CONFERENCE MANAGEMENT SERVICES

MPA provides site selection, contract negotiations, budgeting, housing, coordination of all vendors, registration management, exhibit coordination, and on-site conference management and logistic planning.

Budget/Financial Management
Once a final budget is set, MPA will track and record all conference income/expenses and then provide a detailed report with comparisons to the actual budget.
   • An initial budget is created; detailing both projected income as well as fixed and    variable expense projections
   • Record all invoices, deposits, and payments
   • Review all income/expenses & compare with initial budget
   • Monthly reports

Site Selection and Contract Negotiations
Together we determine your specifications, requirements, and preferences. We willperform a thorough search of available facilities. We will provide unbiased andcompletely objective recommendations. After reviewing these sites with you, we will negotiate a contract that benefits your organization and that best meets yourconference specifications. Negotiating a contract requires time, experience andindustry knowledge. We bring you years of experience, which will save you time andmoney.
   • We meet with you to develop the conference criteria
   • A request for proposal is developed and distributed
   • Site selection information is thoroughly reviewed and organized for easy comparison.
   • All viable facilities are contacted, proposals are requested, and negotiations begin.
   • Discuss the pros and cons of each site
   • After your final selection, we finalize negotiations with the selected site.

To ensure that the best site has been selected for your conference, MPA will travel to the desired location to inspect the meeting space, guest rooms, level of service, property condition, layout and any other amenities or items that may influence the success of your meeting. During this inspection, we are allowed the chance to meet face to face with facility representatives and to develop relationships that can be beneficial during the show.

Facility Contract Negotiation
    Housing
MPA will manage the entire hotel conference package. This begins with selecting the best hotels and negotiating the hotel contract. Room rates, complimentary rooms, hotel suites, attrition, and cancellation policies are a few of the items that are negotiated.

Food & Beverage
MPA plans parties, meetings, and events for the conference. This involves designing creative menus based on attendee demographics and designing themed events that the attendees will enjoy. MPA manages the budget for these events and handle the on-site coordination working directly with hotel and convention center staff members.

Audio Visual Management
MPA will select audio visual contractors based on quality and budget. We continue to work with these contractors during delivery & setup and work directly with the audio visual technicians and management during the conference.

Meeting room Logistics
MPA will design and set up your meeting rooms, to fit the type of meeting you will be presenting. Offering attendees a comfortable learning environment.

Sign Preparation and Traffic Flow
This includes the graphics and verbiage for the signs and making decisions regarding appropriate placement on-site to ensure efficient traffic flow.

Transportation Coordination
MPA will negotiate contracts with transportation contractors. We will ensure that the buses provide an efficient service allowing attendees and exhibitors access to all conference events. MPA will also arrange pickup and return for conference VIP guests and other special events.

Security Management
MPA will coordinate the security of all areas in order to ensure the safety of conference staff and attendees. We negotiate and manage room monitors, 24-hour security, exhibit entrance security, etc.

On-Site Management & Staffing
   The on-site manager is an experienced professional, capable of handling multiple responsibilities and offering workable solutions to problems that may arise. The on-site manager's role changes with the needs of each meeting, but can include:

    • Meeting with the facility's management and staff to review the needs and goals of the conference.
   • Set up of the conference registration area including the organization of meeting handouts or other materials.
   • Coordinate and manage exhibitors' needs, and their displays.
   • Coordinate a contact person for facility staff, participants, speakers, exhibitors, and conference directors.
   • Supervise the set up & dismantle
   • Coordinate the shipping, delivery, and organization of conference materials to & from the facility.

Depending on the complexity or size of your conference, additional on-site staffing may be required to execute a successful meeting. We review your meeting's needs and offer a complete on-site team that will accomplish your goals.