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Event Planning, Event Management & Conference Management Services

Whether you call it association management, event planning, event management, event marketing, conference management, meeting planning, or conference planning, Real Innovations is recognized as a premier global provider of conference management and association management services with on-line registration (conference venues, conference planning & good meeting venues). In addition, Real Innovations is a well respected association management company known for excelling in the areas of membership development and management, event marketing, event management, conference management, event planning, association management, sponsorship and revenue management, technology development and implementation, and strategic leadership and governance. Let Real Innovations help with all your conference planning needs, which include conference management, event planning, event marketing, meeting planning, event management and selecting from many different conference venues.

To get ahead, you need to get the right answers. To stay ahead, you need to ask the right questions.

The key to the planning phase is active listening. When you first engage Real Innovations, we will hold a series of discovery meetings with your team to ask insightful questions to gauge the culture of your conference, its objectives and its past challenges. We incorporate this information into a conference strategy that allows you to exploit opportunities and address previous issues while creating a positive experience for your attendees and stakeholders.

Client discovery and needs assessment are translated into a detailed project plan, providing a baseline for progress on the project and documenting expected tasks, schedules and resources. As a result of this pre-planning process, all members of the Real Innovations team acquire the information they need regarding task requirements and the specific services and products to be delivered. Scheduling priorities are established, and we evaluate alternative implementation paths for contingencies that might arise. The Real Innovations team is thoroughly informed of client expectations regarding performance and the final product.

Service Offerings

Real Innovations provides a complete suite of services to support its clients in any aspects of association management. We can modify our service mix to include only those services you wish to outsource to completely mesh with your needs. And, with our award-winning conference management services, you can't go wrong. See each section for additional detail:

Account Excutive Services

In order to successfully manage and direct different project teams within a conference, our account executives serve as the communications link between clients and each project team. Our account executives help translate the client's conference or project objectives to our internal subject matter experts, to answer questions, provide feedback and facilitate communications. We worry about the details so you don't have to, by managing the following administrative services:

Client communications and progress reports to ensure our clients are fully appraised of event progress.
Committee management and reporting, from recording meeting minutes to presenting analysis of data to facilitate informed decision making.
Communications management to ensure the right communications go to the right team members.
Project management to ensure continued progress toward meeting your conference objectives.
Team management to facilitate delegation of duties, and to make sure team members are all pulling in the same direction.
Recommending solutions with creative approaches to issues resolution.
Monitoring/measurement to identify potential improvement opportunities and for issues prevention and resolution.
Schedule management to handle and communicate the myriad of changes to on-site VIP schedules.

Logistics Management

Our conference management professionals serve as field generals for an event, ensuring its success. While managing and implementing the conference infrastructure, they also coordinate the team efforts of other subject matter experts from both Real Innovations and our clients. They manage timelines and milestones, and are the hub for Real Innovations/client communications. They are responsible for ensuring that we deliver on all conference objectives. While they play a role in every service in our ever-expanding capabilities list, they are directly accountable for the following areas:

Audio/visual and production management to ensure that each presentation or session room is set up to enhance the attendee experience.
Board/VIP hospitality, from managing travel, hotel and onsite schedules to managing changes to ensure your Board or VIPs are where they need to be, when they need to be there.
Client communications to guarantee you are in the loop at all times.
Collateral management and marketing to maximize attendance.
Hotel and venue contract negotiation to make certain you receive the most advantageous terms and concessions while protecting your organization from liability.
Food and beverage planning to ensure guarantees are as close as possible.
General session management to ensure appropriate production value for your keynote speakers.
Lead retrieval solutions to maximize return on exhibitors' investments.
Logistics management – we take care of the details so you don't have to.
Onsite conference management, from set up to tear down, we manage all aspects of onsite conference life.
Onsite conference staffing, from management staff to temp staff, we handle it all.
Registration services to streamline processes and minimize attendee wait times.
Room block management to ensure maximum credit and eliminate attrition penalties.
Speaker/entertainment procurement - we find named entertainment and interesting keynotes to maximize attendee draw.
Special event planning/management - from sub-events to sponsored events, we provide management and logistical assistance to ensure success.
Sponsorship sales, design and management - we develop and implement programs that maximize revenues while creating value for your sponsors.
Supplier management - we handle all aspects of supplier management, from RFP development and proposal review to contract negotiation and onsite management.
Team leadership to maintain momentum and ensure efficient implementation and communication.
Venue management, both pre-event and on-site, to create a positive attendee environment and ensure efficient implementation of conference plans.

Marketing & Communications

A coordinated event marketing plan is essential to maximizing participation of attendees, exhibitors, partners, sponsors and internal staff. Developing tailored messages for each target audience will help speak to them and increase involvement. Real Innovations' highly trained event marketing professionals can work to implement and enhance current event marketing plans or develop custom campaigns to drive participation in specific segments.

Advertising and sponsorship sales - A team of our event marketing specialist will communicate with your partners to maximize sales revenues and add value to their participation.
Comprehensive attendee communication to ensure they are apprised of conference events, as well as last-minute adjustments.
Branding management - Our event marketing specialist will with your team to develop an effective and lasting conference brand.
Editorial content development - we provide a copywriting framework that complements conference content.
Focus group management - we manage onsite focus groups to facilitate the collection of meaningful feedback on your products, programs and events.
Graphic design - we provide full-service print, multi-media and electronic graphic design services to promote a visually interesting brand identity.
Event marketing campaign development and implementation - we examine all potential communications vehicles to generate interest in your conferences.
Public relations and media management - Our event marketing specialist will also work with your team to manage press and analyst attendance, provide dedicated press rooms, develop interview schedules and manage session attendance.
Publication design and development - we assist with all aspects of publication development, including design and layout, content solicitation, copywriting and production.
Survey development, management and analysis - we develop survey mechanisms to listen to the suggestions of your stakeholders, identify common themes and develop recommendations in response to feedback.
Theme/logo/collateral development - as part of a brand strategy, we ensure that your conference's identity is enforced by our trained event marketing professionals in all areas of communication.

Speaker & Content Management

We recognize that providing unique and appropriate event content is critical to driving attendance. Real Innovations has extensive experience working with conference speakers and trainers. In addition, we have coordinated speakers through any number of intricate processes involving development of speaker support Web sites, managing iterative proofing procedures, overseeing the development of conference proceedings in a variety of formats (binders, CD and Web). We provide the framework and management support for soliciting and coordinating the content that is the nucleus of educational events. These services include:

Agenda development - we are experts at arranging approved presentations to prevent track and speaker conflicts to ensure that the final product provides for attendees with specific interests.
Content solicitation and management - we manage all aspects of the call for presentations process, including online forms, committee review and voting, acceptance and rejection letters, and iterative proofing.
Materials management - we collect presentation artifacts, such as white papers and presentations (including those inevitable submissions while on site) and ensure that they are distributed to the correct session rooms in time for the presentation.
Online content management system - in conjunction with one of our development partners, we have designed and managed intricate and complex content management processes – all online.
Policy enforcement - we are experts at the art of gentle strength when it comes to presenter policy enforcement. From compliance forms distribution to collection, we make it easy.
Presentation selection facilitation - whether selection is done by an individual or multiple committees or groups, we have developed systems to simplify the process.
Presenter communication - we provide speakers the information that they need, when they need it. We communicate expectations and establish a comfort level with presenters so they can focus on delivering quality presentations.
Presenter support Web sites - in conjunction with one of our development partners, we have developed clear, concise presenter support Web sites to ensure that presenters are at ease with where they are in the process, and have all of the information they need at their fingertips.
Program guide and agenda development - we create order out of chaos, collecting and assembling the multitude of information into a well-laid-out, easy-to-understand onsite program guide.
Speaker/entertainment procurement - need a big name speaker or named entertainment? Our industry contacts can provide entertainers to maximize attendee draw, while not breaking the bank.
Timeline development and management to ensure the content management process runs as smoothly as possible.

Small picture analysis and big picture thinking translate to big picture results.

The review phase is important as it helps to gauge the effectiveness of a task, project or conference. Effectiveness can be measured by attendee feedback, formal client feedback, identified performance metrics, budgets and/or attendee data compared to expected results. All of these review mechanisms produce a comprehensive assessment of conference success. We employ these feedback tools to identify areas of success, opportunities for process improvement, and as input into planning the next event.

Core Values

We are customer driven. We will act proactively and feel a sense of urgency on matters related to our customers.
We respect the individual employee and believe that people treated with respect and given responsibility will respond by giving their best. We treat others as we would like to be treated.
We require complete honesty and integrity in everything we do. We insist on open and honest communication.
We make commitments with care, and live up to them. When we discover a problem, we own that problem until it is resolved, even if it involves someone else doing the work.
We expect continuous improvement in our journey towards excellence.
We challenge ourselves and each other as it brings out the best in us. We look for others doing the right thing so that we can celebrate success along the way.
We insist on giving our best effort toward everything we do and take responsibility for our actions. We understand that even despite our best efforts, bad results may sometimes occur. Bad results are unacceptable if they are the consequence of sloppiness or lack of effort.
We are financially responsible with company and client funds and guard them with the same vigilance that we use to guard our own.
Clarity in understanding our mission, goals, and what we can expect from each other is critical to our succes.
Work is an important part of life and should be enjoyed by striking a balance between fun and seriousness.

Why Outsource to Real Innovations

Planning your conference should be easy on you. Real Innovations offers a complete range of an event management services. To ensure our mutual success, we will build a qualified and scalable team for you that meshes perfectly with your organization's unique requirements and staff. We provide subject matter expertise in the following areas:

Conference Management
Event Management
Venue Management
Online Registration Systems
Registration Management
Accounting & Financial Management
Marketing & Creative Development
Strategic Technology Management
Web Site and Custom Application Development
Exhibitor & Sponsor Management
Tradeshow Management

Every client is unique, and we will listen to your needs and provide a customized approach to serve as a complement to –- and a seamless extension of -- your in-house team.

Why Real Innovations

Our clients have recognized the value of outsourcing their event management services to Real Innovations, and have received the considerable benefit of our industry expertise while minimizing their own financial exposure. To assist with the "internalize" vs. "outsource" decision, the following outsourcing benefits should be considered:

Reduce operating costs: It costs much less to outsource than to hire all the subject matter experts needed to manage a conference.
Scalability: Real Innovations has the internal resources and expertise needed to rapidly expand or contract depending on the needs of its clients.
Access to World Class Capabilities: Take advantage of years of expertise and innovation towards addressing conference-related issues.
Improved focus: Allow your decision makers to focus on ends, rather than means.
Access to resources not available internally: Provide new vistas for problem solving and service enhancement.
Experience immediate results: Outsourcing allows for immediate application of system enhancements and process improvements.
Reduce Risk: Outsourcing allows you to share risks, minimizing exposure.
More accurate ROI measurement: Using an outsourced provider allows you to calculate your return on investment with better precision.

Our Management Style

Real Innovations takes pride in tailoring our service approach to mesh with the needs of our clients. We seamlessly integrate with your internal departments to become a valuable and reliable extension of your team. Real Innovation is 100 percent focused on generating results and ROI for our clients. We work with clients to devise a shared services strategy. We have never marked up suppliers invoices because we are focused on cost containment and finding the best service for our clients at the most reasonable price. We know that if we demonstrate value for our service, we will achieve our goal of building a long-term relationship.


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