Corporate and Association Event Planning

With more than twenty years of meeting and event planning experience for a variety of Fortune 500 companies, SiteSearch has provided expert and professional meeting planning services for groups of 25 to 100,000 attendees.  We are members of Meeting Professionals International and a recipient of the Certified Meeting Professional (CMP) designation, evidence of high standards, experience and proficiency in the meeting management industry.

The scope of services which SiteSearch provides is vast and we are happy to tailor our services to your budget and the specific needs of YOUR program.  A dedicated event manager, along with the assistance of our exceptional customer service team, will ensure that your program or event is a success.

Event Services

Our 100% free services include:

  • Initial consultation to discuss hotel and meeting needs, budget, location desired, type of hotel required, history of event and cost saving tips.

  • Develop requests for proposals based on needs and budget and submit to targeted hotels and venues.

  • Negotiate with hotels and venues to provide the most attractive bid possible.

  • Prepare and present proposing hotel grid detailing specific offers and considerations.   

  • Arrange site visit to tour and review recommended hotel, amenities, location, etc.

  • Attend site visit (expenses additional) providing professional advice on viability of hotel for event.

  • Once hotel is selected, the staff at SiteSearch further negotiates concessions including any fine print that needs to be removed or re-negotiated from the contract.

  • All contractual terminology is explained in detail. SiteSearch will advise on any clauses which may injure the client financially, legally or hinder the integrity of the program.

SiteSearch is compensated on a commission basis by the hotel so there is no cost to you!

Additional services that can be provided at an hourly fee:  

  • information for budget projection and management

  • ongoing communication and regular updates during planning process

  • monitor reservation pick up and maintain rooming list updates

  • coordinate with hotel all meeting set-up requirements and catering logistics, including audio/visual needs

  • confirm arrangements for any off-site events

  • review and approve Banquet Event Orders (BEOs) provided by hotel

  • conduct final confirmation of all arrangements at pre-conference meeting with hotel staff

  • on site meeting planning to provide support and meeting management

  • email invitation and all communication to attendees

  • development of meeting objectives and agenda

  • recruitment of outside speaker and communication regarding speaker’s presentation content and format

  • produce/facilitate all meeting presentation materials including name badges, welcome letter

  • arrange airline travel and transportation

Please take a look at our testimonials from our clients - we are extremely proud of our amazing clients and the relationships we have built!