arrangements as needed, and handle all of their audiovisual requirements, speaker ready room logistics, and any special needs.