Develop the Meeting
Using our proven experience and worldwide industry contacts, the Lane Group will:

  • Find the domestic or international hotels, resorts, conference centers, or other venues that perfectly match your programs specifications
  • Conduct site visits
  • Prepare proposals
  • Present you with a concise choice of properties which best suit your meeting needs
  • Analyze air travel needs
  • Create and manager your budget
  • Conduct thorough negotiations on your behalf, insuring that all your specific needs are included in your bottom line

Vendor Organization
We will act as your liaison to vendors in pre-planning and on-site execution of your meeting, taking care of:

  • Ground Transportation
  • Audio Visual and Production Services
  • Entertainment
  • Tradeshow Rentals
  • General Service Contractors
  • Decor, Sinage & Giveaways/Promotional Items
  • Destination Management Companies
  • Speakers, Photographers, Security
  • Catering

Pre-Meeting Preparation
Based on your specific meeting needs, we can create, prepare, and manage:

  • Email Registration Forms
  • Online Web Registration
  • Attendee Confirmations/Invitee Information Database
  • W-9 Admistration/Confidentiality Agreements
  • Honoraria 
  • Leave-At-Home Cards/Luggage Tags
  • Attendee Expense Reimbusement
  • Name Badges/Tent Cards
  • Agendas/Welcome Letters/Departure Notices
  • Security Notices
  • Menus, etc.

On-Site Meeting Management
Meeting Managers are on-site to provide hospitality for meeting attendees, and to assure that any last minute changes are carried out. We handle:

  • Registration
  • Audio/Visual Needs
  • Meeting Room Setup/Pop-Ups/VIP Suites
  • Supplies/Meeting Materials
  • Food & Beverage
  • Transportation
  • Signage Setup
  • Hospitality Desk
  • Welcome Packet Creation/Distribution
  • Guest Meet & Greet

Post Meeting Wrap-Up
A meeting doesn’t end after the closing remarks. The Lane Group’s full service commitment continues to ensure complete meeting reconciliation. This includes:

  • Budget Reconciliation
  • Attendee Expense Reimbursement
  • Timely Reconciliation of Vendors Invoices
  • Final/Acutal Budget Preparation
  • Cost Savings Analysis
  • End of Year 1099 Facilitation
  • Compilation of Evaluation & Feedback Reports
  • Secure Disposal & Return of all Proprietary Materials
  • Meeting Debrief