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

Events by Lexi has the time and years of planning and coordinating experience to 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 who wants a perfect event, does not have the time or energy to plan, and needs someone for complete beginning-to-end event planning, Events by Lexi handles all aspects of the special event, including planning, catering, invitations and more.
  Get the details...

• Concierge / Day-of-Event Coordination
  For the company that has planned the whole event, 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)? Services 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 demanding schedules or those not local to Central Maryland or South Central Pennsylvania. Events by Lexi will research and call vendors, visit sites, and bring all info to you for decisions. Lexi will handle most of the coordination so you can concentrate on the content of your meeting. This package includes:

• Set initial planning meeting as soon as your meeting date has been finalized.
  • Update meetings will be scheduled to include at least 3 months and 1 month prior to your meeting
• Preliminary 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.
  • Available for telephone & e-mail consultation
  • Conduct regular progress meetings to address concerns, review plans, track progress, etc.
  • Design & Décor ideas
• 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
  • Arrange food and beverages
  • Assist with entertainment or program
  • Attendance at any meetings with vendors
  • Contract review with each vendor
  • Distribute final payment and tips to vendors
  • Contact and coordinate all final details with vendors
  • Prepare timeline for vendors (to be sent 2 weeks prior to the meeting)
  • Confirm with vendors regarding arrangements and timeline
  • Prepare seating chart display to be placed at the registration table
• Arrange blocks of hotel rooms for your guests and meeting attendees
• Direct meeting rehearsal, if needed
  • Check that A/V equipment is in working order
  • Check that agenda follows timeline
  • Confirm food and beverage needs and schedule
  • Verify that all handouts are prepared and ready for distribution
  • Arrange for set up of registration table and any display tables needed
• Direct meeting
  • Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the meeting start time and staying on site for the duration of your meeting / conference.
  • 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 as needed after the meeting
• 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 plan your meeting.
• Available for telephone and e-mail consultations
• Site design – work with the chosen venue to fit the meeting – how the guests will flow through the room, where the registration table will be located, etc.
• Vendor confirmation 2 weeks prior to the meeting / conference
• Assist with seating and table arrangements
• Arrange blocks of hotel rooms
• Contact and coordinate all final details with vendors
• Prepare meeting timeline
• Conduct meeting dress rehearsal, if needed
• Overall event management to take care of any problems that may arise during your event, to include arriving 1-2 hours before the meeting start time and staying on site for the duration of your meeting / conference
• 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 as needed after the meeting
• Ensure cleanup is complete
• Coordinate the return of any rental equipment

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!