Everything. In its right place.
A good meeting brings it all together—solid strategy, tight budget, a good venue, and the right people. It’s a science. Great meetings have something else at work: an X factor, a can’t-quite-put-your-finger-on-it factor. It’s an approach, an attention to detail, an understanding of how each part fits in with the whole. It’s an art.
At AVAIL, we’re scientists and artists alike. More than a vendor, we are an extension of your team. Your challenges are our challenges. Your wins are our wins. You need a partner who can both strategize on the front end and manage the meetings themselves without a bunch of hand holding. That’s AVAIL.
We’re masters of the details: 100% of our team members have earned the Certified Meeting Professional designation, and we follow the Project Management Body of Knowledge Guide and Standards in all that we do. More than that, we understand that organizations and the people within them are all different. Because of that, every meeting is different. That’s why we move beyond the checkbox to tailor our approach every time. We’re as big—or as small—as you need us to be.
Event Strategy and Logistical Planning
It all starts with the strategy. We help you think through the essential questions: What is my meeting trying to accomplish? Who am I trying to reach? How can I best use this meeting series to communicate my message? We then execute on that strategy via seamless logistics management.
Attendee Recruitment and Management
Like clockwork, your attendees need to be engaged before, during, and after the meeting. We make the experience seamless, provide interaction through online and mobile, and ensure crucial updates are communicated in a timely manner. From premeeting communications, to transportation, to registration, our meeting managers are on it.
Budget Management
We look at budgetary trends for similar events across your industry to create a robust budget that minimize risks. We also get buy-in from all relevant parties to minimize surprises to the greatest extent possible. Then we track all budget line items, manage every receipt, and engage in a thorough reconciliation process at project closing.
On-Site Support
When game day arrives, we’re all in. We ensure a single point of contact for communicating all of your on-site needs. We send an experienced team to manage everything behind the scenes, adjusting plans on the spot and surveying all the risks. Additionally, we’re the last ones to leave the venue, making sure nothing was missed.
Venue Sourcing and Contract Negotiation
Location, location, location. We know the importance of selecting the right venue for your meeting. That’s why we have established relationships with hundreds of venues across the United States as well as internationally. We match our experts with your criteria with the right venue, the perfect trifecta for an unforgettable meeting.
Post-Event Analytics
With our powerful analytics resources, we analyze several different aspects of meetings, measuring them against past meetings and adjusting accordingly. We pride ourselves on doing what works, but also in using analytics to anticipate what will work.