What increases the odds that your conference or event will be successful?

Taking a holistic and highly detailed approach that starts with a better understanding upfront. We deep dive into this information up front including:

1. Your past event outcomes (what went wrong, what went right, what were your targets, how far did your budget go, what areas of spend could be maximized?)
2. Your current conference goals (registration, attendance, engagement, post-event responses, cost savings, ROI, etc.)

We don’t believe in trial and error at Procurement Strategy Group. We believe in planning for performance.

• Concept Development: Defining the theme, goals, and objectives of the event.
• Budget Management: Creating and managing the budget, including tracking expenses and ensuring cost efficiency. 
• Venue Selection: Identifying and securing the venue that best suits the event's needs.
• Date and Schedule: Setting the event date and developing a detailed schedule.

• Vendor Coordination: Sourcing and negotiating with vendors for catering, A/V equipment, decor, and more.
• Logistics Planning: Organizing transportation, accommodation, and more for attendees & speakers.
• Regulatory Compliance: Ensuring compliance with relevant laws, regulations, safety standards, ADA.
• Marketing and Promotion: Developing and executing a promotional plan including social & email campaigns and advertising.

Thoughtful Event Design and Setup

• Theme and Decor: Designing the event space according to the theme, including decorations, lighting, and layout.
• Audio-Visual Setup: Arranging for sound systems, projectors, screens, and other AV equipment. 
• Technology Setup: Selecting and deploying event tech for registration, badge scanning app, app for attendees, etc. 

• Stage and Seating Arrangement: Planning and setting up stages, podiums, seating, and any other physical structures required.
• Global Event Management: Coordinating any off-site activities including dinners, activities, etc.
• Event Logistics: Putting all the pieces together and tracked against budget.

Get more details on our Event Logistics services here

Frictionless and Enjoyable Event Execution

• On-site Coordination: Managing day-of activities, overseeing setup, registration, and the event schedule.
• Staff Management: Coordinating staff and volunteers to ensure smooth operations.
• Guest Services: Providing services such as registration, information desks, and attendee support.

• Catering Management: Overseeing food and beverage services, ensuring timely delivery and quality.
• Technical Support: Providing technical assistance for speakers, presentations, and performances.
• Crisis Management: Handling any unforeseen issues or emergencies that arise during the event.

Thorough Follow-up and Post-Event Activities

• Breakdown and Cleanup: Managing the teardown of the event setup and ensuring the venue is cleaned up.
• Follow-Up Communication: Sending thank-you notes, feedback surveys, and post-event reports to attendees, sponsors, and stakeholders.

• Evaluation and Reporting: Analyzing the event’s success, including attendance, feedback, and financial performance, and providing a detailed report.
• Archiving: Documenting the event through photos, videos, and other materials for future reference and marketing.