Nix Conference and Meeting Management offers its clients a range of service options:
1. Comprehensive Services – total coordination of the structure of your event.
This includes site and vendor selection; on-site event management; and financial management. Our comprehensive service option also includes the Nix Coordination Fee Guarantee.
2. Specific Services – only those services you need to supplement your internal staff’s capabilities.
3. Tradeshow Management – both pre-event and on-site services.
4. On-line Registration – our system can be provided as a stand-alone service module for any event.
No matter how comprehensive or specific your organization’s event management needs are, Nix can make sure you have the time to develop your event program, your revenue opportunities, and attendee relations.
Our services are thorough, reliable and fashioned to meet your specific needs. Our employees connect with your staff through excellent communications. Our goal is to help you produce a well-managed, cost-effective conference or meeting. Listed below are descriptions of our major areas of service.
Contract Preparation and Review
We research venues that meet your criteria to assure they are equipped to handle your event. We develop contracts for your event that protect your best interests. Because of our purchasing power, we are able to negotiate discounts with venues and vendors – discounts that we pass on to you.
Client Consultation: contractual obligations and insurance
Our staff reviews all contracts with you to ensure the financial obligations within the documents are completely understood prior to signing.
Logistics: venues, hotels, food, A/V, transportation, communications, etc.
Your Account Manager will consult with you during the planning phase and will make sure all decisions meet your goals. The final plans will be executed by the Account Manager. We prepare documents that clearly present the specifications of your event for the venue and vendors. Our responsibilities include continuous communication with vendors to ensure a complete understanding of your expectations.
We communicate with all of the responsible parties within the client’s organization. This may include the executive director, board of directors, event chair and committees, and personnel located at the event city.
Your Account Manager will preview the venue, arrive prior to set-up, attend each day and conclude each day’s events. We review all the details with the venue and other vendors, and troubleshoot any issue that may develop. Your Account Manager will inventory food service and bars to assure accurate charges. We will review and confirm all invoices at the conclusion of the event to assure proper billing.
Financial Controls: budgeting, billing, reporting, and auditing
Nix assists you from start to finish with the initial cost projections through the billing process. Developing a budget makes the cost of goods and services predictable and creates a baseline for cost review. We develop a Cost Analysis of your event. This report evaluates current pricing for the budgeted items, anticipated costs after Nix negotiates with vendors, and a final analysis of what was actually spent. We thoroughly review the final bills to confirm you have been charged properly, and send you complete documentation of items requiring payment after the event. Nix finds that a thorough review of vendor invoices saves our clients an additional 3-5%.
Regardless of the number of booths, Nix can assist you in successful orchestration of your tradeshow. Our services include vendor contracting, liaison to the decorator, development of floor plans, exhibitor online registration, exhibitor communications and a toll-free number to answer exhibitor questions. Optional services include on-site registration and exhibitor badge printing. A reconciled statement of exhibitors, booth attendees and payments is provided to ensure your records are up to date and accurate.
Our proprietary software includes modules for conference, housing and exhibitor registration. All on-line registrations are processed through our secure Web site. Registrations can be processed manually, if you prefer.