Event & Meeting Management

Event and Meeting Management

EST has managed the logistics of hundreds of meetings, ranging in size from 10 to 6,000 attendees, and supporting hundreds of speakers and consultants throughout the country for those events. The key to our success is our experience and we have developed the ability to anticipate problems before they arise and take steps to avoid them. This makes our events run smoother for everyone concerned. We have designed and developed numerous online registration portals with the capacity to manage speakers and all administrative tasks. We have also provided support for hundreds of webinars and virtual meetings. No task is too small or menial. We pay attention to the details to ensure that all logistics are managed, thereby freeing our clients up to do what they do best.

EST has years of experience in managing event services for individuals with special needs. For attendees with disabilities, we make sure that our in-person and online events are ADA compliant. Our technology will be 508 compliant and we will provide translation and support for special needs, including sign language, large print materials and Computer Aided Real-time Transcription.

Travel Logistics

Provide accommodations
Coordinate travel, transfers and tours

Publications

Graphic design
Event programs and publications
Banners and event signage
Name badges
Information packets

On-site Support

Registration desk support
Monitoring and troubleshooting with Hotel and Venue staff
Note-taking

Electronic and Online Media

Prepare speaker presentations and event publications for online and digital distribution

Attendee Feedback

Design online attendee evaluation forms
Manage distribution and collection of evaluation forms
Prepare statistical and narrative evaluation summary reports

Translation and Special Needs Requirements

Identify translation and special needs requirements
Provide certified translators
Manage document translation process
Coordinate accessible transportation

Event Planning

Comprehensive pre-conference to post-conference planning
Schedule and work plan development
Resource identification
Venue management
Locate, assess and recommend venue sites
Negotiate and contract with venue
Review billings and make payments
Provide on-site liaison and direction

Financial Management

Prepare event budget
Report on costs and cash flow
Receive attendee, exhibitor and sponsor payments
Perform final reconciliation
Vendor management
Identify, negotiate and contract with all vendors, including production, audio visual and lighting, photographers, sign language interpreters, transcription, catering, transportation and others

Speaker/Consultant Coordination

Identify, contract and manage expert speakers and consultants
Manage speaker and consultant travel and honoraria payments

Event Marketing

Create marketing plan
Develop, implement and host event website
Design and produce marketing material
Plan and implement web-based marketing campaign

Event Registration

Provide online and on-site attendee registration management
Provide for online and on-site attendee payments
Manage all attendee communication

Event and Meeting Management

Travel Logistics ​

Provide accommodations

Coordinate travel, transfers and tours

​ Publications ​

Graphic design

Event programs and publications

Banners and event signage

Name badges

Information packets

​

On-site Support ​

Registration desk support

Monitoring and troubleshooting with Hotel and Venue staff

Note-taking

​ Electronic and Online Media

​​

Prepare speaker presentations and event publications for online and digital distribution

​ Attendee Feedback ​

Design online attendee evaluation forms

Manage distribution and collection of evaluation forms

Prepare statistical and narrative evaluation summary reports

​ Translation and Special Needs Requirements ​

Identify translation and special needs requirements

Provide certified translators

Manage document translation process

Coordinate accessible transportation

​

Event Planning ​

Comprehensive pre-conference to post-conference planning

Schedule and work plan development

Resource identification

Venue management

Locate, assess and recommend venue sites

Negotiate and contract with venue

Review billings and make payments

Provide on-site liaison and direction

​ Financial Management ​

Prepare event budget

Report on costs and cash flow

Receive attendee, exhibitor and sponsor payments

Perform final reconciliation

Vendor management

Identify, negotiate and contract with all vendors, including production, audio visual and lighting, photographers, sign language interpreters, transcription, catering, transportation and others

​ Speaker/Consultant Coordination

​​​

Identify, contract and manage expert speakers and consultants

Manage speaker and consultant travel and honoraria payments

​

Event Marketing ​

Create marketing plan

Develop, implement and host event website

Design and produce marketing material

Plan and implement web-based marketing campaign

​ Event Registration ​

Provide online and on-site attendee registration management

Provide for online and on-site attendee payments

Manage all attendee communication

​​

EVENT MANAGEMENT SERVICES INCLUDE: