Trade show
Branded Racing Simulator for i2c at FinovateFall, New York
At i2c's FinovateFall booth, a racing station kept visitors coming back over three show days. The booth team saved about 51 external contacts.
New York, NY
480+ corporate events · 5 years
Meeting Planning Services for Corporate Teams
Bring in a meeting planner who fills the room, keeps the agenda on time and gives people a reason to talk in the breaks. Before you sign a hotel contract, we check the room block terms and the venue rules, so the bill matches the plan.
What a meeting planner handles
- Program and timeline. Sessions, speakers, breaks and meals on one schedule.
- Venue and hotel block. The right room size and the right dates.
- Registration and badges. Who's coming, where they sit and what they need.
- AV and staging. Mics, screens and sound for every session.
- On-site management. One team runs the day and handles changes.
Your team keeps its day jobs, and one person owns every detail of the meeting.
A corporate meeting planner turns a goal and a headcount into a program: a venue that fits, an agenda that runs on time, sound that works and breaks that do something. You decide what the meeting must achieve. We plan the rest and run it on the day.
For multi-day programs with breakouts and a general session, see our conference planning page.
Corporate meeting planning from agenda to wrap-up
You get a planner who also brings the networking, so the breaks work as hard as the sessions.
We plan the content and the breaks. Our own interactive stations and AI Networking fit between sessions and give people a reason to meet someone new. Our operators run them, so you don't manage another vendor.
The same approach works for a team offsite, a board meeting or a sales kickoff. We plan the program, run the room and pack up when you're done.
What you get
Each part of the meeting has an owner on our team, and you get one person to call.
- A clear agenda. Timed sessions, breaks and meals you can send to attendees.
- Venue search. Rooms that fit your headcount and format. Our venue sourcing service handles the full search.
- Contract review. We flag room block, attrition and food minimum terms before you sign.
- Sound and screens. Mics, speakers and displays for each session, also available through AV rental.
- Day-of management. Speaker cues, room changes and timing, handled on site.
How we price meeting planning
You see the full cost of the meeting in one quote, with each service listed. Each meeting gets a custom quote.
- Attendee count and number of days.
- How much of the planning you hand to us.
- City, venue and season.
- AV needs per session.
- Breaks, networking activities and stations.
- Staff on site for registration and room management.
Conferences and meetings we've worked
Each case shows what we added to a meeting day and what it changed for the organizer.
Industry launch
AI Networking Matchmaker and Racing Simulator at TEC6, Culver City
At an industry launch, guests answered a short questionnaire: what they offer, who they want to meet and which projects they're working on. We used it for introductions. Read about AI networking at TEC6.
Culver City, CA
Client evening
Flight Simulator for "Take Flight with Sysmex" at Hangar 21, Fullerton
During the ADLM conference, the agency TBX ran a customer evening for Sysmex. We supplied one staffed station that fit the hangar theme and the agency's timeline.
Fullerton, CA
Seated presentation
Audio Support for an Indoor Presentation and Seated Program
For sound for a seated presentation in a hall with hard walls, we placed speakers along the seating and ran a sound check before guests arrived.
Photos from meetings and conferences
These frames show sessions, breaks and the setups behind them.
Insurance and venue paperwork
Your venue gets our documents before load-in, so the room is ready when attendees arrive.
We send insurance documents to venues and organizers on request. We've met insurance and access rules for an office tower, a hangar venue and a studio lot. Add your venue's requirements to your request.
What goes wrong with corporate meetings and events
Meeting problems often start in the contract or the agenda weeks before. Here's where planners lose money and time.
A room block nobody fills.
Hotels usually expect 80 to 90 percent of the contracted rooms to be used by a cutoff about 30 days out. The gap is charged to you. We size the block from real attendance and track pickup.
A food minimum treated as a budget.
It's a spend threshold, and the shortfall becomes a fee. We plan the venue's meal orders against it with you.
Sound that fails the back rows.
Hard walls and high ceilings swallow speech. We check every zone first.
Starting too late.
Good rooms go early. Six months ahead is common for corporate meetings, and larger groups plan further out.
How we plan your meeting
You'll see each step and its date, from the first call to the wrap-up.
Who runs your meeting
Each person on the team has a role you can name, and your lead stays the same.
- Meeting lead. Your contact from the first call to wrap-up.
- Registration staff. Check-in, badges and attendee questions.
- AV technician. Mics, sound and screens in every session.
- Operators. Run interactive stations and networking in the breaks.
Meetings in any state
Wherever your team meets, the same people plan it and run it.
Two bases
Los Angeles and Orlando
West CoastEast CoastNationwide
We have two bases, Los Angeles and Orlando, and work across the U.S., including Florida and the East Coast. Our stations have run in New York and North Carolina. In Orlando, for example, large meetings fill the Orange County Convention Center (OCCC) and the resort hotels around it. Send us the city, and we'll check venues and dates.
Orlando office: 310 N Orange Ave, STE. 201, Orlando, FL 32801Questions
What does a meeting planner do?
A meeting planner turns your goal into a program: venue, agenda, AV, meals, breaks and on-site management.
What do corporate event planners charge?
Each meeting gets a custom quote based on headcount, days, city and how much you hand over.
Should we hire a meeting planning company or an independent meeting planner?
Ask who supplies the AV and the activities. As a meeting planning company, we bring our own team and equipment for both, so you sign one contract.
Are you an association meeting planner?
Yes. Annual meetings and member events need the same things: agenda, venue, AV and breaks that get members talking.
Do you plan international meetings?
We plan and run meetings across the U.S. For meetings abroad, tell us the destination and we'll say what we can cover.
How far ahead should we start?
Six months is common for corporate meetings. Bigger groups start earlier. Shorter timelines can work, so ask about your dates.
Send us your meeting dates
Send the dates, city and headcount. We'll reply right away, and one team will plan the meeting and run the room. Tell us the event type, dates, city, expected attendee count and budget. Add the agenda outline and whether you need a hotel block. Or call +1 213 912 1010
