As a full service meeting management team we have well qualified professionals to team up with your organization to get the job done on time and within budget. We have 25 years of combined expertise as Certified Meeting Professionals (CMEP). We can work as a group or as an extension to your group individually.  We certainly have a solution for you. Our experience with political organizations, special interest groups, associations and government entities gives you a great source for sound solutions.

Below are some of the key tasks that a full-service meeting planner performs:

• Determine client’s needs and expectations
• Plan and create the overall design of the event
• Develop timelines and production schedules
• Manage the operations team or support staff
• Coordinate and provide service to the clients and vendors as needed (even 24 hours!)
• Oversee all aspects of the event execution
• Select and secure appropriate vendors to supply all components of the event
• Monitor and evaluate the event
• Conducts venue sourcing.
• Negotiates venue and vendor contracts.
• Arranges hotel accommodations and air travel for each project.
• Organizes food and beverage and audiovisual needs.
• Generates weekly status reports for each team.
• Schedules/conducts and prepares materials for pre-con and post-evaluation meetings.
• Hires trip director for each program.
• Creates and distributes pre-meeting material such as pre-trip letters, name badges, departure notices, welcome letters, etc.
• Creates meeting material for operations manuals (function grid, contact list, arrival-departure lists, gratuity logs, AV spec sheets, etc.)
• Manages on-site meeting material shipping.
• Reviews banquet event order with director of meeting services and hotel.
• Reconciles final bill.
• Performs other duties and assignments as directed.

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Travel Directors (TD) also known as On-site Meeting Managers act as an extension to your team on-site. The TD comes in at the point of operation and is responsible for executing the plans of the Meeting & Event Planner.  TDs are hired specifically to oversee the logistics of a meeting that has already been planned. 

We provide assistance for clients that need someone they can trust to pull off the most complicated of tasks.  Our TDs have their antennas out at all times, looking out for the comfort, safety, and needs of the attendees as well as being able to ensure the program runs efficiently.  

Our Travel Directors handle meeting registration, coordination of room setups, liaison between attendees and hotel management, arranging food and beverage functions, coordinating special functions, distribution of collateral material, coordination of audio visual and computer equipment, coordination of ground transportation, meet and greet service upon arrival and departure.

Providing years of experience and professionalism we are enthusiastic and service oriented.  From the smallest of venues such as a dinner meeting to the largest of venues such as special interest rallies w/10,000 attendees or more. 

Below are some of the key tasks that we perform as Travel Director or On-site Managers:

• Manage the coordination of on-site events including exhibit installation/dismantle coordinating the contracted labor and other select suppliers.
• Coordinate the ordering and payment of show services and reconciliation of post-show invoices
• Manage all aspects of special events, such as hospitality suites, receptions, demonstration luncheons etc.
• Take responsibility for budget tracking and reporting for the individual events.
• Collect, condense and summarize trade show information at the close of each event.
• Develop and execute a training program of volunteers as well as paid associates.
• Work with affiliates to assure smooth events.
• Select and produce promotional materials.
• Vendor Subsidy
• Facilitate and fulfill all contractual requirements for all events.
• Track, record, report and bill all related vendor subsidy.
• Perform Pre-Con & Post Con meetings
• Review Audio/Video w/Tech
• Registration processes
• Food & Beverage
• Volunteer Coordination
• Registration Services
• Support Staff
• On-Site Coordinators
• Arrange Decor
• Oversee work by contractors
• Manage Exhibitors/Vendors
• Mediators/Liaison

As seasoned TDs with a minimum of 10 years experience we are capable of showing up on-site and enveloping ourselves in the project.  Plan B Mgmt provides a solid resource for Independents, Event & Meeting Planners, Destination Management Companies and in-house Meeting Professionals (Associations, Corporations, Non-profit organizations).  Plan B Mgmt. provide these services and so much more as a team or individually.

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Plan B Mgmt. have the professional experience and tools that will help you with time-management, employee burnout and those infamous budget busters.  Below are some of the key tasks that we perform as Event Planning Specialist or Destination Management Company:

• Assist in planning and execution of corporate internal team building events.
• Take responsibility for budget tracking and reporting for the individual events.
• Collect, condense and summarize information at the close of each event.
• Maintain historical event archive.
• Actively recruit and develop a volunteer network and a talent pool of paid associates.
• Develop and execute a training program of volunteers as well as paid associates.
• Work with affiliates to assure smooth events.
• Select and produce promotional materials.
• Vendor Subsidy
• Actively pursue current and prospective vendor subsidy for all events.
• Facilitate and fulfill all contractual requirements for all events.
• Track, record, report and bill all related vendor subsidy.
• Team Building & Incentive Events
• Off-site Special Events
• Theme Parties and Awards Galas
• Golf Events
• Hospitality Services
• Group Hotel Accommodations
• Site and Venue Selection
• Attraction Tickets
• Transportation Management
• Tour Coordination and Activities
• Guests Programs
• Food & Beverage Consulting
• Dine-Arounds
• Music and Entertainment
• Décor
• Logistical Planning

And so much more....I'm sure you can benefit from our services

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Our Emergency support staff is dynamic and flexible, we react quickly and positively to changing demands; reducing your workload, sharing responsibility and delivering tangible results. We maintain knowledge of best practices with regards to emergency response preparedness needs, techniques, equipment and methods.

Below are some of the key tasks that we perform as Emergency support staff.

• Plan, direct, coordinate and review the work of assigned staff; assign work activities, projects and programs; 
• review and evaluate work products, methods, procedures and performance
• meet with staff to identify and resolve problems; assist with selection of staff; 
• Respond and/or act as shift-relief manager when organizations goes into 24-hour response and operations, or as directed
• Ensure coordination with government agencies at all levels as needed or directed; 
• act as a representative establishing and maintaining effective working relationships with a variety of public and private organizations, members of boards and commissions, local, state, and federal legislative representatives, and the community. 
• Support organizations to assure conformity of established emergency operation procedures, practices and information.    Conduct post-emergency response assessments and make recommendations for improvements.   
• Administer contracts for emergency services; review and evaluate compliance of contractor services with District contract standards and provisions; 
• Perform related duties and responsibilities as directed

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Plan B Mgmt. do more than coordinate and plan your event, we develop sound solutions for the future. In the hospitality industry one size does not fit all, which is why we offer solutions on all levels whether you need a Travel Director for a one day event or a Certified Meeting and Event Planner to handle your entire event we have options that will certainly suite your needs.

At the end of each full-service project you'll receive a ‘do it yourself planners toolkit’. Based on the methodological approach and step by step planning this document will provide a formal history of the entire project catered specifically for you or your organization.

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