Customizable Event Planning Services

At Mindful Meetings, we offer a comprehensive suite of services tailored to meet your unique program.

Step 1: Program Consultation & Design

We collaborate with you to:

  • Define program goals and requirements
  • Identify sponsorship opportunities
  • Customize project planning timeline
  • Offer agenda design best practices
  • Manage your budget

Step 2: Venue Selection & Contracting

We take the lead in:

  • Researching potential venues based on program needs and budget
  • Conducting site visits and evaluations
  • Negotiating venue contracts to secure favorable terms and pricing
  • Reviewing and managing venue contract details and deadlines

Step 3: Logistics & Vendor Management

Our team will:

  • Research venue, hotel, activity and excursion options
  • Coordinate vendors for transportation, décor, staffing, A/V, photography, entertainment and more
  • Negotiate contracts to maximize savings and mitigate risk
  • Track contract policies to avoid penalties
  • Reconcile invoices

Step 4: Program Promotion & Registration

We handle all aspects of promotion and registration, including:

  • Crafting an attendee communication plan
  • Creating curated email campaigns
  • Designing and managing the event website
  • Providing attendee support
  • Customizing the event mobile app
  • On-site branding management

Step 5: Event Management

Our experts ensure seamless event execution with:

  • A/V and livestreaming management
  • Floor plan and seating design
  • Transportation coordination
  • Catering management
  • Unique “wow” factors
  • Q&A technology solutions
  • Swag and gifting management

Step 6: On-Site Support

We provide comprehensive on-site support, including:

  • Managing the execution of meetings, meals, transportation, and more
  • On-site crisis management and problem resolution
  • Staffing registration desks with top-notch attendee support
  • Way-finding solutions
  • Manage main stage and breakout sessions
  • Mobile app support
  • Handling all logistics so you can focus on your attendees

Step 7: Post-Event Analysis & Insights

After your event, we offer:

  • Feedback survey management
  • Content replay management
  • Detailed reporting on key metrics
  • Strategic recommendations for future programs