Meeting Management

MMA manages meetings and events as intimate as a two-person luncheon to corporate meetings of 200 to association registrations of 6,500 people and events in third-world countries with dignitaries representing over 23 countries. Regardless of size, we always review all meeting details to ensure a seamless execution. We organize and manage all aspects of meetings, focus groups, special events, one-on-one restaurant reservations, in-booth sales meetings, RSVP processes, on-site registration and post-event reporting.

Our Process

Planning
Managing
Wrap Up

Host Site / Venue

MMA is familiar with a variety of host facilities throughout the country and internationally and will make recommendations for appropriate meeting hotels and locations that match the goals and objectives of your event. MMA conducts site inspections as deemed necessary.

Contracts

MMA manages contract negotiations for Meeting Space, Sleeping Rooms, Ground Transportation, Special Activities, Audio-Visual, etc. with established national account managers to obtain best pricing and volume discounting.

Budgets

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

Audio-Visual / Lighting and Technical Requirements

MMA works with local, national and clients’ preferred, vendors to negotiate best pricing. MMA manages all audio-visual and technical requirements to ensure presentations and content are received in a timely manner as well as manages all aspects of presentation development, including integration of a unified format and theme. We also manage lighting techniques and special effects.

Food and Beverage

MMA works with facilities and caterers to provide inviting and creative food and beverage options, which compliment the meeting, keeping in mind special dietary requirements and overall event budget.

Entertainment and Special Events

MMA understands that a meeting may include entertainment and/or special events, such as
off-site dinners, guest speakers, award presentations, team building activities, etc. We assist in identifying appropriate entertainment or special activities to enhance the overall meeting. MMA manages all necessary arrangements; including activity and venue recommendations, negotiating contracts, logistics, etc. surrounding the entertainment or special event.

Meeting Room Layouts

MMA works to ensure each room is set up to support the unique needs of each meeting or event, taking into consideration meeting flow, noise levels, other activities within the facility, etc.

Registration

MMA offers a variety of registration systems; including on-line (Cvent, StarCite and PassKey), email, phone (dedicated toll-free number) fax, BRCs and more. Central Management Systems (CMS) are used to give programs a unified look and feel as well as capture housing and travel requirements, provide confirmations and follow-up communications, manage updates and changes, etc.

Travel and Transportation

MMA manages all travel requirements including air, ground, VIP amenities and services, etc.

Housing

MMA manages housing requirements and sleeping room blocks to ensure each individual’s needs are met. Additional items, such as VIP amenities, can also be arranged.

Amenities and Gifts

MMA’s Promotional Division can assist with amenities and gifts for attendees and/or VIPs.

Communications and Materials

MMA manages the development and dissemination of all meeting communications; including invitations, announcements, confirmations, detail memos, event reminders, agendas, name badges, tent cards, welcome packets, on-site materials, etc. Communications are essential to the success of any meeting or event and therefore a unified theme is developed and utilized throughout the entire communication process.

MMA Personnel

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.

On-Site Management

MMA manages all on-site elements of the meeting to ensure that all planned details are executed flawlessly.

Liaison

MMA acts as a liaison with all vendors to ensure all aspects of the meeting are managed effectively and efficiently. This includes hotel/venue staff, AV providers, caterers, entertainers, transportation companies, meeting/event staff, etc.

Staffing

MMA can provide or arrange for and manage additional on-site event staff. All staff are versed in a variety of event staffing roles, including registration, meet & greet, advancing venues and more.

Call to Action 24/7

MMA understands that during a meeting or event, 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.

Invoice Reconciliation

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

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.

Cost-Saving / Process Improvement Initiatives

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.