MMA researches, identifies and presents city and venue options that are appropriate for each specific conference. Upon site selection, MMA continues to work as a liaison between the association and venue to negotiate contracts, plan and implement the conference.

MMA develops and maintains target vs. actual budgets for conferences. Budget reports are used in managing current conferences and for future planning.

MMA has experience in managing all aspects of the exhibit hall at an association conference, convention or tradeshow. MMA works with the association to develop, produce and disseminate an Exhibitor Prospectus for the conference. We work with the association to identify the appropriate types of companies/organizations that should exhibit at the conference and then utilize email and internet communications, mail campaigns and phone calls to promote the conference to potential exhibitors. MMA manages all aspects of exhibitor registration, payment collection, booth assignment and confirmation, collection of additional forms/information and on-site registration logistics.

MMA works with associations to develop sponsorship opportunities that support the goals and objectives of the conference, providing supporters with value added exposure. MMA’s experience includes sponsorship brochure development, sponsorship sales, production and logistical management and on-site implementation of sponsored items and/or activities. MMA’s Promotional Division can make recommendations for and arrange production of sponsored items.

MMA can work with associations to develop attendee registration processes and then manage all aspects of attendees registering for the conference. MMA has worked with associations to develop print, phone and on-line registration materials and processes. Utilizing various online event registration program, MMA can collect attendee registrations and fees, then provide confirmation materials to attendees and manage on-site registration processes and logistics.

Once the association has identified and received initial commitments, MMA manages logistical elements of speakers and their presentations. Logistical elements include speaker confirmation/registration, transportation, housing, obtaining presentations and securing audio-visual needs.

MMA manages the development and dissemination of all meeting communications; including invitations, announcements, confirmations, detail memos, reminders, agendas, name badges, tent cards, welcome packets, on-site materials, etc. Communications are essential to the success of any conference and therefore a unified theme is developed and utilized throughout the entire communication process. MMA’s Promotional Division can make recommendations for and produce conference materials such as tote bags, lanyards, notepads, pens, etc.

MMA manages individual housing requirements and/or sleeping room blocks. MMA is familiar with integrated housing management systems, such as Passkey, and also works with existing client systems.

MMA identifies and negotiates conference contracts with General Service Contractors and/or Decorators. General Service Contractor responsibilities that MMA can manage include, but are not limited to: floor plan development, materials handling/drayage, exhibit hall and public space set-up and dismantle, electrical and booth accessories, signage design and production, exhibit service kit development and dissemination, etc.

MMA identifies and negotiates conference contracts with audio-visual, lighting and technical element providers. MMA management of these vendors include, but are not limited to: stage design, meeting room floor plans, equipment needs, set-up and dismantle, exhibitor order forms and processes, speaker requirements, etc.

MMA works with facilities and caterers to provide food and beverage options for all elements of the conference, including event meal, break, reception and special event functions, hospitality areas, exhibitor order forms and processes, cash sales, etc.

MMA identifies and manages appropriate conference special events and activities, such as keynote speakers, award presentations, team building activities, dinner events, community projects, etc. to enhance the overall conference. MMA handles all necessary arrangements; including activity and venue recommendations, negotiating contracts, logistics, etc.

MMA understands the importance of security at conferences of all sizes. We work with associations, facilities and vendors to identify security needs, research security companies, negotiate contracts, arrange schedules, manage on-site, etc.

MMA works with associations to identify other required service providers and then negotiates contracts and manages all appropriate logistics.

MMA works with the association to assign conference venue space for specific agenda activities. MMA works to ensure each space is set to support the unique needs of each conference activity, taking into consideration conference flow, noise levels, other activities within the facility, etc.

All clients will be supplied with at least two MMA personnel for access on a 24/7 basis to assist with any event-related issues during the planning phase.

MMA is versed in a variety of electronic convention, conference, trade show and meeting management tools, such as:

Passkey is the travel industry’s most recognized group reservation and optimization technology provider. Passkey serves over 85% of the North American CVB market and is deployed at over 700 hotels worldwide.

USI is a dynamic and agile software company that defines itself as the global leader in event management software for venues & event organizers.

StarCite provides the world's leading online meetings management platform. StarCite currently works with hundreds of Fortune 500/Global 1000 companies, including many of the largest pharmaceutical, technology, financial services and travel management companies.

ShowGo, Seattle Software Corporation’s award-winning trade show management software, is the single point of collaboration for multiple stakeholders to access and manage all logistics surrounding industry trade shows.

MMA’s experience with different associations, along with our meetings and conventions expertise, allows us unique insight to better work with associations to handle many on-site logistics, including but not limited to: exhibitor registration and management, attendee registration, set-up and dismantle, management of service providers, etc.

MMA acts as a liaison with all vendors and service providers to ensure all aspects of the conference are managed effectively and efficiently. This includes venue staff, general contractors, AV providers, caterers, special activities, transportation companies, conference staff, etc.

MMA can provide or arrange for and manage additional on-site conference staff. All staff are versed in a variety of event staffing roles, including registration, meet & greet, special activities and more. Staff can attend training specific to the conference as requested by client.

MMA understands that during a conference, last minute changes, requests and/or suggestions arise…regardless of how abstract or off-the-wall they may be. We troubleshoot, accommodate and execute these requests to the best of our ability on a 24/7 basis.

All invoices are prepaid by MMA on behalf of the client. A final detailed invoice will be provided to the client for payment only after MMA has reviewed all invoices for accuracy and reconciled discrepancies.

Post Event feedback surveys can be developed and distributed, either electronically or manually. MMA can collect feedback, anonymously if necessary, and provide detailed reports of results to appropriate parties.

MMA analyzes client’s current processes to identify cost-saving initiatives and makes recommendations to the client on how to streamline processes and implement identified cost efficiencies.