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 MANAGEMENT SERVICES INCLUDE: