Multi-Program Meeting
for Staff and Clients

Managed itineraries for 110 business professionals

Led conference details and managed budget

Renegotiated and optimized contract on behalf of client

Recommended food and beverage and ancillary programs

An education technology software company engaged Triad Conferences to help them plan and execute a three-and-a-half-day conference that included 110 business professionals amongst three different itineraries. Our team was hired because our client did not have the bandwidth and internal resources to strategize the program and execute endless details of the multiple-day business event.

Before our client’s guest arrivals, we coordinated and negotiated the hotel block for all 110 business professionals. When each guest arrived, we facilitated the registrations, badges, room sets, and all food and beverage programs for each specific itinerary.

One of the three business itineraries was an internal sales summit. Our team supported this business division by ensuring that their sales teams could enter meetings with flawless audio and visual amenities and had the perfect environment to discuss the company’s sales initiatives. Our team partnered with our client to create an environment that was business-focused yet allowed time for team-building group activities outdoors. We coordinated the extracurricular activities that allowed the sales teams to build camaraderie. As part of the agenda, our team planned a cocktail reception, an expansive dinner, and a closing keynote presentation.

Simultaneously the company was hosting their executive board meetings and we helped to plan and coordinate all the details and accompaniments. We were responsible for space planning throughout the facility to ensure that all company divisions had the right-sized meeting spaces, accommodations, refreshments, and business environments.

The third division of the corporate event was planning for the client training workshops. We came alongside our client to facilitate each day’s agenda, presentations, and meeting breakouts.

Each of the three groups had simultaneous meetings, meals, itineraries, and varying AV and professional service needs that our team helped to plan and manage on-site for our client.

Results

With coexisting events happening throughout the three-and-a-half days, our client said the event was flawless.

Although our team did not select the venue, we were able to partner with our client and further negotiate their already-signed venue contract to be one that would work harder for them and deliver additional value. In addition, we helped our client come in under their budget from $205,000 to $198,000.