Meeting Planning

Meeting Planning

Our Meeting Services team provides superior planning for our clients. We cater to every detail and ensure that your experience with Jeff Barker Productions exceeds your expectations. Think of us as a one-stop shop for all aspects of planning and implementing your next meeting.  We have today’s best trip directors in the country to make sure your meetings run flawlessly throughout the entire program. Our planning department acts as a single point of contact for your event.

We Do It All

Site Selection

Trip Directors

Accommodations

Contracting

Registration

Entertainment & Activities

Design & Decor

Audio Visual Productions

Off Site Functions

Vendor Management and more

Jeff Barker's Meeting Planning Guide

STEP 1

Site Inspection
Act As Event Manager
Consult Client with Registration Format
Propose Activities for Attendees
Attend Scheduled On-Site Meetings at client offices
Recommend Themes or Off-Site Options for Dinners
Propose Entertainment Suggestions
Speaker Suggestions

Step 2

Supplier Negotiations
Menu Planning
Assist Client with All Printed Materials
Consult Client on Event Signage
Write “Facts to Know” For Attendees
Select Room Gifts for Each Night
Coordinate All Shipments Sent to the Hotel
Work With Ground Supplier - Transportation
For Each Guest/Family to/From Airport
Manage Room Block
Review Rooming List for Hotel
Manage A/V Needs with Presenters/Speakers
Coordinate Extensive Break-out Sessions

STEP 3

Pre-Conference Meeting with Hotel
Help With On-Site Registration Materials
Coordinate Arrival Manifest with Hotel
Make Sure Early Arrivals/Late Arrivals Are Accounted For
Confirm All Special Rooming Requests
Guarantee Attendee Numbers For First Day of Meals
Conduct Meeting With All Vendors Involved
Daily Logistical Planning
Walk though All Off-Site Activity/Event Locations
Assist With All Transportation Needs
Manage List of Attendees – Last Minute Changes
Host/Staff Hospitality Suite throughout Program
Keep Log Book at Hospitality Desk
Consult On “Weather Calls” For All Functions
Special Seating/Placecards for Award Dinner
Communicate Time Changes/Location Changes
Manage Workroom with Office Equipment
Conduct Daily Meetings with Accounting Department
Meeting Room Set-up/A/V Needs
Advance All Meal Functions
Confirm We Have Arrival Time for Each Guest/Family
Make Sure Car Seats Are Provided For Small Children
Proof Name Badges for Misspellings/Create New Badges
Acknowledge Special Requests/Dietary Needs
Coordinate On-Site Registration Packets
Rehearsal Schedules for All VIP’s/Presenters
Assign All VIP Suite Assignments
Reserve VIP Tables at Evening Functions
Provide Each Guest/Family with a Personal Agenda
Full Knowledge of “Things to Do In the Area”
Inform Attendees about Special Requirements for Meetings/Activities
Update All on Attire for Functions
Extensive Knowledge of Hotel Contract/Vendor Contracts
Recognize Any Guest’s Special Occasions On-Site
Address Special Food/Dietary Requests
Act As Main Point Person - Hotel Liaison
Coordinate Activities (Golf Tournament)
Set-up/Manage Spa Appointments
Supervise Children’s Programs
Produce Music and Entertainment
Reward Gratuities to Hotel Employees On-Site
Conduct Final Evaluation of Meeting
Post-Conference with Hotel
Calculate All Billings for Meeting