Meeting & Conference Services

Well-Planned Events works with you through all stages of your event. From the design and conception stage, to the detailed execution and final reconciliation of the event billing, we provide expert and knowledgeable service.

We offer a variety of services to make your event memorable and successful. Our service, combined with our extensive working relationship with vendors, assures the most favorable and highly competitive rates for you. Our clients and suppliers regard us as an extremely professional, responsible and ethical organization.

Event Budgeting

We consult and work closely with the event organizers in order to obtain your goals and budget parameters. We'll outline in detail all anticipated expenses associated with your meeting, incentive or special event. This document will be used as the template to manage spending and to give you an updated detailed accounting of where your all-important dollars are being spent. Costs are constantly monitored before and during the program. Well-Planned Events has a proven track record of bringing programs in well under budget.

Site Selection Management

With over 25 years of meeting planning expertise, Well-Planned Events has first-hand working knowledge of many hotels, resorts and unique venues. We use this experience to find the ideal site for your meeting or incentive trip and provide detailed recommendations of facilities that best suit the program and budgetary requirements.

Negotiation of Hotel and Vendor Contracts

Well-Planned Events provides your organization the best value and amenities as well as accurate, liability-reducing contracts. We are at your service to negotiate and review contracts to ensure your protection using current industry standards. Let our years of experience and continuing industry knowledge work for you.

Liaison with Facilities and Vendors

Working behind the scenes, our staff enables you to focus more on the program content of the meeting, where your presence is vital. Well-Planned Events will consult with you on all details for the final decisions to make certain the expectations and objectives are fully realized.

Function Logistics and On-Site Management

Well-Planned Events’ meeting planning specialists are highly trained in all aspects of this unique field and add an invaluable asset to your planning team. Services include complete program management, meeting room sets, food & beverage expertise, merchandise and promotional items, graphic design, transportation, guest registration, hotel administration, theme planning and last minute action request management, just to mention a few. We are with you from the initial pre-planning stages until the last participant boards the plane home.

Production Services

Well-Planned Events carefully combines the necessary audio/visual elements to create and execute a perfect production. Theatrical effects during the program may be one of the many tools we utilize to create a unique experience.

Registration/Housing Management

Our state-of-the-art software manages registration and housing. This tool relieves your organization of this very time consuming task while providing you the value, flexibility, control, care and comprehensive reporting that you require.

Print Production

Well-Planned Events can provide communication and collateral design and development for your event. From invitations and announcements to promotional items, signs, banners, and name badges, we have hundreds of ideas for creative pieces that add a special touch to your program.

Post Event Reconciliation/Reporting

Well-Planned Events reviews and insures accuracy of all vendor invoices and final account statements and provides you with comprehensive financial reports and final registration data.

"We have worked with Well-Planned Events for 6 years...they have an innate ability to listen to their clients and respond appropriately and with incredible creativity. Each year has been within budget and held an extra touch of style and flair. The Well-Planned Events team was proactive in every aspect of the meeting-whether it was site selection, website registration, decor, gifts, confirmations, transfers to and from events, or any other detail. Each member of the team assisted us in making each event a memorable one. I recommend them without reserve."

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