Our goal is to make the onsite event experience smooth and stress free for you. We do this by proactively confirming all prior arrangements, anticipating potential problems, checking each event in advance, and staying in constant communication with facility and service staffs. Our trained professionals will make your entire event more manageable, more cost effective and more memorable.

Over the years while working on hundreds of conventions, we have developed a format for meeting planning specifications that many hotels and convention centers prefer. These specifications are organized into a standard format that we refer to as the PTP Event Guide. Every detail for your meeting is contained in our proprietary, event software as the meeting planning process progresses, ensuring any changes are compiled and communicated to everyone involved.

Nothing is too large or too small to warrant our attention.

 

• Conduct or assist with the pre-convention meeting
• Check the arrival and delivery of shipments
• Assist in the office set-up
• Conduct personnel briefings with suppliers (destination management company, general service contractor, audio/visual company, florist, photographer, security, etc.)
• Provide updates on guarantees and attendee counts to hotel and suppliers
• Monitor staffing levels of the hotel's front desk for maximum service
• Verify accurate meeting room sets
• Check placement and working condition of audio visual equipment
• Meet with speakers to ensure their needs are fulfilled
• Check transportation timeliness
• Supervise the correct placement of buffets and bars for smooth traffic flow during events
• Control costs through monitoring and inventorying food and beverage events (continental breakfasts, coffee breaks, receptions, etc.)
• Review banquet checks and supplier invoices for accuracy

Our conference management services begin at the initial office set-up and don't end until the exhibit hall is torn down. Our staff is there to make your life easier.

We help our customers save even more time and avoid conference planning frustration when we assist them with selecting and contracting the best suppliers in the industry to help with your event. Our supplier relationship management professionals locate the required services and eliminate the numerous phone calls usually necessary to locate potential service providers. We will also assist in the RFP, vendor selection and contract processes as well as the management of your suppliers in both the pre-planning and onsite stages. Because we are compensated by commissions from suppliers there are typically no fees for using our supplier services.

Here are a few of the areas where we can find the right supplier for you, at the right price! Remember - Good Supplier Relationship Management ensures effective business meetings!

• Audio/Visual Services
• Ground Transportation
• General Service Contractors
• Destination Management Companies
• Off-property Events
• Entertainment
• Speakers
• Registration Personnel
• Photographers
• Security
• Office Equipment Rental

 

Quantity - PTP has developed formulas over the years to assist in determining what is the correct quantity of food and beverage to order for each of your events. This applies to coffee breaks, continental breakfasts and receptions.

Quality – PTP meeting planners are trained to select menus that fit each group's needs while at the same time providing variety and taste.

Budget - We can keep your food and beverage budget under control through:

• careful pre-ordering based on PTP formulas
• negotiating
• accurate guarantees
• onsite monitoring and inventorying practices

 

Is your session selection process managed by too few volunteers or a stretched staff? Do you expect to receive over 100 submissions during your Call for Papers or manage over 100 speakers? Are you tired of chasing speakers for missing information?

If you answered yes to one or more of these questions, you are a candidate for PTP Session Management solution. Our revolutionary solution will help you project a state-of-the-art image and save staff and volunteer time—all while facilitating the optimal meeting curriculum for your successful educational event. Acting as a single point of contact for all speakers and client team members, we handle:

• Speaker management
• Online call for papers
• Online abstract submission
• Speaker administrative site
• Speaker information pages
• Agenda at-a-glance
• Scheduling including day/time/meeting room
• Presentation and handout material collection
• AV requirements
• Disclosure or permission forms
• Post-event thank you letters
• Evaluation results distribution