Special Events

In addition to handling conventions and meetings, MMA specializes in planning and managing events. Whether you are looking to hold an event in New York City’s Midtown Times Square or in Hollywood, CA—Meeting Management Associates can help. We handle all logistical aspects from selecting venues, obtaining permits, designing and planning the activities or exhibit, to staffing of the event itself. No matter what the goals of your event are we will help you meet them.

Our Process

Planning
Managing
Wrap Up

Venue Selection and Inspection

With your company’s goals in mind, MMA can make recommendations on appropriate venues to hold your event and/or exhibit to ensure that you are reaching your targeted consumer audience.

Consumer Event Planning

MMA will work with appropriate personnel to develop and/or design your program or exhibit based on your company’s goals and objectives.

Develop and Manage Budgets

Based on your company’s specific requirements, MMA will develop and manage budgets for your event. A budget vs. actual expense report will be maintained and shared with appropriate personnel. These budgets and reports can be used in planning future consumer events.

Recommend Premiums / VIP Packages

MMA will work with appropriate personnel to make premium recommendations and to provide VIP packages as required.

Manage Travel Requirements

MMA will manage all travel requirements including air, ground, special VIP pick-up service, etc. We will work with personnel to ensure any and all changes are managed accordingly.

Manage Sleeping Room Requirements and VIP Services

MMA will negotiate sleeping rooms and will manage all sleeping room blocks to ensure each individual’s needs are met.

MMA Personnel

All clients will be supplied with at least one MMA personnel for access on a 24/7 basis to assist with any event-related issues. MMA will provide additional dedicated and part-time personnel based on the requirements of the project.

Obtain Permits

MMA will work with appropriate personnel or agencies to obtain required permits such as special event permits, parking permits, security permits, generator permits, sound permits, etc.

Liaise with all Event Related Partners

Based on your event requirements, MMA will liaison and manage event partners as necessary. This may include air travel, ground transportation, hotels, audio-visual, entertainment, prop contractors, lighting techniques/special effects, caterers, and etc. MMA will either work with clients’ preferred vendors or identify local vendors and negotiate best pricing based on services provided.

Event-Marketing Communications

As necessary, MMA will manage development of all banners, signage, brochures and event communications. We will ensure these pieces are done in a timely manner and can be developed in conjunction with clients’ identified partners or through MMA affiliates.

On-Site Management and Event Staffing

As needed MMA will handle on-site management and staffing of the event. To ensure proper messaging is conveyed to the consumer and that staff remains on label when speaking with consumers, MMA will attend training sessions provided by the client.

Freight

MMA coordinates with vendors for pick-up and/or delivery of all exhibit components relating to the event.

Liaison

MMA acts as a liaison with vendors to ensure all aspects of the event are managed effectively and efficiently. MMA negotiates value-added services, where appropriate with vendors.

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 Follow-up

Based on your company’s goals and objects, follow-up pieces can be developed such as surveys and/or e-mail blast to be distributed on-site or electronically. These are inexpensive and easy ways to obtain information from consumers about your products or services.