Event Planning Services

Well-attended events offer an opportunity for an association to enhance its reputation, build camaraderie, inform membership, and increase financial resources. CHMS has extensive experience working with hotels and meeting facilities around the country. We negotiate and organize successful conventions, conferences, annual meetings, trade shows, and regional symposiums for international, national, statewide, and regional clients.

CHMS has produced successful client conventions, trade shows, conferences, symposia, meetings, galas, and other special events for nearly 35 years. We work with client planning committees to ensure that an event timeline, budget, and promotional plan are fully developed and implemented. We also assist in the development of all collateral materials for these events, including invitations and programs.

Event Planning services include:

  • Provide support in the preparation of event budgets.
  • Research venues, menus, costs and provide information for a final decision.
  • Aid in contract negotiation.
  • Reserve venue and finalize all logistics.
  • Develop event sponsorship packages.
  • Assist organization in securing sponsors and vendors.
  • Secure speakers, arrange travel and finalize agendas.
  • Facilitate in the development of event program and collateral materials.
  • Market events to members and interested parties through the website, e-mail blasts and invitations.
  • Establish on-line event registration.
  • Accept reservations and create lists of attendees.
  • Prepare all materials for meetings and events, such as meeting programs, name badges, signage, banners, etc.
  • Attend event to serve as a liaison with the facility staff, 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

Professional Network

Association Management Compnaies Institute American Society of Association Executives California Society of Association Executives Empire State Society of Association Execuatives New York Society of Association ExecutivesAssociation Executives of North CarolinaInternational Association of Travel Agents Network