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 needed to manage the critical details that bring a meeting or event to fruition.
With many years of experience coordinating multi-city seminars, company picnics, and local programs – we are well-prepared to execute your event just as you envision. Let my years of planning and management experience ensure that your meeting attendees leave with the right impression and unforgettable memories.
Packages are available for various levels of service.
Click the links below to learn more about each package:
Full-Service Meeting / Conference Planning | Concierge Meeting Package
Full-Service Meeting / Conference Planning
If you want the perfect event for your clients or employees, but don’t have the time or energy to plan it and therefore, need 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, securing event professionals, and more.
This package offers full-service meeting coordination and management 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, but are having meetings/conferences here. 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 and management so you can concentrate on the content of your meeting. This package includes:
- An initial planning meeting
- Initial Preparations to include
- Stationery and printed materials
- Etiquette & protocol advice
- Telephone & e-mail consultation
- Monthly progress meetings
- Budget Formation & Guidance
- Provider Coordination
- Referral of providers to include florist, music, venue, caterer, etc.
- Attendance at meetings with providers
- Contract review with each provider
- Coordination of all final details with providers
- Timeline preparation for providers and confirmation of products/services
- Preparation of a seating chart, as needed
- Hotel block arrangements
- Rehearsal direction, if needed
- Check that A/V equipment is in working order
- Agenda and timeline on the day of your event
- 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, including arriving 1-2 hours before the start time and staying on-site for the duration of your meeting/event.
- Greet guests/attendees
- Making sure the meeting starts on time!
- Assistance with late-comers as needed
- Keeping meeting on schedule
- Making sure all necessary meeting items are easily accessible
- 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 providers
- Ensure cleanup is complete
- Coordinate the return of any rental equipment
- Arrange for transportation 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.
- Schedule initial meeting 6-8 weeks before your meeting/conference date
- Planning checklist to keep everything organized as we approach the last few weeks prior to your meeting/event.
- Telephone and e-mail consultations
- Provider confirmation 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
- Carry an “emergency kit,” including such items as pins, stapler, stamps, envelopes, markers, glue, scissors, and a few snacks – just in case!!
- Arrange for transportation after the meeting as needed
- Ensure cleanup is complete
- 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!