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 manage your budget
  • Conduct thorough negotiations on your behalf, insuring that all of 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, Signage & 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 insure 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/Actual Budget Preparation
  • Cost Savings Analysis
  • End of Year 1099 Facilitation
  • Compilation of Evaluation & Feedback Reports
  • Secure Disposal & Return of all Proprietary Materials
  • Meeting Debrief