Whether a corporate party, company picnic, employee recognition dinner, retirement party, grand opening, or customer appreciation day, all successful events have one key ingredient: effective and strategic planning! Yet few people or businesses have the time to manage the critical details that bring a meeting or event to fruition.

Did you know it can take an average of 15-20 hours/month to plan and orchestrate a successful meeting or conference? Does your staff have that extra time in their already busy schedules? What if you could focus on the content of the meeting/event and not stress over coordinating logistics? Well, you can!.

With over 10 years' experience in the Washington, DC, area – coordinating multi-city seminars, company picnics, and local programs – Lexi Schafer is well-prepared to execute your event just as you envision. Let her years of planning and coordinating experience ensure that your meeting attendees leave with the right impression and unforgettable memories. Packages are available for various levels of service:

• Full-Service Meeting / Conference Planning
  For the company that wants a perfect event, does not have the time or energy to plan it, and needs someone for complete beginning-to-end event planning, Events by Lexi handles all aspects of the special event or meeting, including planning, catering, invitations and more.
  Get the details...

• Concierge / Day-of-Event Coordination
  For the company that has planned the event details but wants someone to coordinate its execution, Events by Lexi steps in so you can relax and spend quality time with your guests and clients. Get the details... 

Need something more (or less)? Assistance can be customized to your needs, or you may want to check out additional services. Feel free to get in touch to schedule a complimentary consultation.

Full-Service Meeting / Conference Planning Package

This package offers full-service meeting coordination from beginning to end; it's perfect for companies with staff who have demanding schedules or those businesses not local to Central Maryland or South Central Pennsylvania. Events by Lexi will research and call vendors, visit sites, and bring all of the information to you for decisions. Lexi will handle the coordination so you can concentrate on the content of your meeting. This package includes:

• Set initial planning meeting as soon as meeting/event date has been finalized.
• Initial Preparations
• Recommend stationery ideas, format & vendors for save-the-date cards, invitations, menu cards, meeting/conference agenda, place cards, and thank-you notes to speakers at your event.
• Etiquette & protocol advice on such things as addressing invitations, seating arrangements, etc.
• Telephone & e-mail consultation
• Conduct regular progress meetings to address concerns, review plans, track progress, etc. Typically, these are held 3 months, 2 months, and 1 month prior to your meeting/event.
• Budget Formation & Guidance
• Preparation & monitoring of a realistic budget to fit your needs
• Track expenses incurred
• Vendor Coordination
• Referral of vendors to include florist, music, venue, caterer, etc.
• Arrange food and beverage service
• Assist with entertainment or program
• Attendance at any meetings with vendors
• Contract review with each vendor
• Contact and coordinate all final details with vendors
• Prepare timeline for vendors (to be sent 2 weeks prior to the meeting) and confirm said arrangements with them.
• Prepare seating chart display to be placed at the registration table, if needed.
• Arrange blocks of hotel rooms for your guests and meeting attendees
• Direct rehearsal, if needed
• Check that A/V equipment is in working order
• Check that agenda follows timeline
• Confirm food and beverage needs and schedule of service
• Verify that all handouts are prepared and ready for distribution
• Arrange for set up of registration table and any display tables needed
• Direct meeting/event
• Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the start time and staying on site for the duration of your meeting/event.
• Greet guests/attendees
• Ensure meeting starts on time
• Assist late-comers as needed
• Keep meeting on schedule, as needed
• Be sure all necessary meeting items are in meeting room
• Carry an “emergency kit,” including such items as pins, stapler, stamps, envelopes, markers, glue, scissors, and a few snacks – just in case!!
• Deliver final payment to vendors, as needed
• Ensure cleanup is complete
• Coordinate the return of any rental equipment
• Arrange for transportation after the meeting, as needed
• Schedule a follow-up meeting with you to review your event, determine if you achieved your goal or expected end result, and evaluate the process

Concierge Meeting Package

This package includes some preliminary assistance, guidance and coordination needs for the meeting. As the host of the meeting, you stay in control of making the decisions — you just don’t want to have to worry about the last-minute details and logistical issues. This package allows you to concentrate on the content of your presentation at your meeting or conference.

• Schedule initial meeting 6-8 weeks before your meeting/conference date
• Planning checklist – I will share with you a checklist to help keep us organized as we approach the last few weeks prior to your meeting/event.
• Telephone and e-mail consultations
• Site design – work with the chosen venue to fit the meeting – how the attendees will flow through the room, where the registration table will be located, etc.
• Vendor confirmation 2 weeks prior to the meeting/event
• Assist with seating and table arrangements
• Arrange blocks of hotel rooms
• Contact and coordinate all final details with vendors
• Prepare meeting timeline for all involved
• Conduct meeting dress rehearsal, if needed
• Be sure registration table and any display tables are set up
• Greet guests/attendees
• Distribute meeting packets and agendas
• Arrange seating cards
• Ensure that meeting starts on time
• Assist late-comers as needed
• Keep meeting on schedule as needed
• Be sure all necessary meeting items are in meeting room
• Carry an “emergency kit,” including such items as pins, stapler, stamps, envelopes, markers, glue, scissors, and a few snacks – just in case!!
• Deliver final payment to vendors, as needed
• Arrange for transportation after the meeting as needed
• Ensure cleanup is complete
• Coordinate the return of any rental equipment
• Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the meeting/event start time and staying on site for the duration of your meeting/event
• Schedule a follow-up meeting with you to review your event, determine if you achieved your goal or expected end result, and evaluate the process

Additional Services

Lexi handles the following services for an additional charge, depending on required level of service.

• Assembling, addressing & mailing meeting invitation
• Tracking RSVPs
• Creation and distribution of attendee packets/handouts

Remember, if the above packages do not suit your needs, you can still take advantage of Lexi's planning skills and experience to ensure a successful event! Advance planning is optimal, but we can often accommodate last-minute requests to help with emergencies. So please get in touch for a complimentary consultation to discuss how we may help!