Services are available collectively or may be tailored to the needs of the individual project or event. If you do not see a service listed below, feel free to contact us to review the opportunities available at IECi.

• Undertake comprehensive research and study of event viability in marketplace.
• Analysis of any previous event participation and preview of competitive events in like industries.
• Ability to understand the goals and objective(s) of the event, make recommendations and give direction for best methods to employ to achieve objective(s).
• Determine target audience for event.
• Review options for scheduling of event dates considering competitive events and/or other influencing factors.
• Determine sponsorship possibilities for event.
• Evaluate and outline necessary components to the planning of the event and present different cost options available.
• Produce timeline for the event.
• Produce financial and data projections for event.
• Set target specific goals for event.

• Ability to provide recommendations for required service suppliers.
• Create a custom RFP for distribution to target vendor list.
• Facilitate the RFP review process.
• Undertake comparative analysis of supplier bids.
• Undertake contract review for selected suppliers.
• Negotiate with suppliers for best pricing and favorable contract terms.
• Management of suppliers in pre-planning process and on-site.
• Review of all vendors invoicing. Identify any necessary changes and expedite adjustments.
• Vendor performance evaluation.

• Make recommendations for destination and venue for event(s).
• Research potential destinations, providing comprehensive report on sites and factors to consider to include projected costs, travel time, weather, available activities and merits of destination.
• Research meeting venues, providing comprehensive list of available sites in destination to include meeting and sleeping room availability, proposed costs and merits of the individual venue(s).
• Ability to schedule site visit program(s) and provide site inspection checklist.
• Undertake site visits to venue(s) independently or in conjunction with client.
• Ability to make presentations of destination/venue research to lead decision-makers.
• Negotiation of hotel/venue contracts with careful regard to liability and performance related clauses.
• Provide summary analysis of contracts(s)' clauses with at-a-glance synopsis of relevant information.
• Undertake liability exposure analysis.

• Create and host a customized on-line registration page with ability to issue immediate electronic confirmations.
• Ability to implement and manage focus groups registration
• Ability to process registration payments electronically.
• Ability to link to a housing and travel page creating a seamless interface sharing and pre-populating core information between the registration and housing pages.
• Ability to link the registration page to an internal site.
• Ability for attendees to modify and/or cancel registration records. Immediate confirmation of the modification/cancellation.
• Capacity to provide "real time" registration reporting.
• Ability to create and design a faxable RSVP form for any non-web users. Data can be entered into the web-based database.
• Ability to provide a call center.
• Management of the design and production of customized badges for attendees.
• Facilitate the ordering of badge holders and additional supplies.
• Processing and printing of personalized badges.
• Collation and filing of badges for distribution on-site.
• Compilation of on-site registration packages with any required inserts.
• Coordinate the layout, load-in and set-up of the on –site registration area.
• Provide on-site registration manager(s), supported by a team of dedicated on-site registration staff.
• Supply the on-site registration desk with computer equipment giving full access to all registration information. Ability to manage updates and changes to the database, modify badges and issue "real time" reporting.

• Create and host a customized on-line housing page with electronic issuance of hotel reservation confirmations.
• Ability to interface seamlessly the housing page with the registration page, transferring data in core fields.
• Establish an event (800) number to facilitate any non-web users and to answer any questions that may arise in the on-line entry process.
• Ability for attendees to facilitate changes and cancellations to their electronic hotel reservation records, with an immediate notification of the modification.
• Capacity to provide "real time" hotel reports reflecting daily pick-ups and room-night totals, arrival and departure dates, and projected liability.
• Management of the rooming list, providing the hotel with the Master Rooming List and subsequent change manifests. Periodical cross-reference of hotel manifests with database checking for accuracy.
• Inventory management, managing cut-off and liability as set forth in hotel contract.
• Provide on-site housing manager(s) supported by team to handle any housing-related issues and any special requests.
• Review and cross check of hotel manifests to identify any book direct reservations.
• Daily review on-site of the no-show report and room charges posted to hotel Master Account.

• Create and host a customized on-line travel page.
• Ability to interface travel page with any registration/housing page, transferring data in core fields.
• Ability for attendees to view multiple travel routes, airlines and fares and make a reservation on-line.
• Negotiate volume airfares or "Zone" fares with preferred airlines and ability for attendees to book the discounted fare(s) on-line.
• Organize chartered air and offer on-line booking for charter air.
• Ability to gather arrival/departure data for R/T transportation for airport transfers.
• Tracking and reporting of attendee travel patterns.
• Oversee the transportation, scheduling and "meet and greet" process of ground transportation.
• Ability to create and distribute a personalized confirmation letter summarizing attendee’s personal profile including registration information, hotel arrangements, travel itinerary, transportation schedule and final program details.

• Facilitate the assigning of contracted meeting space to best suit the meeting agenda and program flow.
• Coordinate meeting-room sets.
• Coordinate floor plan design.
• Coordinate load-in/load-out of venue.
• Facilitate audio-visual requirements and data needs.
• Host or participate in pre-convention meeting.
• Coordinate signage and banner placement.
• Ship materials and confirm acceptance and location of materials.
• Reconciliation of the final facility invoice, banquet checks and any vendor invoices.

Food & Beverage Management

• Develop and manage food and beverage budget.
• Evaluate food and beverage proposals submitted by facility.
• Plan and propose meal ideas considering any alternative meal needs.
• Select menu and coordinate details with facility.
• Determine layout and usage of function space (room sets) as it pertains to meal functions.
• Establish meal function billing options: consumption, guarantee, service charge inclusive.
• Determine service options for meal functions: plated, buffet, family style, meal station.
• Review banquet event orders and determine guarantees.
• Control costs: monitoring food and beverage inventory.
• Coordinate theme decor, floral, A/V, etc.
• Coordinate entertainment.

• Create a full event budget or budget for select components, outlining fixed and variable expenses.
• Prepare different budget options, identifying income and expense variations with different budget scenarios.
• Ability to generate regular reports that breakdown and track costs.
• Identify budget variances in actual versus targeted costs.
• Record all invoices, deposits and payments.
• Review all invoices and organize payment for all event invoices through IECi or through client direct.
• Provide detailed backup of all event expenses, including invoice copies.
• Undertake measurement of results.

• Collaborate on nature and content of speaker, seminar and individual enrollment programs.
• Identify relevant keynote speaker candidates and session speakers.
• Contact speakers to assess interest and availability.
• Facilitate scheduling and tracking of speaker engagements.
• Determine costs for speaker assignments.
• Facilitate contracts, agreements, royalties and fees for speakers.
• Act as key liason for all speakers: pre-show and on-site.
• Formulate and distribute speaker invitation packets with required inserts.
• Create speaker rehearsal schedules.
• Gather any necessary photos, bios, and/or presentations to be used in marketing collateral or proceedings.
• Coordinate the receiving and distribution of any speaker collateral.
• Facilitate any staging, lighting sound, AV or data requirements for speaker engagements.

• Determine event objective(s) and develop and implement marketing plan accordingly.
• Identify target market and define the demographics of the audience.
• Adapt marketing techniques to target market using creativity and technology.
• Create event website.
• Coordinate development of marketing collateral.
• Undertake management of target market lists.
• Coordinate marketing distributions.
• Track results for the impact of marketing techniques.
• Coordinate post-event attendee survey(s) and prepare results.