Event Planner for Association and Society meetings in Boston MA

What happens when you hire MEC to manage your Association or Society Meeting?
A synopsis of what the planning process entails is provided below, in order to best assist you with how the expertise of MEC can work for you!

Meeting Design

We first meet with you to obtain a general meeting perspective. It is important to obtain the logistics of the meeting, location requirements (if any), an attendee profile, budget, etc.

We then coordinate various site selections and inspections in order to verify the proper “fit” for your meeting requirements.

Site Selection and Inspection

Finding a site that fits both your meeting guidelines, and budget requirements, is a very important detail. We will assist you in this process by locating a suitable venue that will work best for your meeting, and work to negotiate a contract that best fits your budget.

Once a site has been chosen, we finalize negotiations with the selected venue and the planning begins! Tradeshow

Meeting Management

Budget

Each meeting has its own budget requirements. We work very closely with you to insure you are within your budget in regards to all aspects of your meeting. We update you throughout the planning process and verify that costs are within your budget. From the beginning planning stages to the post conference finale, the budget is updated and in place.

Planning a budget can be the most challenging aspect of any event. It is the most crucial piece to any meeting/event and requires much expertise and accuracy. Experience with meeting and event vendors allows us to prepare a budget that is realistic.

Speaker Management

We keep your speakers informed of requirements, deadlines and changes to the program, and assist them with any special requests to ensure that their needs are met.

Audiovisual Management

Audiovisual is a very crucial component. If the audience is not able to visualize the presentation, or hear the speaker clearly the success of the meeting is less than adequate. We understand the significance of this and we take great pride in working closely with the Audiovisual staff to guarantee the best quality presentation. High quality A/V standards are utilized for all of the meetings we manage.

We coordinate all A/V requests from speakers with the A/V staff and work with all of your speakers in order to best display their presentations. If there are any additional needs the A/V Staff feel are required from the speakers, we work with them and assist them in every way we can.

Attendee Coordination and/or Registration

Your attendees are the key to your meeting and its success. MEC can customize this service to include all requirements for your unique event.

Exhibit Management

If your meeting requires exhibitors and or exhibit funding, MEC will facilitate all of the exhibitor display packet information and requirements. We work closely with all of your exhibitors throughout the planning process and provide them with space limitations prior to participation in order to guarantee a smooth exhibit flow area.

Food and Beverage Planning

When planning the menu(s) for your meeting, we keep your budget in mind. This aspect of the meeting can be very flexible and can also be manipulated much more easily than any aspect of your meeting. MEC works very closely with the venue to guarantee outstanding service and food options for all of your attendees.

On-Site Management and Staffing

We realize the importance of being on-site to make sure that everything runs according to schedule. The on-site manager handles multiple responsibilities and offers viable solutions to problems that may arise.

Our on-site services include the coordination of: registration check-in, meal functions and breaks, audio-visual requirements, trade show management, excursions, and any other services necessary to make the meeting a success.

Phone: 508-278-5305 Fax: 508-278-5107 Email
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	Association and Society Meetings What happens when you hire MEC to manage your Association or Society Meeting? A synopsis of what the planning process entails is provided below, in order to best assist you with how the expertise of MEC can work for you! Meeting Design We first meet with you to obtain a general meeting perspective. It is important to obtain the logistics of the meeting, location requirements (if any), an attendee profile, budget, etc. We then coordinate various site selections and inspections in order to verify the proper “fit” for your meeting requirements. Site Selection and Inspection Finding a site that fits both your meeting guidelines, and budget requirements, is a very important detail. We will assist you in this process by locating a suitable venue that will work best for your meeting, and work to negotiate a contract that best fits your budget. Once a site has been chosen, we finalize negotiations with the selected venue and the planning begins! Meeting Management Budget Each meeting has its own budget requirements. We work very closely with you to insure you are within your budget in regards to all aspects of your meeting. We update you throughout the planning process and verify that costs are within your budget. From the beginning planning stages to the post conference finale, the budget is updated and in place. Planning a budget can be the most challenging aspect of any event. It is the most crucial piece to any meeting/event and requires much expertise and accuracy. Experience with meeting and event vendors allows us to prepare a budget that is realistic. When your agenda is complete we work with you and your speakers closely Speaker Management We keep your speakers informed of requirements, deadlines and changes to the program, and assist them with any special requests to ensure that their needs are met. Audiovisual Management Audiovisual is a very crucial component. If the audience is not able to visualize the presentation, or hear the speaker clearly the success of the meeting is less than adequate. We understand the significance of this and we take great pride in working closely with the Audiovisual staff to guarantee the best quality presentation. High quality A/V standards are utilized for all of the meetings we manage. We coordinate all A/V requests from speakers with the A/V staff and work with all of your speakers in order to best display their presentations. If there are any additional needs the A/V Staff feel are required from the speakers, we work with them and assist them in every way we can. Attendee Coordination and/or Registration Your attendees are the key to your meeting and its success. MEC can customize this service to include all requirements for your unique event. Exhibit Management If your meeting requires exhibitors and or exhibit funding, MEC will facilitate all of the exhibitor display packet information and requirements. We work closely with all of your exhibitors throughout the planning process and provide them with space limitations prior to participation in order to guarantee a smooth exhibit flow area. Food and Beverage Planning When planning the menu(s) for your meeting, we keep your budget in mind. This aspect of the meeting can be very flexible and can also be manipulated much more easily than any aspect of your meeting. MEC works very closely with the venue to guarantee outstanding service and food options for all of your attendees. On-Site Management and Staffing We realize the importance of being on-site to make sure that everything runs according to schedule. The on-site manager handles multiple responsibilities and offers viable solutions to problems that may arise. Our on-site services include the coordination of: registration check-in, meal functions and breaks, audio-visual requirements, trade show management, excursions, and any other services necessary to make the meeting a success.
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Association and Society Meetings