Meetings and Conferences

We understand the cost of doing business today and in many ways outsourcing is ideal for cutting costs and reducing overhead. At A`vie we are a company that can handle your priorities. We have the ability to coordinate, create, present and reflect our client’s needs and visions. We present all options on every aspect of the meeting and tradeshow venue to you, allowing you to make the critical decisions. We will negotiate everything, giving you a great value, while qualifying and guaranteeing the vendor support you need, want and deserve.

Meetings and Conferences

Planning of Meeting and Conferences

Packages can include but are not limited to:

• Unlimited Coverage the Day of the Event
• A Coordinator and an Assistant Available to Cover Your Special Event
• Unlimited consulting via phone and/or email
• Vendor recommendation and management
• Coordination in Selection of Suitable Vendors
  - Meetings
  - Contract Review
• Creation and adherence to a budget
• Budget Planning
  - Development
  - Allocation
  - Management
• Décor selection
• Floor Plan Design
• Innovative Ideas and Tips
• Money Saving Tips
• Custom Designed Event Day Timeline
• Customized Task List
  - To Do Reminders
  - Deadlines
  - Decisions
• Custom Designed Event Day Itinerary (if needed)
• Review Timing, Distance of Travel, and Miscellaneous Concerns
• Arrangement of Accommodations for Out of Town Attendants
• Floor Plan design
• Overseeing set up and tear down of space
• Up to 3 Two Hour Consultations with Point Person
  - One Planning Meeting,
  - A Progress Meeting
  - Final Details Meeting
• Review details of your event
• Create reminder lists of items to bring for Event
• Send Custom Designed Timeline to All Booked Vendors
• Assisting with any questions and suggestions
• Assure all Services are Provided as Contracted by the Vendors
• Confirm the location and setup of the décor that will be needed
• Confirmation calls to all vendors to verify delivery times and details
• Head counts to vendors as needed
• Distribute last payments to vendors
• Handle any last minute emergencies
• Confirm the special requests earlier in the evening of arrival time and location.
• Greet Attendants/Guests
  

Coordination of Meeting and Conferences

Packages can include but are not limited to:
• Coordination day of event up to 4 hours
• Unlimited consulting via phone and/or email
• Vendor recommendation
• Assisting with any questions and suggestions
• Customized timeline for day of event
• Review details of your event
• Innovative Ideas and Tips
• Money Saving Tips
• Arrangement of Accommodations for Out of Town Guests
• On-site coverage and arrival at least one hour prior to event
• Up to 2 One Hour Consultations
• A meeting One Week prior to the event to confirm last minute details
• Confirm final details One Week prior
• Call vendors to verify deliveries and timeline
• Send Custom Designed Timeline to All Booked Vendors
• Assure all Services are Provided as Contracted by the Vendors

If you do not see the type of event you are having give us a call at
352-338-7577 and can help you with your special request.
We look forward to working with you on your next
event in order for it to be the best event ever.