Event Planning

A significant number of specialized services are required for any successful event. Often, these services are provided by multiple suppliers. IEEE MCM can be a single point of contact to manage all vendors and suppliers including:

• audio visual/production companies;
• exhibit decorators
• offsite venues and tour companies;
• entertainment bookings;
• banquet and catering;
• shipping services;
• and transportation providers.

IEEE MCM has a list of trusted partners, or can work with a preferred vendor of choice. IEEE MCM will ensure timeliness and eliminate redundancy, adding savings to the bottom line.

Meals are an important component of any event and serve as the primary social function for attendees. IEEE MCM will create a unique dining experience that satisfies appetites, impressions, quality, and visual appeal and remains within budget. From simple hors d'oeuvres to a seven-course dinner, IEEE MCM will partner with the venue staff to create appetizing menus and decor that sets the event apart, leveraging buying power and experience to secure the best price for all catering services. IEEE MCM also understands that will recommend appropriate options.

In any event, the small details always make a big difference. IEEE MCM manages all requirements to ensure the event is executed seamlessly. Planners work directly with vendors, staff, and volunteers to confirm all logistics and oversees all activities including:

• onsite registration;
• conduct all pre- and post-conference meetings;
• crisis and emergency management;
• monitor contractual obligations;
• oversee all staff (hotel/convention center, vendors);
• manage room layouts, stages and audio visual equipment according to specifications;
• and review and reconcile all invoices.

Upon conclusion of the event, IEEE MCM will work with volunteers to document key features of the event, including successes and lessons learned. IEEE MCM will comprise a summary report and a final financial report reviewing all actual costs, outstanding expenses and budget variances.

IEEE MCM centralizes all event income and expenses, leaving no questions unanswered and a clean audit trail. This ensures the highest degree of accuracy and confidence through:

• detailed financial records;
• collection and deposit of all income;
• cumulative summary and transaction reports;
• review of all invoices to ensure accuracy prior to payment;
• responsible monitoring of income and expense levels;
• payment of all invoices (subject to approval/pre-authorization);
• coordination of audit.