Conference Management
and Website Services

Meeting Planning

Planning scientific meetings is our core business. With more than fourteen years’ experience in the scientific research meetings field, we understand fully the intricacies and special requirements necessary to organize scientific meetings. Our goal is to help you hold flawless, high quality and stimulating meetings, and to give your attendees the most positive and valuable experience possible.

Our services are scalable to your needs and budget. We can take your vision and meeting goals and transform them into the final product – YOUR MEETING. We can manage all aspects of your event, or we can help your organization by planning and managing specific parts of the process. It’s completely up to you.

Meeting Planning encompasses EVERY aspect of planning and implementing a meeting, whether your meeting is for 40 or 4,000 attendees. The following explains how Meeting Perfect can help with various aspects of your meeting.

Project Management

Meeting Perfect has the experience and breadth of knowledge to manage your project from concept to completion, delivering a meeting that not only meets your goals and objectives, but is memorable and successful.

Agenda and Program Development

We help you construct the meeting agenda, put sessions together, and create the overall meeting schedule.

Budgets and Financial Management

Meeting Perfect has comprehensive understanding of meeting budgeting and tracking, credit card processing and merchant accounts, grant tracking, accounts receivables and payables, and hotel contractual financial obligations.

Air and Ground Transportation

We have established contacts in the travel industry and can obtain attractive discounts for your attendees. Working with Destination Management companies, we set up group travel, airport shuttle service and social activities for attendees and their families.

Housing and Room Block Management

We monitor hotel room pickup from the first day after contract signing to the last day of your meeting. If room blocks are not met, you can incur substantial attrition penalties.

Speaker Management

Our staff manages all aspects of speaker presentations beginning with a Call for Abstracts or Presentations. We then collect submissions, review abstracts, and send notices of acceptance or rejection. Once presenters are chosen, we act as liaison between you and your speakers, coordinating their A/V and meeting room requirements, housing, and transportation.

Food and Beverage Planning

F&B planning is more than ordering banquet food. Anticipating attendance, controlling food costs and reducing waste are all important in coordinating the food and beverage for a meeting.

Audio-Visual Management

We work with your presenters and your venue to coordinate your Audio-Visual and room setup needs. Onsite, we work with the A/V staff and presenters to ensure that every presentation goes off without a hitch.