Kellen Meetings incorporates our management expertise and best practices into a comprehensive Scope of Work (event management process) for your event, to help you reach your desired outcomes and goals and to provide the desired customer experience. We integrate this process into your overall program management process and it includes a broad range of strategic solutions.
Click to see how each of Kellen’s valued services can deliver success for your association or company:
Site Selection and Venue Contract Negotiation
Based on client’s needs, and using available historical information, Kellen develops and distributes an event RFP and provides a comprehensive list of options with recommendations. We also perform site inspections as necessary. Using our contract template, we produce and negotiate the venue agreements, including rates, concessions, payments, contractual deadlines, etc.
Clients are advised on budget and timeline specific to planning international events. Our extensive experience and attention to detail ensures that clients know about fees and deposits, permits and visas, daily delegation rates, location specific logistics, shipping and ground transportation needs. Kellen also advises clients with language and cultural logistics.
Kellen works with clients to produce and manage a budget for the event, including analysis and review against prior year(s) budget, and to reconcile all actual costs.
We produce and manage task assignment lists in chronological order, and are responsible for driving the completion of all tasks. This usually includes scheduled conference calls with the client for continuous updates.
Every Kellen managed meeting has a component of green meetings management, depending on budget available, but at minimum we apply basic green meetings techniques.
The benefits of green meetings »
Our assistance with designing events by providing recommendations based on client input, and taking into consideration (when available) past attendee evaluations, helps meet event goals. This includes assisting with optional events including selection, recommendations, contract negotiation and all other logistical elements. Our “Run of Show” document ensures the proper management of presentation flow.
We develop comprehensive online registration forms that contain all levels and pricing, educational breakouts, optional events, registrant demographics, etc. We also include a registration survey (first time attendee preferred contact method, interest in sponsorship, etc), various registration level options and pricing, optional breakouts and gathering all necessary demographics. Additionally, we incorporate design elements to match client websites and manage tracking and performance via weekly reports.
Kellen assists with management of all graphic elements of the program (theme design, incorporation of color scheme, consistency throughout all communications, print management, etc.) to make sure events get the eye-catching visuals they need.
We help develop a marketing communications plan that engages customers and helps to drive attendance through the effective communication of conference benefits. The plan is incorporated into the overall timeline and coordinated with the graphics theme.
By incorporating our graphic design elements, we create a signage template that includes timelines, printing, shipping and onsite placement.
Our event web package development assistance supports the marketing communications plan and incorporates graphic themes and design elements.
Online Education (webinars)
We’re experts in the set-up and management of logistics for any online learning elements associated with the event via webinars, utilizing the Adobe ConnectPro software.
Sponsorship programs are developed and managed by identifying all potential opportunities, outlining all benefits, managing the payment process and providing the promised benefits to the sponsor. Our key to success with this is working with the client’s team and utilizing established relationships to drive sponsorship sales.
Virtual Meeting/Trade Show
We design and produce a virtual version of the event, as an enhancement to the actual live event, to reach an extended list of customers who would not otherwise be able to attend.
Exhibition/Trade Show Management
RFP management is provided along with site selection for the venue. This includes contract negotiation, selection and management of the show decorator, booth sales and management, vendor appointment scheduling, cost management, onsite show management and post-event evaluations.
Kellen provides proposals, cost estimates, contract negotiation, onsite management and all payments and deliverables for proper vendor management.
Content Management/Speaker Management
We develop and assist with design of the conference agenda, management of the call for proposal process, development and management of timelines, speaker forms, budgets and communications. All expenses are managed along with AV logistics, meeting room assignments, travel/transfer arrangements and onsite management of speakers and presenters.
Our extensive AV needs grid accounts for all program elements based on the final agenda. We manage the RFP process and vendor selection, including providing proposals and cost estimates, contract negotiation, onsite management and budget reconciliation. We provide translation between client content and AV production to ensure seamless production.
Hotel Room Block
Our seamless management of hotel sleeping room blocks, includes pickup reports, comparison to registration lists, staff rooms, speaker/presenter rooms and VIP upgrades. We also have extensive experience in managing additional room blocks at overflow properties as needed and we ensure that this is reconciled at the conclusion of the event for out-of-the-block pick-up.
Kellen provides weekly summary progress reports of conference financials, including comparison to prior years, budget projections, room block, registration and other logistics as contracted. We know you want to see progress and we want to show it to you as it happens.
Food & Beverage
Our staff provides stunningly creative food and beverage designs and menu suggestions that are incorporated with room layouts, staging, AV and meeting flow. We communicate client culinary needs with the venue and develop and manage banquet event orders (BEOs).
All logistical aspects of the conference are managed, including staff, third party vendors, AV, signage, headcounts, event orders, attendee check-in desk and onsite registration, disbursement of conference materials, sponsorship benefits, run of show (including entertainment and staging), transportation (as required) and optional events, including sports tournaments and off-property functions, trade show, VIPs and speakers and presenters.
Sports Event Management (golf, tennis, bocce, etc.)
We provide proposals and cost estimates for location, transportation and all logistical elements of sports events. We incorporate selected venue and options into registration process, manage costs, assist with team selection, provide onsite coordination of the event and assist with prize/award allocation.
Optional events include proposals and cost estimates for location, transportation and all logistical elements to enhance the attendee experience. The selected venue and options are incorporated into the registration process, and we manage costs and provide onsite coordination of the event.
Kellen knows it is important to get feedback for clients and for ourselves. That is why we provide hard-copy or online evaluation forms as required, including a summary of results and recommendations.