CORPORATE EVENTS

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.

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

If you want the perfect event for your clients or employee, but don’t have the time or energy to plan it and therefore, needs someone for complete beginning-to-end event planning and coordination, Events by Lexi can handle all aspects of the special event or meeting, including planning, catering, invitations and more.

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 professional providers, visit sites, review contracts, 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:

  • An initial planning meeting as soon as meeting/event date has been finalized.
  • Initial Preparations
    • Stationery ideas, format & providers for save-the-date cards, invitations, menu cards, meeting/conference agenda, place cards, and thank-you notes, and more.
    • Etiquette & protocol advice on such things as addressing invitations, seating arrangements, etc.
    • Telephone & e-mail consultation
    • Regular progress meetings to address concerns, review plans, track progress, etc. Typically, these are held at least 3 months, 2 months, and 1 month prior to your meeting/event.
    • Budget Formation & Guidance; monitoring of a realistic budget to fit your needs
    • Accurate expense reporting and tracking
  • Provider Coordination
    • Referral of providers to include florist, music, venue, caterer, etc.
    • Food and beverage service arrangements
    • Assistance with entertainment or program
    • Attendance at any meetings with providers
    • Contract review with each provider
    • Coordination of all final details with providers
    • Timeline preparation for providers (to be sent 2 weeks prior to the meeting) and confirmation of said arrangements with them.
    • Preparation of a seating chart display to be placed at the registration table, if needed.
  • Hotel block arrangements for your guests and meeting attendees
  • Rehearsal direction, if needed
    • Check that A/V equipment is in working order
    • Flow of agenda and timeline on the day of your event
    • Food and beverage confirmation and scheduling of service
    • Verification that all handouts are prepared and ready for distribution
    • Arrangement of registration table and any display tables needed
  • Oversee the meeting/event logistics
    • 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
    • Meeting starts on time!
    • Assistance with late-comers as needed
    • Keeping meeting on schedule, as needed
    • Making sure all necessary meeting items are in meeting room
    • An “emergency kit,” including such items as pins, stapler, stamps, envelopes, markers, glue, scissors, and a few snacks – just in case!!
    • Delivery of final payment to vendors, as needed
    • Ensure cleanup is complete
    • Coordination of 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 will be shared with you to keep everything 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.
  • Provider 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 providers
  • 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 providers, as needed
  • Arrange for transportation after the meeting as needed
  • Ensure cleanup is complete
  • Coordination of 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

 

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!