TRO has the experience and desire to manage the complete details of your meetings whether they are one-day events for 10 key people or a major conference for hundreds.

The meeting planning process starts with learning the vision for your message and your meeting. What it is you want to accomplish and the style in which you want it to accomplish it. The setting, tone and tenor are key components to consider as planning begins.

List of Services:

Site Selection - Choosing the right location for your meeting sets the tone for those attending. But it's not just a city or a resort and it is not just a meeting room, conference center, convention center or a unique setting, such as a museum or ski-loft, it's the atmosphere created that will affect your meeting and its message.

From the acoustics and climate control, to line of site and ceiling height for that all-important audio-visual presentation…these are just some of the details that make a difference that TRO will manage.

Contract Negotiations - From a single meeting room to multiple hotel and convention center or resort facilities. Contracts must be negotiated for these and a wide-range of other services. Appetizers and flowers, audio-visual equipment to printers, transportation companies to gifts for your speakers…there is so much to decide and so much to choose from. TRO will sort through it all, help you make the decision or make it ourselves. We are confident in our abilities to select the right vendor at the right price to make your meeting successful.

Marketing and Promotion - To attract the type of people you want and expect at the meeting and/or trade show. TRO can design the promotional materials to reach your market segments…general attendees, exhibitors and sponsors. Creating the message in the correct medium will help you reach your goal.

Registration Processing - advance and on-site registrations will be processed in a timely manner. We make it easy and enjoyable for your guest by ensuring a smooth registration process. A customized data base detailing the information needed will be developed, payments recorded, confirmations sent and registration packets prepared. Colored-logo name badges in various sizes and coded for each type of registrant are available.

Sponsorships - if sponsorships are an important part of your meeting, TRO can help with the design of the benefits package and the direct sales to the prospective sponsors. Involve more sponsors to enhance your meeting and your bottom line.

Program Development - you know best what message you wish to convey at the meeting. TRO can help you plan the format whether it is a general session, panel discussion, breakout workshops, or roundtables with facilitators, presenting the message in the proper setting and style is critical to the success of the meeting.

Continuing Education Requirements - if CE is part of the program, you can rely on TRO to help meet the compliance requirements. TRO currently serves as a provider for several organizations that offer New York State-mandated courses.

Transportation - coordinating air and ground transportation is much more of a challenge than it used to be. Scheduling air, then ground transportation, whether car rentals, shuttle service or motor coach tours is an area where TRO has much experience.

VIP Management - most meetings involve some level of VIP service. Whether you are catering to a keynote speaker who requests very little or a CEO that has pressing deadlines and special needs, TRO can coordinate the personalized attention you need to provide…from an airport greeting to restaurant reservations, from hotel suites to entertainment venues.

On-site Logistics Management - our tag line is "for smooth-flowing meeting planning." On-site management is where we shine. From getting that very first session started on time to the close of the meeting...TRO manages every facet of the meeting.

Sometimes changes need to be made to even the best of plans. And that is why you need an experienced, flexible, adaptable and composed meeting planner to coordinate your event.

The WOW Factor - what is it that can be done that will leave that lasting impression on your guests…entertainment, fireworks, gifts, a presentation…so they will leave saying "WOW".

Billing - many times a delegate will have forgotten the payment and follow up is needed to receive what is rightfully yours. TRO will act immediately and persistently to secure the payments due.

Invoice Approval - before your bills are paid, TRO will make certain that they are for the products and the services you requested at the price authorized. TRO reviews all vendor invoices before approving payment.

Evaluation Surveys and Reports - You need to know that the objectives set for the meeting were reached, the level of delegate, exhibitor, sponsor satisfaction and the financial/budget results of the meeting. What was your return on investment? Will the delegates attend again? Were the sponsors happy?

TRO will prepare surveys for your attendees, exhibitors and sponsors. We will also prepare financial reports, statistical and budget summaries, and recommendations for future meetings.

Contact The Rivers Organization to learn which services are right for you.

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