Meeting & Event Planning

Corporate Events Meetings Logistics Planning

Strategic Business Communications, Inc.13230 Evening Creek Drive

Suite 213San Diego, CA 92128

(858) 679-1805www.sbcinc.info/meetings

12 Steps To Completely Plan Your Next Event

Planning a event or meeting is like writing the perfect business plan; every detail effects the bottom line.

Step 1: Create a Vision

Your vision and goals are essential in helping us create a successful event for you! We also need to know all

about your expectations of your event

Step 2: Establishing the Right Location

With our own catalog of over 200 locations, we can help find a perfect location for you!

Once you decide on a venue, we take care of the details:Booking the siteRooms and meal bookingsRoom layoutsNegotiate ratesContractsTransportation needsAnd more…

Step 3: Master Timeline & Task DelegationWith over 300 events each year, we have NEVER missed

a deadlineWe create a customized timeline for every step of your eventDetails, details, details!

Step 4: Event Supplies

We take care of EVERY detail:

All Printing and Reproduction

Audio Visual Requirements

Event Gifts and Prizes

Shipping Materials

Cost-Effective Solutions

Step 5: Stay within Budget with Suppliers

Step 6: Get the Word Out!

Let us help you spread the word and organize attendees: Choose or create custom invitations and

announcementsEstablish registration fees and policiesCreate registration and RSVP methods

for attendeesSend out invitations and save-the-date

notices

Step 7: Regular Briefings & Review

Communication, organization, and perfection are KEY elements to a successful event

We will achieve this by:Reviewing TimelinesBudgeting ReportsAttendance UpdatesReviewing AgendasEstablishing Weekly Reporting

for all of the above

Step 8: Finalize and Distribute

Final numbers and attendee confirmations are necessary:Create a Final Attendance ListFinalize Room SetupConfirm Travel ArrangementsGive Guaranteed Numbers to Food and

Beverage VendorsFinal Materials Count and ChecklistSummary Report of Event Details and

Points of Contact

Step 9: Communicate to Attendees

Leave it to us to communicate all of the final details to your attendees:Location and DirectionsEvent/Meeting AgendaAround-the-Clock Accessibility for

Questions or ConcernsEnrollment Accommodations for

Last Minute Attendees

Step 10: Receiving Your Materials

We have a PERFECTION policy to ensure all the correct materials arrive at your event on timePackaged with double

inspection policyCustomized packing listsShipped several days prior to

eventConfirmation of arrival and

storage at venueShipping materials provided

for easy return delivery after the event

Step 11: If Needed, On Site Event Support

A hassle free event is our promise to you!

We will make your event exactly right for you:We can provide an on-site event

coordinatorsManage the on site set-up and

logisticsSolve any challenges that may arisePack up the meeting and get everyone

home so you can get back to business

Step 12: Post Event DetailsAfter the event, we can provide:

Financial Reconciliation and Post-Budget Performance ReviewPrepare Final Meeting Reports and Event Evaluations from

Clients and ParticipantsSend Follow-Up Appreciation Letters, Awards, or Certificates

for Attendees

We review every invoice in detail to eliminate overcharges and errors. Last year we were able to save

our clients just over 3.5% on each of their events!