Meeting
Management
Special
Events
Meeting and
Conference Planning and Management
Site Selection and
Contract Negotiation
Preliminary
Site Planning and Hotel Management
Attendee Registration
Special Event Planning
and Management
Committee and Planning
Meetings
Conference and Event Marketing
Website Creation and Maintenance for Client Meetings and Events
On-line Registration Systems
Exhibitor Logistics and Sales
Speaker and Panelist
Coordination
Financial Management
On-site Management
Transportation and Busing
Meeting and Conference Planning and Management
VIP-heavy board meetings, annual conferences, training workshops, product roll-outs and continuing education seminars all fall within our purview. We provide expertise both in the management of traditional meetings in hotels and convention centers as well as those in non-traditional venues. No matter the locale, the Fain Group brings the same professional zeal to its clients.
Our professional staff is ready to help you with logistics planning, registration, speaker management and on-site management as well as sponsor and exhibit sales, Web site development / hosting, marketing materials and special events. We offer program management and conference development, enhancing and advancing the content knowledge of our clients.
If travel arrangements are needed for VIPs, staff or corporate incentive trips, the Fain Group can deliver. Additionally, we are accustomed to providing complex multi-media, language interpretation and translation and solutions that address security concerns for our client’s high-level speakers and attendees.
Let the Fain Group exceed your expectations and take the worry out of the pre-planning, on-site management, financial reconciliation and close-out reports for these most important components of your organization’s bottom line: your meetings, conferences and events.
Site Selection and Contract Negotiation
The Fain Group is recognized for its exhaustive efforts to find appropriate site locales that fit our client’s specifications of meeting or event space and sleeping room needs. We develop and disseminate a request for proposal and perform an in-depth search for appropriate sites.
After reviewing and clarifying the sites’ offers, we compile and analyze the results, reporting the pros and cons to our client. Once a site has been selected by our client, we confidently and effectively negotiate on their behalf, taking into account their meeting’s unique needs.
Preliminary Site Planning and Hotel Management
Identified as a leader in the field, the Fain Group coordinates and manages all accommodations, room sets and banquet event orders with the hotel or venue. All food and beverage functions are designed within the client’s budget and with client approval, and master accounts are set up with the hotel and vendors to be closely monitored and reviewed once on-site.
We carefully plan for the speaker’s audio-visual and multi-media presentations, the installation of the exhibit hall, if pertinent, and the delivery of equipment and services to be installed, such as computers, fax machines, copiers, Internet and phone lines and electrical drops.
Additionally, we prepare appropriate directional and informational signage, arrange language interpretation, if needed, and assess access for people with disabilities prior to arriving on-site.
Special Event Planning and Management
The Fain Group offers creative and imaginative ideas for events that present out clients in the best light to their customers, donors and members. Our professional staff is ready to help you with the site selection for your important event as well as the logistics planning, registration, sponsor sales, budget management and marketing for its success. We are as adept at producing your event in an unusual setting as a traditional one and will recommend locales that match your message.
Additionally, we are often asked to provide complex multi-media for our client’s events, language interpretation and solutions that address concerns about security for high-level keynote speakers and attendees. Let the Fain Group exceed your expectations and take the worry out of the pre-planning, management and financial reconciliation of your most important events. Whether as a part of a larger meeting or a stand-alone event, we will implement your vision and meet the goals of your event with style.
Whether your meeting or event requires your attendees to fax or mail their registration or you’re looking for a secure on-line system, the Fain Group is able to manage your registration needs.
Our organized staff will administer all details of registration, such as answering attendee questions, sending confirmations, processing payments and refunds, providing registration and reconciliation reports, updating meeting registration sites and formatting name badges. The Fain Group is able to accommodate all aspects and complexities of registration once on-site, all within the parameters of our client’s specifications and requirements.
For detailed information about on-line registration capabilities, see how we create On-line Registration Systems.
Committee and Planning Meetings
The Fain Group is well experienced when working with committees: we know when to listen and when to lead. Each meeting planner the Fain Group employs has the experience of working in-house with corporations and non-profit organizations. Each has the ability to set up committee calls, take minutes as needed, brainstorm the good ideas, keep groups on track and make the time spent in the planning stage meaningful and moving forward. We are keen to establish the goals and objectives of our client’s conferences and events and to plan accordingly with committees, staff and vendors for the desired outcome.
Conference and Event Marketing
Innovative in its approach, the Fain Group has a combined experience in the for-profit, non-profit, association and charitable sectors, applying strategic marketing techniques that effectively reach our client’s audience. We have the ability to create marketing schemes as well as serve as editors and proof-readers to pieces developed by others. Additionally, our computer/database experts can devise e-mail blasts and develop and host the conference or event Web site as inclusion in the overall marketing plan.
Website Creation and Maintenance for Client Meetings and Events
The Fain Group is acknowledged as being in the forefront of technology. Our computer/database experts will create and host the Web site for your event, incorporating your corporate identity and meeting your design specifications. Of course, updates to the Web site are part of the marketing strategy for your event, and we have proven processes in place to make updates announcing a dynamic keynote speaker, innovative session, new sponsors or additional exhibitors. These processes allow the information to be posted in a timely manner, giving your potential attendees and sponsors reasons to re-visit your site again and again.
One of the reasons organizations seek out The Fain Group is our expertise in developing, implementing and efficiently managing on-line registration systems for our clients. Our computer/database experts update and maintain an on-line site, built to our client’s specifications, and maintain and track registration, payments, cancellations and refunds. Additionally, each client is provided access to registration data in a user-friendly format.
Once the system is in place, our staff handles all details of registration: answering attendee questions, sending confirmations, processing payments and refunds, providing registration and reconciliation reports, updating meeting registration sites and formatting of name badges. This is done within the parameters set to meet all client specifications and requirements for each specific meeting.
Let the Fain Group use its on-line registration system capabilities to provide automatic confirmations and follow up information to your attendees. We enter and acknowledge all registrations within 48 hours of receipt and send a confirmation within 24 hours of approval. We are capable of responding to all telephone calls and e-mails within 24 hours. In addition, the system tracks cancellations and can wait-list attendees for trainings or sessions that are full.
For our clients’ use, we provide registration reports within 24 hours - or more frequently if needed - and are able to provide a link on our server to a real-time registration report with up-to-the-minute registration information. Our flexible systems can be customized for other specific project needs and will work with your software programs.
The Fain Group is skilled in creating and developing exhibition and sponsorship packages, pricing strategies, marketing and communication pieces, prospect databases, and Exhibitor’s Manuals for this very important component of your conference. From table-top displays to convention center-sized exhibit halls, The Fain Group has been successful in meeting the financial expectations of our clients and overseeing the demands of the on-site exhibit hall set-up. We oversee and work closely with the general service contractor and manage the signage and the oversight of extensive policies and procedures. We take this immensely important and time-consuming component off our client’s plates and make it a success.
Speaker and Panelist Coordination
The Fain Group can be counted on to communicate with your speakers throughout the complete meeting or event planning cycle. We can begin with the initial invitation letter or call for papers and can conclude with the payment of honoraria or tabulation of speaker evaluation data. We monitor the imperative deadlines on your behalf, obtaining the speaker’s important audio-visual needs and acquiring information that is essential for producing the final conference materials.
Our database experts can track the speakers’ registration, produce name badges and highlight special information to be included in the speakers’ packets at registration. Once on-site, this segmentation will allow them to be recognized at registration, given updates, briefed about media interviews or led to the speaker ready room. For VIPs, arrival and departure times can be tracked, airport transportation secured, security details arranged and rehearsal time set for their presentations.
The Fain Group is ever mindful of our client’s conference or event budget parameters and we’ve proven to be successful in meeting their financial expectations. We set realistic projections and monitor them continuously throughout the partnership with our clients.
Our years of experience as professional meeting managers and negotiators benefit our clients by producing lower rates through wise decision-making and relationships built up over time with hoteliers and vendors. We know where we can cut corners on behalf of our clients without ever sacrificing quality.
At the completion of each meeting or event, we provide final reconciliation reports and a thorough review of hotel and vendor bills, which are submitted in a timely manner.
The Fain Group employs the most professional and qualified cadre of meeting professionals in the business. Our goal is to make the on-site meeting experience appear organized, calm and seamless for our clients and their attendees. How? By verifying that all planned arrangements are in place, anticipating probable challenges, double checking each event in advance and maintaining a flow of communication with on-site management and service staff.
Registration – The Fain Group strives for a smooth registration process, employing time-proven procedures to streamline the process and keep the focus on the welcomed attendee. We take our role here seriously, as this may be the first experience many of the attendees, speakers and exhibitors will have with our client in a face to face setting.
Behind the scenes, our clients count on us to lead pre-conference meetings, manage the logistics, assist in the staff office set-up, oversee the arrival and delivery of shipments and conduct all briefings with the different suppliers. We carefully monitor the attendee counts and provide updates that affect the guarantees made to these suppliers.
While on-site, we verify accurate meeting room sets, confirm and check the placement and working condition of audio visual equipment, supervise the food and beverage functions, oversee the transportation and review all invoices at the end of each day.
Exhibit Hall – Similar to the registration area, the exhibit hall offers a public face of our client, so exhibitor and attendee satisfaction is paramount to us. Our experienced exhibit hall staff oversees the service and information desks, promote future booth sales for subsequent conferences, and manage the food and beverage service and special offerings in the hall (bookstore, demonstrations, lectures, etc.)
From set-up through tear down, the Fain Group staff has been successful in managing the demands of the on-site exhibit hall. We work closely with the general service contractor, oversee the placement of signage and enforce policies and procedures, making it a success in the eyes of the attendees, exhibitors, sponsors and our client.
Whether it’s VIP airport pick-up service, transportation to an off-site event or a complex shuttle bus schedule to multiple hotels and destinations, the Fain Group can be depended on to coordinate our clients’ transportation needs. We have years of experience in busy cities as well as suburban and rural areas, allowing us to choose our transportation partners wisely based on our client’s transportation service needs.
