Set the Stage for Success
We'll get started on key event details quickly from site selection to swag. Our planners can arrange every detail from food service, audio visual, hotel accommodations, transportation, and more.
We make registration a snap. Guests can register using a customized website with multiple payment options. Our team can handle registration calls, email inquiries and confirmations while providing you with weekly enrollment updates.
At your event, have our team on the ground. Let us expedite guest services and resolve emerging event issues so you can focus on networking and learning.
Plan your next event or conference with help from experienced professionals!
You and your team did a simply outstanding job of supporting Discover USC on Friday. Your team moved our more than 1,400 guests quickly and efficiently through registration and ensured that every aspect of your support of the day was flawless.
Jack Claypoole, Chief of Staff and Executive Director for Strategic Initiatives, Office of the Vice President for Research
Planning Services
Tap into our proven provider network to ensure peripherals and presentations run smoothly throughout your event. Knowing audiovisual needs is vital even in early planning. More than just having the right equipment, you should expect technical capabilities that’ll perform flawlessly.
AV can make or break an event. And every venue’s rules and capabilities are different. While some include podiums and microphones in their room rental fees, others charge extra for each cable, outlet and piece of equipment used.
Our Services
- Create event resume with checklists and timelines
- Gather quotes and estimates
- Work with providers on work orders, room diagrams and set up
- Schedule and attend pre-con meetings with venue and AV providers
- Manage rehearsals with AV techs and speakers
Staging a conference or event often includes a wide array of expenses. We'll manage your budget to keep individual components highly organized and help you avoid going over budget.
Our Services
- Determine expected revenue and expenses
- Propose participant registration fee
- Identify potential funding sources
- Manage budget from start to finish
- Pay program expenses on your behalf
At the end of the program, we will either transfer funds back to your organization or you will receive an invoice payable back to us.
Deciding what guests will take home from your event is part of good planning. We can manage every aspect of conference materials and deliverables from swag bags to nametags and signs.
Our Services
- Source and produce unique specialty items
- Order poster supplies and display boards
- Coordinate program or event supplies
- Design and source décor
- Prepare swag bags
Offering a customized participant evaluation gathers invaluable statistical and qualitative data after your event ends. We can help you gather data and award continuing education units (CEUs) for participants.
Our Services
- Design meaningful evaluations
- Analyze responses and data
- Provide reports to measure results
- Award CEUs to participants
Adding Value Through CEUs
We can help you determine if your program meets the criteria for awarding CEUs. Add value for participants by awarding one CEU for every ten hours of educational content. To learn more about CEU activity and documentation requirements, contact us or visit CEU Documentation Services.
ind start-to-finish assistance or help with tasks from menu options and selection to managing a catering contract. Food is an important ingredient in a great guest experience. We'll help you choose delicious menus that'll tempt guests' taste buds and meet dietary considerations without burning your budget.
Our Services
- Plan meals, snacks and food services
- Handle special dietary requests
- Handle catering management and logistics
- Control food-related expenses
Ensure an exceptional guest experience with high quality accommodations and manage your hotel contract with confidence. Negotiating hotel contracts can be intimidating and expensive without working experience. Take advantage of our years of our expertise and find the best deal around.
Our Services
- Coordinate site visits
- Negotiate contracts
- Arrange room blocks
To maximize your hotel options, hotel evaluations should begin at least six months before your program. For large annual gatherings, event planning usually begins as the most recent event ends.
There are many ways to promote your conference or event. No matter which vehicles you choose, it's critical to have a communications strategy and timeline that's fine-tuned to your key audiences. We’ll help connect you with the appropriate experts and resources to ensure your event receives the publicity it deserves.
Meeting spaces should be the right size, in a preferred location, and within budget. When you can closely align the setting to the program objectives, you'll enhance the guest experience in a very profound way. Access request for proposal (RFP) insight and assistance to ensure you secure a beneficial contract with value pricing.
Based on your program needs and agenda, our planners can ensure the right mix of rooms is available. We carefully evaluate a space's layout, speaker views, obstructions, and anticipate any bottlenecks that could arise. We’ll also gauge the helpfulness of venue staff and consider contacting references.
Our Services
- Handle venue planning and logistics
- Conduct site visits and provide evaluations
- Handle equipment and furniture requests
- Coordinate set-up logistics
Get your guests where they need to be and when with services from airport shuttles to planned excursions and parking.
One unexpected resource in planning a university-based program is access to a full vehicle fleet. We’re experienced in the careful coordination of airport shuttles, event excursions, and getting guests to and from hotels.
When travel exceeds 15 miles from campus or if the meeting is outside Columbia, we can arrange reliable charter bus services. We fully understand the risks and plan carefully to ensure the safest, most enjoyable experience possible.
Our Services
- Complete travel planning
- Manage fleet and charter logistics
- Ensure ample event parking
I can’t tell you how helpful the conferences and events group as a whole was to us for the SIPA Convention. I would recommend your services to anyone.
Nina Brook, M.Ed., Journalism Sequence Head and Scholastic Media Programs Director, School of Journalism and Mass Communications
Contact Us
Creating a memorable program is all in the details. Our professional team of planners has the expertise to make your conference or event even more special. Let's get started.