Capabilities

As professional event planners, Grinley & Associates, Inc. have acquired the skills, talents and resourcefulness to develop and successfully manage all aspects of meeting and event management including program development and planning, site selection, negotiation and contracting, database and attendee management, financial/budget management, and onsite services. For your program, we will provide the staff and resources to run a finely-tuned turnkey event or seamlessly partner with your in-house staff to achieve the results you desire and more. Our tasks include but are not limited to the following:

• Initial face-to-face meeting with your management team to further discuss proposal details and focus on specific goals for this event.
  
  
• Work with your group to manage on-site registration procedures.
  
  
• Work with the planning committee on an overall meeting vision and objective for the conference.
  
  
• Develop a more defined planning timeline based on fine-tuned specifics and manage the planning process so that all deadlines are met.
  
  
• Oversee all meeting logistics, including attendee registration/hospitality desk, room set-ups, food and beverage, VIP requirements and off-site events, remain on-site throughout the conference and be accessible on a 24 hour basis.
  
  
• Act as hotel liaison to your planning committee.
  
  
• Negotiate all necessary meeting contracts.
  
  
• Arrange and manage conference rooms and audio-visual equipment needs.
  
  
• Distribute and review a group resume outlining program details and expectations to all vendors.
  
  
• Provide banquet event orders including menus, room set-up, and other applicable logistical information to the facilities.
  
  
• Coordinate all pre-, on-site and post-arrangements for speakers (when appropriate) to include audio-visual requirements and hotel and transportation requirements.
  
  
• Coordinate pre-event meetings with all major vendors to review program details.
  
  
• Schedule planning meetings and submit guarantees to venues for events.
  
  
• Coordinate off-site events, tours and activities for attendees.
  
  
• Arrange special services for your group as needed.
  
  
• Produce signage for registration area, meeting rooms and function space.
  
  
• Ensure that all promotional and informational materials receive review and approval by your group prior to printing or release to the attendees.
  
  
• Prepare a conference budget. Track and monitor all expenditures to assist your group in meeting the actual budget projections.
  
  
• Prepare an evaluation form for distribution at the conclusion of the conference to determine if group objectives were met.
  
  
• Budget reconciliation.