MeetGreen’s event management services team works with you from the beginning stages of planning your event to the live event and post-event reconciliation. Whether you are planning a virtual event, hybrid, or an in-person meeting, we have a strong and experienced team to bring your event to life.

Event Management Services
Event Management Services Specific to Virtual Events
Event Management Services Specific to Hybrid & In-Person Events

Event Management Services

Project Management and Timeline Coordination

Every meeting is different, and a customized timeline is required, whether the event is virtual, hybrid, or in-person. Let us guide you through the process unique to your project and keep the team on track.

  • Facilitate key stakeholders in determining the vision of the event and defining of a successful outcome
  • Work together to design a program to deliver optimum results
  • Develop a timeline for the event
  • Manage event timeline commitments and deadlines throughout the process
  • Schedule and run team meetings
  • Provide weekly updates regarding the process, including vendors, sponsorship, technology development, etc

Budget Planning

We understand the importance of making every dollar count. As a result, finding income sources and saving your project money comes naturally to us.

  • Spearhead budget development by outlining strategies to save money and the planet through innovative use of the supply chain and technology
  • Increase revenue through innovative, tested approaches in today’s experiential marketing world
  • Monitor all areas of the budget and report directly to key stakeholders
  • Ensure all vendors are accountable for negotiated services and are on time and budget

Event Communication

MeetGreen can assist in developing effective, compelling, and concise communication strategies.

  • Social media communication plans
  • Pre-event attendee communication using a variety of platforms
  • Website content
  • Speaker guides and training
  • Sponsor and exhibitor outreach
  • Pre- and post-event surveys

Speaker Management and Submission Systems

Creating a content-rich program is vital in today’s world, with many events vying for attention. MeetGreen manages submission systems for scientific and academic events to procure your industry’s best speakers as well as handling high-level VIPs.

  • Research and recruit speakers
  • Design and manage speaker submission systems
  • Coordinate and collect:
    • Papers/abstracts
    • Photos
    • Bios
    • Presentations
    • Releases
  • Develop and send:
    • Confirmation letters
    • Speaker agreements
    • Speaker releases
  • Ensure the event website and promotional materials contain correct speaker information
  • Assist speakers during the event, whether virtually or in-person

Sponsor Coordination

The critical element to a successful conference is sponsorship support, and today’s companies are scrutinizing where their sponsorship dollars are spent. MeetGreen has developed creative, effective, and cost-efficient programs.

  • Assist in developing sponsorship program including sponsor prospectus
  • Provide:
    • Communication packets
    • Agreement samples
    • Language
  • Work with conference organizers to set up a sponsor tracking system
  • Ensure sponsor fulfillment before and during the conference

Attendee Registration

MeetGreen excels in managing the registration process from online pre-registration to the day of registration and finishing with final registration reporting. We also ensure that clients receive up-to-the-minute tracking information to assist in the management and financial decisions.

  • Provide a secure online registration system for attendees and affiliates, including a secured credit card processing system.
  • Assures GDPR compliance and data privacy systems
  • Create customized registration form design with demographics, links to the client website.
  • Process registration payment using client designated merchant account.
  • Complete pre-registration data upload.
  • Assist attendees throughout the registration process.
  • Produce automated customized confirmation emails.
  • Manage blast emails to attendees.
  • Provide detailed reports and statistics weekly or as requested.
  • Handle design, production, and distribution of name badges (in-person).
  • Manage registration process onsite.
  • More information on registration management

Continuing Education Unit Management

MeetGreen manages continuing education unit credentialing for our clients. Our team manages the application process, planning, scheduling, tracking, and reporting of your program’s continuing education. We communicate with state and national agencies to ensure that your event and program are in compliance with agency regulations.

Here are a few of the Continuing Education Bodies we have worked with:

  • Accreditation Council for Continuing Medical Education (ACCME)
  • American Nurses Association and American Nurses Credentialing Center (ANCC)
  • Association of Climate Change Officers (ACCO)
  • American College of Healthcare Executives (ACHE)
  • Association for Healthcare Resource & Materials Management (AHRMM)
  • American Institute of Architects (AIA)
  • Commission on Dietetic Registration (CDR)
  • Oregon Environmental Services Advisory Council (OESAC)
  • Washington State Department of Ecology
  • Idaho’s Division of Occupational and Professional Licenses (DOPL)
Virtual Events Production
Virtual Events Attendees
Virtual Events Live Streaming

Event Management Services Specific to Virtual Events

Virtual events have their own event management service requirements. MeetGreen Is at the forefront and has a strong background in successfully producing virtual events. We know how to convene and enroll your participants right from their home or office.

Platform Selection & Negotiations

MeetGreen works with organizations to understand their vision, goals, and networking requirements to select the right platform and apps to accomplish the task.

  • Research and recommend platforms with up-to-date technology configurations
  • Provide platform comparisons and education on virtual terminology as needed
  • Assist in negotiations with platform provider

Platform Build-Out & Technical Engineering

  • Establish the design you would like to see for the platform
  • Set up and build the conference event platform to specifications
  • Troubleshoot any platform issues for example: conference event platform, live streaming platform
  • Provide suggestions on external integrations if needed
  • Guides recording presentations
  • Upon build-out of the platform, conduct tests to make sure all areas are functioning according to expectations
  • Develop a Platform Security and Risk Management Plan
  • Create an Attendee Guide for the platform to be distributed to the conference
  • Manages the pre-event tech checks for:
    • Speakers
    • Moderators
    • Sponsors
  • Provide notification directly to the audience on any essential information during the event (inserting data in the chatbox, posting polls, etc.)
  • Create and distributes post-event survey

Event Day Platform Management

  • Troubleshoot platform issues
  • Confirm the platform is made live, including enabling/disabling all features per plan
  • Verify platform communication to the audience
  • Ensure communication made by the tech engineers to the speakers, moderators, and or facilitators so that what is needed is provided in a timely manner
  • Create a visually appealing video production that meets the client’s expectations
  • Facilitate the live stream between software and conference platform
  • Set up speakers in the virtual “Green Room” in the correct order
  • Manage post-event video processing as predetermined by the client
  • Maintain control over speaker and audience viewing capabilities, including advancing slides as needed

MeetGreen® UnCarbon Calculator

The UnCarbon Calculator will quantify the carbon not produced by holding your organization’s event virtually. The report will use data about carbon impacts avoided in air travel, ground transportation, onsite generation, and accommodations. A dynamic infographic will be produced to share with attendees either during or after the event.

Hybrid In Person Hotel
Hybrid In Person Video Production
Hybrid In Person Catering

Event Management Services Specific to Hybrid & In-Person Events

Venue Site Selection and Negotiation

Based on your organization’s needs, MeetGreen provides significant resources to locate meeting and housing sites worldwide. In our selection process, we are always looking to improve your bottom line and limit liability.

  • Research viable conference sites including technology requirements and sustainable practices
  • Send out Request for Proposals and manage the vetting process
  • Recommend the best fit for your event
  • Coordinate and manage onsite inspections
  • Negotiate the best rates possible
  • Advocate for contracts and environmentally responsible practice clauses
  • Monitor and address risk management issues at meeting venues
  • Rebate hotel commission based on your nightly housing room block

Value Add: Carbon Proximity Analysis We will analyze and share your attendees’ carbon proximity to the potential event destinations. This analysis considers the travel miles required based on the location of your attendees relative to the destination. This report provides information to lower the carbon footprint of an event.

Housing Selection and Management

Over the past several years, housing has changed drastically, with attendees increasingly booking accommodations online and outside the event’s room block. We use our resources and negotiation skills to provide the best package for our clients with the latest industry trends.

  • Utilize room block formulas for housing negotiations
  • Monitor attrition management by accurate forecasting of room block pickup
  • Manage room blocks to maximize revenue
  • Track group history
  • Reconcile and report on final housing numbers

Vendor Selection and Negotiation

Negotiating contracts can be a daunting component of conference planning. MeetGreen advocates to ensure your best interests are represented in the event’s contracts. We understand the prevalent industry issues and counsel you, not as legal advisers, but as your expert champion.

Vendors include: audiovisual providers, general services contractors, decorators, caterers, convention centers, hotels, transportation companies, and event technology companies.

  • Create and send out Requests for Proposals (RFPs) to potential vendors
  • Manage feedback and send the client an executive summary with recommendations
  • Negotiate contracts and environmentally responsible practices clauses
  • Negotiate to improve your bottom line and limit liability

Meeting Logistics

Your time should be spent furthering the organization’s mission. We will handle the logistics. Our seasoned event managers specialize in juggling multiple vendors and keeping even the most logistically complicated day running smoothly.

  • Manage meeting space coordination, including meeting room set up and space requests
  • Source and serve as the liaison to third-party vendors for:
    • Hotel
    • Security
    • Staffing
    • F&B
    • AV
    • Signage
    • Decor
    • Other logistics-related services
  • Develop a detailed Production Guide, a master plan for the event that communicates each onsite moment’s specific details and needs to the vendors
  • Arrange conference shipping and receiving
  • Manage and monitor food & beverage needs within the budget
  • Develop, order, and handle onsite signage
  • Ensure implementation of sustainable event requirements
  • Manage sponsor fulfillment
  • Handle all extracurricular meeting requests and special events

Food & Beverage

The attendee’s experience is paramount in the selection of food and beverage. The demographics of the audience should play a large role in the decision-making process. We understand the needs of international attendees, faith-based preferences, and environmentally responsible choices.

Menu design and selection, budget parameters, and the conference’s general flow all play into the final selections. Our formulas for guaranteeing actual numbers for meal functions have been developed over the company’s history and ensure that–while everyone is fed, the waste is kept to a minimum.

  • Work with the caterer to make the best menu choices according to the group’s preferences
  • Manage food & beverage needs within the scope of the budget. Complete all ordering and receive final approval
  • Provide food & beverage guarantees to minimize food waste and improve your bottom line
  • Work with the caterer to arrange for any leftover food to be donated

Exhibit Coordination

MeetGreen has extensive experience in exhibit management, which can often be a significant source of income for your event. We can provide expertise with recruitment techniques, tracking mechanisms, show decorator management, exhibitor kit development, and onsite management of exhibits.

  • Develop floor plan with the decorator
  • Plan exhibitor load-in and load-out schedule
  • Coordinate exhibitor correspondence
  • Provide lead retrieval for exhibitors
  • Coordinate room layout and setup, including AV, staging, and lighting

Sustainability Guideline Integration

As a part of how MeetGreen does business, we integrate sustainable event strategies into all our services and submit a final case study tracking implemented changes. We will guide our clients throughout all the stages of the event to reduce the meeting’s environmental footprint. This all comes at no additional cost.

  • Survey hotels and other vendors in the request for proposal process to ascertain their sustainability practices
  • Provide contract language with measurement requirements as appropriate to ensure implementation by vendors
  • Negotiate and work with vendors to implement strategies
  • Advise client of practices that may be employed to reduce meeting impacts
  • Track all measurement requirements and collect data
  • Provide final environmental report using the comprehensive MeetGreen® Calculator

Conference Materials Management

Little is as important to your attendees as knowing the who, what, when, and where details of your event. Whether that’s a conference app, website, or graphic materials, we provide clear cut communication with an eye for detail.

  • Collect sponsor ads and logos
  • Provide content information, including schedule, speakers bios, and abstracts
  • Edit and review final copy for accuracy as needed
  • Suggest and source environmentally friendly alternatives for signage

Transportation Management

When you need to move large groups of people efficiently while staying within budget and minimizing your impact on the planet, look no further than the experts at MeetGreen. We work closely with your transportation vendor to develop a foolproof and distinctive plan just for your event.

  • Obtain proposals and negotiate contracts with transportation companies
  • Carefully analyze routing and ridership to save money
  • Manage transportation for the event, including daily bus service between the hotels and the convention center
  • Work with the selected transportation vendor to establish schedules for transportation to all events
  • Provide onsite management of attendee logistics during the event
  • Coordinate with the local public transit system to ensure the transit system schedule is prepared to handle event attendees
  • Provide detailed reports and statistics weekly or as requested

Safety and Emergency Response Planning

Participants’ safety and security is a crucial component to organizing an event, especially as we meet during a pandemic. Safety protocols must be in place and strictly adhered to by everyone at the event. MeetGreen has a COVID Safety Expert on staff for planning before, during, and after the event.

Our customized emergency response planning services will provide guidance and information to key logistical staff about the steps to prepare for and follow in case of an emergency. The plan will address emergency response procedures and a specific protocol for the Emergency Response Team to quickly respond to medical, human-cause, or nature-caused emergencies.

Emergency Response Planning Services

Onsite Management

Our dedicated team of personnel, working in tandem with the latest technology, will produce an outstanding event. Event personnel includes:

  • Security
  • Exhibit labor
  • Audiovisual techs
  • First aid
  • Registration staff
  • Volunteers
  • Temporary staff
  • Convention center
  • Catering personnel

Managing this intricate dance requires leadership skills and logistical details. MeetGreen team members have a strong background in managing diverse teams to ensure a seamless choreography: the success of your conference.

  • Liaison with facility personnel and suppliers.
  • Manage vendor services, including decorator, caterer, audiovisual, internet, security, and transportation companies, to ensure successful operations
  • Oversee temporary staffing
  • Manage and staff registration and information desks
  • Oversee freight management for the management team
  • Manage signage in a timely manner
  • Confirm all meeting room layouts, audiovisual and internet are available and correct

And More…

  • Design signage to meet instructional, directional, and environmental requirements
  • Develop and coordinate special events
  • Develop special off-site educational programs