McKibben & Associates provides comprehensive meeting and event planning services ranging from program and budget development to final billing reconciliation.

We offer you the flexibility to select only the planning and management components you need assistance and support with - maximizing your time, leveraging our capabilities, saving you money, and guaranteeing success.

Site Selection:
Let us share our extensive hotel and venue knowledge, purchasing power, negotiating expertise and industry relationships to secure the optimal venue for your meeting or event. The following are some of the services we can provide:

• Destination And Venue Search
• Site Inspection Planning And Facilitation
• Expert Contract Negotiations, Including:
  • Room Rates
  • Meeting Space And Rental Fees
  • Food & Beverage Costs
  • Attrition
  • Cancellation And Resell Clauses
  • Service Fees
  • Audio Visual / Telecom
  • Special Concessions
• Vendor Selection
• Legal Review Process

Comprehensive Pre-Planning:
Our senior associates can provide a variety of core planning tasks for your next meeting or event, including:

• Budget Planning
• Program Timeline Development
• Theme / Concept Development
• Web Site Content & Design Assistance
• Comprehensive Rooming List Management
• Registration Processing Support
• Function Space Assignment And Session Management
• Production, Staging And Speaker Support
• Collateral And Signage Creation
• Menu Design And Planning
• Vendor Selection And Contract Negotiation
• On And Off Site Special Events
• Teambuilding / Activity Planning
• Celebrity Speaker And Entertainment Planning And Coordination
• Ground Transportation Selection, Negotiation And Management
• Hotel Resume Facilitation

On-Site Management:
McKibben & Associates provides the appropriate level of on-site management support, while working seamlessly with you to ensure effective coverage and success. A sampling of on-site support responsibilities may include:

• On-Site Staffing And Scheduling
• Conference Registration
• Housing Requirements And Rooming List Coordination
• Meeting Space Set-Up
• Vendor Management
• Ground Transportation
• Food And Beverage Functions, On And Off Site
• Team Building / Activities Coordination
• Production And Audio Visual Support
• Exhibit Set-Up / Tear-Down
• Ad-Hoc Meeting And Budget Management
• Internet Access And Telecommunication Needs
• Celebrity Speakers / Entertainment
• Signage
• Security
• Daily Billing Review

Registration:
McKibben & Associates can provide registration management support and direction for every size and project level. We have developed strong partnerships with some of the best vendors in the industry to help direct this process as it relates to your budget parameters, program complexity and size. Whether you decide to utilize a simple web based registration site with internal links, or an expanded capability, secure-hosted site, we can provide the most beneficial options for your program, including:

• Web Site Content Planning
• Registration Form Development
• Secure Form Hosting
• Registration Database Design And Management
• Registration Processing
• Confirmation Processing
• Real Time On-Line Registration Reports
• Dedicated 800 Number
• Credit Card Processing
• Financial Reporting
• Name Badge Production
• On-Site Registration Coordination
• Session Attendance Tracking

Exhibit / Sponsorship Management:
McKibben & Associates allows you to focus on program content while we manage the exhibit / sponsorship process of your program. We can offer support in the following areas:

• Sponsorship Campaign Planning And Facilitation
• Lead Generation Assistance
• Exhibit Collateral Package Development
• Exhibitor Solicitation
• Exhibit Floor Plan Development
• Exhibit And Sponsor Payment Processing
• Booth Design And Development
• Booth Storage And Shipping
• Third-Party Vendor Management
• On-Site Registration Management
• Final Reporting To Include Financial, Evaluation, And Sponsor / Exhibitor Listing

Accounts Payable:
McKibben & Associates will help you assess the optimal way to manage the financial process of your meeting or event. We have the ability to liaise with your accounting department and the various program vendors to ensure payment dates are met. We can also establish a deposit fund and distribute approved funds directly to the contracted vendors--significantly reducing the amount of time and expense your accounting department will under go. We have the capability to:

• Develop A Detailed Event Budget To Establish A Deposit Fund
• Establish A Detailed Payment Schedule For Processing Vendor Payments
• Facilitate Vendor Payments From Client Deposit Fund In A Timely Fashion
• Produce Real Time Budget / Financial Reporting
• Facilitate On-Site Billing Review
• Provide A Complete Financial Report Of The Payment Process Upon Event Conclusion
• Provide Final Billing Review And Budget Reconciliation