Plan Your Meeting
When it comes to planning and executing meetings, Event Dynamics operates in much the same way as does a master tailor. Every meeting we do is a custom fitted to ‘suit’ your particular requirements. It all starts with being an attentive listener and taking full ownership of each client engagement…while taking nothing for granted.
We are never daunted by challenging budgets; we take particular pride in consistently delivering an exceptional return on our clients meeting investment. We have a deeply experienced international network that we rely on for up-to-the-minute information and insight on destinations and venues. We also have our own ‘feet on the ground’ on a regular basis as we regularly conduct in-country advance scouting and reconnaissance in Asia, Eastern and Southern Africa and Latin America.
Our comprehensive approach to planning and orchestrating successful meetings:
- Conduct extensive research and then recommend destinations, venues and on-site services for client review and final selection
- Negotiate hotel and/or convention center contracts
- In-house airline reservations and services
- Create and manage mutually agreed work back schedules
- Connect clients with our on-site partners for the provision of technical/IT/social media services, from entertainment to opening ceremony concept and execution to evening and off-site events
- Facilitate meeting website design and implementation, plus secure online registration services, database management
- Create and deploy personalized communications to each participant/attendee using both digital and social media channels
- Manage submission of scientific abstracts, poster presentations, etc. for scientific review and final programming into the agenda
- Research and manage field trips, learning visits or cultural exchanges to enrich the participant experience
- Research and recommend additional services (including pre and post itineraries for attendees) to deliver extra value.
We are committed to building and maintaining positive, strong relationships with on-site service providers to ensure total support and commitment during the actual meeting. In partnership with the client and our trusted local partners, we also strive to be socially and environmentally responsible. From selecting delegate supplies (e.g., bags, name badges) that are locally produced, often from community groups, to minimizing the overall ‘footprint’ of the meeting, we continually look for ways to reduce, reuse, recycle and give back through support of local artisans.
From the big picture down to smallest detail…we are fanatic about orchestrating meetings that exceed client expectations and delight each and every participant. This ‘360°’ approach also helps our clients to meet their attendance and revenue targets. And like a master tailor who prides himself on producing hand-crafted excellence, we have the ‘measure twice, cut once’ wisdom and perspective that comes from years of in-the-field experience, expertise and connections.
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