Our Services
STRATEGIC SOURCING & CONTRACT MANAGEMENT
Plan-it has operated events in more than 29 countries and has nurtured industry relationships for decades. We will find your perfect destination, hotel and venue. We search for the hidden gems and unexpected locations and transform spaces to fit with your brand and vision. We are expert negotiators and accomplish win-wins. We will help you bring your event to the next level in a cost-effective manner.
Our Sourcing & Contract Management Services Include:
Destination research and site selection
Global destination, hotel and venue knowledge
Established industry partnerships
Contracted concessions, lowest room rates, and best overall value
Budget, deposit and attrition management
Liability, compliance and risk addressed and mitigated
ATTENDEE REGISTRATION
The attendee is at the heart of everything we do, and registration is a critical part of their journey. We work with each client to fully customize their experience and advise on best practices and systems. Plan-it treats everyone as a VIP and provides a stress-free, streamlined experience where all needs and details are managed flawlessly.
Our Attendee Registration Management Services Include:
Custom website registration and design
Attendee data management and registration confirmations
Onsite registration and name badge preparation
Hotel room block and attrition management
Program reporting and reconciliation
LOGISTICS & ONSITE EXECUTION
Plan-it’s dedicated, experienced, and friendly operations team will ensure that all your program details and logistics are executed flawlessly from planning through onsite execution. Through detailed and collaborative planning, where every specification is captured and all needs addressed, a comprehensive logistics and staffing plan is then implemented. There are a multitude of moving parts in the meetings and events arena, and things happen that cannot be controlled, only managed. Let Plan-it handle it – we have successfully been doing this for over 20 years and have an impressive client retention rate to prove it.
Our Logistics and Onsite Execution Services Include:
Expert support from staff that brings actionable solutions
Continued focus on onsite cost-savings and negotiations
Timeline and budget management
Creation of program-specific documents
Event collateral and delivery process
Overall and departmental communication plan and coordination
TRANSPORTATION MANAGEMENT
Plan-it will get your group to the event stress-free with the utmost in service. From group air blocks to trains, ferries, helicopters, trolleys, hot air balloons & more! If it moves, we’ve got you covered.
Our Transportation Services Include:
Travel manifest management
Meet and greet services and luggage loaders
Professional, knowledgeable, and friendly staff
Special accommodations made for passengers who need them
Police, security, and permitting
Bus wraps, window clings - for marketing or sponsor fulfillment
Due diligence in safety and compliance
EVENT DESIGN & DÉCOR
We thrive on creating once-in-a-lifetime experiences and seeing them through to spectacular conclusions. Amazing cuisine, spaces magically transformed into works of art via lighting and décor, A-list entertainment – every event is curated to engage and impress your attendees and tell your story. Plan-it is ready to bring your event vision to life when you are.
Our Event and Décor Services Include:
Concept development
Venue sourcing
Floor plans and renderings
Set design and installation
Invitations
Vendor and talent management
Technical direction and fulfillment
Budget and reconciliation
Invitations & printed menus
FOOD & BEVERAGE
Plan-it prides itself in delivering a superlative dining experience, with strict adherence to budget and an eye for environmentally responsible choices - such as farm to table menu options. Being onsite is a special occasion and menu design and selection should reflect that. Let Plan-it surprise and delight your attendees while keeping them well-fed, energized, and focused.
Our Food & Beverage Management Services Include:
Savvy budget management and guarantees
Individual dietary needs and group preferences, including dietary restrictions or faith-based standards
Floor plans, seating, and flow diagrams
Vendor management and BEO/Event Specs coordinated
Offsite and dine-around management and design
Keep food waste to a minimum and work with vendors to donate, if possible
PRODUCTION: LIVE, HYBRID, VIRTUAL
Plan-it works closely with your internal teams to produce high-impact and meaningful experiences that engage and connect your audience to your brand. The sky is the limit when it comes to production and the right partner’s matter. Whether it is just a screen and a projector in a meeting room, multi-city virtual webcasts, or an immersive general session, we will help you find the right solutions through our network of production partners across the globe.
Our Production Services Include:
Audio & visual fulfillment
Production timeline and show flow
Signage design and installation
Stage, sound, and lighting design
Equipment and labor specific sourcing
Speaker support
ENTERTAINMENT & SPEAKER PROCUREMENT
Securing the right speaker to energize a room and communicate your message in a meaningful and authentic way is a great way to enhance your brand. Being able to do this or arrange an A-list celebrity or artist, or even a band that will get the audience dancing and singing is often a daunting task. If not done correctly, the process can be an expensive one. Before you book talent, check with Plan-it for industry insight into best practices and suppliers to ensure that your event is a smashing success.
Our Entertainment Services Include:
Contract negotiations, including riders and travel
Sourcing of backline equipment
Vendor management
Dedicated support from our team of industry experts
Production fulfillment and design
Transportation and travel arrangements
Meet and greet and photo op coordination
DIGITAL ENGAGEMENT
Plan-it is motivated by the power of technology and understands the importance of digital engagement. From custom designed registration websites to on-demand badge printing, or mobile apps, our team is ready to explore event technology solutions that meets your needs and budget.
Our Digital Engagement Services Include:
Customizable registration website and reporting
Mobile apps and development solutions
Session scanning and lead retrieval
On-demand badge printing
Fee collection and credit card processing
Pre and post event surveys
GIFTING & AWARDS
Enhance your attendees onsite experience and build brand affinity with a specially curated amenity that is branded, or destination inspired. Surprise and delight your attendees with nightly room gifts or give them an interactive gifting experience. From the latest electronics to custom apparel, there is a world of options that will keep the event memories alive once they return home.
Our Digital Engagement Services Include:
Researching and sourcing latest gifting trends
Creating gifting experiences with pop-up stores
Designing custom awards through top suppliers
Custom packaging
Fulfillment and logistics
BUDGET MANAGEMENT & RECONCILIATION
Thoughtful planning and savvy negotiation skills are necessary to keep expenditures within your budget. Coupled with sound accounting principles, which are critical to managing a balanced and streamlined budget. This helps control costs, reduce risk, and drive value from suppliers. Plan-it is 100% transparent with all things, especially financials. It is just another thing at which we excel.
Our Budget Management Services Include:
Manage a detailed budget and provide client updates
Streamline payments to hotels and vendors
Provide necessary financial documents: SOWS, deposit letters, invoices
Audit all supplier and vendor invoices for accuracy
Provide final detailed billing with backup
SUSTAINABILITY
Plan-it is committed to incorporating sustainable practices and environmental stewardship into our meetings and events. We source venues that share this commitment, and we take steps to reduce the waste generated by an event. We are still learning, and we encourage and appreciate clients and suppliers who are doing the same. Smart choices make a difference and can save money. Every little bit helps!
Our Sustainable Initiatives Include:
Food rescue efforts with hotel partners and catering companies
Create attractive beverage stations that reduce the use of plastic bottles
Manage guarantees to eliminate overpreparation and waste of food
Partner with vendors who support green initiatives
Promote recycling through creative stations during events