As a full-service meeting and event management company, Plan Ahead Events can conceptualize and implement meetings and events of all sizes and calibers. As experts in our industry, we maintain national strategic relationships and an extensive knowledge base that allow us the resources to execute meetings and events at any level. Our understanding of customer service and commitment gives us a significant advantage above the rest.

We are very flexible with the services that we offer and can offer our complete list of services in coordinating your meeting or event, or we can offer our services on an individual basis, depending on your needs.

Agenda & Meeting Materials

We understand meeting “flow,” including what tools and techniques engage audiences, and what collateral materials tend to lend to or take away from the effectiveness of the presentation.

AV Management

Your presenters and exhibitioners need never know the pain of a fuzzy slide, a malfunctioning microphone or a missing electrical outlet when we’re managing the details.

Budget Creation & Management

We are experts in anticipating expenses and identifying revenue sources for your event. We negotiate vendor and hotel contracts, identify optimal ticketing and sponsorship package price points, and track minute details to ensure the maximum value for each line item.

Collateral Material Design

We work with excellent designers and artists for eye-catching logos, and informative invitations, brochures, promotional pieces, agendas, programs, signage, and other meeting materials.

Communications

From emails that actually get opened to calls to action that get your audience to respond, we know how to reach your audience.

Décor & Props

It’s the details that make an event, and we’ll leverage our relationships with vendors, vast experience with past events, and creativity.

Entertainment Booking

We can help you identify the entertainment that will work for your event as well as help you weigh the return on investment of various options. We negotiate contracts, and coordinate hiring and management, deal with booking, and leave you free to enjoy the show with your guests.

Equipment & Supply Rentals

From setup to breakdown, our seasoned professionals track vendors and suppliers, ensuring the highest quality and functionality in rentals, and handling problems and issues as they arise.

Evaluation

A good survey can help you plan for your next event, provide feedback to your sponsors and partners, and let you know what rough edges need smoothing. Let us collect the data that helps you debrief after an event and move forward with next year’s plans.

Event Registration

From promotion to online registration, to meal selection, seating assignments, check-in, badges and takeaways, our tools can manage all aspects and permutations of registration, data collection, reports and registrant communication.

Exhibitor Sales & Management

We know what draws exhibitors and keeps them coming back each year. Let us help you fill and manage your expo for an informative and rewarding experience for attendees and expo partners alike.

Food & Beverage Planning

We will work with your caterers and bar services to ensure the menu, presentation, and service represents your event well.

Galas and Fundraising

Events provide opportunities for fellowship, recognition, celebration and lasting impressions. We can manage everything from visioning to clean up, for a memorable experience. Learn more.

Hotel Contract Negotiation

Our hotel experts will ensure the contract negotiation and lodging process is smooth and trouble-free for your attendees, while negotiating the best possible rates, and reducing risk to your organization. Learn more.

Marketing Materials

Our team will help you identify the optimum channels to promote your event – saving money on channels unlikely to pay off, and identifying those that will reach your ideal attendees.

Media Relations

We are experts in earned, paid, and owned media, and can help craft a plan for media releases, blog entries, advertising, and social media to gain the most visibility with your audience.

Off-site Event Management

Don’t need hands-on support for your event? Not a problem. Let us provide virtual services a la carte for your event, from registration to sponsorship acquisition to site selection and contract negotiation and more. Just let us know what you need help with.

On-site Event Management

We are your boots on the ground, so to speak, managing check in, signing off on last minute AV orders, making sure the linens are the color you ordered, all the banners are straight and your speakers are in the right place at the right time.

Photography & Video

Images are great ways to reinforce the fabulous time your attendees and sponsors had, as well as useful in promoting subsequent events. Make sure your album is full of great shots and footage with the help from our experts.

Printing & Mailing

With our vendor partners, we are experts at creating promotional pieces that get attention, and letters that get opened.

Promotional Products & Corporate Gifts

It’s imperative to stand out from the crowd with innovative ideas and products. Our experts can help you shine, with access to promotional products and highly creative opportunities to make a lasting impression.

Security & VIP Handling

From airport pick up to welcome gifts, refreshments, side trips, and special requests, we can manage a safe and enjoyable reception for your VIP guests when star treatment is called for.

Signage

From giving directions to sponsor recognition, the signs at your event can make a difference to your attendees and your partners as well as your image. We can help with everything from design, to printing, to placement for the most impact.

Site Selection

We are industry leaders in site selection, and can save you time and money and reduce the risk in working with your next event venue. Learn more.

Sponsorship Acquisition

Sponsors are critical to the event budget, and lend credibility and visibility to your event. We can help identify your best prospects and support the process of outlining and pricing benefits packages, and sponsor cultivation and solicitation.

Staging & Production

Our experts understand room flow, lines of sight, display placement, sound quality, and all the other details that make for a smooth, engaging event.

Themed Events

We’re idea people. If you are long on enthusiasm but short on specifics, let us suggest ideas from our extensive library of past events or brainstorm with your team to come up with something entirely new.

Transportation

Are your guests flying in from out of town? We can provide a range of services from air and ground transportation to your event, as well as shuttles to field trip and off site events.

Travel Arrangements

We have fantastic connections in the local and national markets, allowing a seamless travel experience for your guests, at great prices. Let us arrange a smooth travel experience that leaves your event attendees in the optimal frame of mind for your event.

Vendor Negotiation

As an international company, we maintain relationships with vendors to leverage the best pricing on a range of products and services. We can also negotiate your vendor contracts, saving you additional money as well as time and energy.

Website Creation

We create attractive, informative and user-friendly websites as the first step in promoting your event and registering your attendees.