EVENT PLANNING

CHMS has produced successful client conventions, trade shows, conferences, symposia, meetings, galas, and other special events for over 40 years. We have proven relationships and a solid reputation for attention to detail which enables us to provide our clients with value-added services, recommendations, and an organizational approach to each and every event. Our extensive experience working with hotels and meeting facilities at a local, regional, national, and global level allows us to offer expert meeting planning services for event marketing and meeting management.

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Our Meeting and Event staff include senior level managers, certified meeting professionals (CMPs), marketing specialists, and a financial team dedicated to offer your Association a comprehensive selection of services. We work with client planning committees to ensure that the event timeline, budget, and promotional plan are fully developed and implemented. We also assist or develop all collateral materials for these events, including registration materials and other on-site programs and journals.


Well-attended events offer an opportunity for an association to enhance its reputation, build and inform its membership, increase networking opportunities, and improve financial resources. CHMS is proud to work with a diverse client base with various goals and budget levels.

Event Planning Services Include:

  • Provide support in the preparation of event budgets.

  • Research venues, to match goal and objectives of meeting

  • Oversight of RFP process to provide necessary information for a final decision.

  • Negotiate the best venues and prices on your behalf.

  • Develop event sponsorship packages.

  • Assist the organization in securing sponsors and vendors.

  • Assist the organization in obtaining speakers, arrange VIP travel and finalize agendas.

  • Facilitate the development of event programs and collateral materials.

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Event Planning Services Continued:

  • Market events to members and interested parties through the website, e-mail blasts, social media, and invitations.

  • Establish online event registration.

  • Process registrations and create attendee lists.

  • Prepare all materials for meetings and events, such as meeting programs, name badges, signage, banners, etc.

  • Attend the event to serve as a liaison with the facility staff, 3rd party vendors, assist with on-site registration, assist speakers, ensure the satisfaction of members, and monitor the progress of the event.

  • Following events, prepare thank you notes to speakers and sponsors.

  • Maintain attendance records. 

  • Prepare post-event evaluation and maintain results.

  • Reconciliation of event related expenses

CAPITOL HILL MANAGEMENT SERVICES, INC.

ALBANY OFFICE

230 Washington Avenue Extension | Suite 101

Albany, New York | 12203-3539

(518) 463-8644 | Fax (518) 463-8656

info@caphill.com

RALEIGH OFFICE

701 Exposition Place | Suite 206

Raleigh, North Carolina | 27615-3359

(919) 779-7516 | Fax (919) 779-5642

info@caphill.com

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© 2020, Capitol Hill Management Services, Inc.