Meeting
Management
Special
Events
Event Planning and Management
Site Selection and
Contract Negotiation
Preliminary
Site Planning and Event Management
Attendee Registration
Committee and Planning
Meetings
Event Marketing
Website Creation and Maintenance for Client Events
On-line Registration Systems
Financial Management
On-site Management
Transportation and Busing
The Fain Group offers creative and imaginative ideas for events that present our clients in the best light to their customers, donors and members. Our professional staff is ready to help you with the site selection for your important event as well as the logistics planning, registration, sponsor sales, budget management and marketing for its success. We are as adept at producing your event in an unusual setting as a traditional one and will recommend locales that match your message.
Additionally, we are often asked to provide complex multi-media for our client’s events, language interpretation and solutions that address concerns about security for high-level keynote speakers and attendees. Let the Fain Group exceed your expectations and take the worry out of the pre-planning, management and financial reconciliation of your most important events. Whether as a part of a larger meeting or a stand-alone event, we will implement your vision and meet the goals of your event with style.
Site Selection and Contract Negotiation
The Fain Group is recognized for its exhaustive efforts to find appropriate site locales that fit our client’s specifications of event space and, if appropriate, sleeping room needs. We develop and disseminate a request for proposal and perform an in depth search for appropriate sites. We are knowledgeable about unique and non-traditional venues as well as traditional locales.
After reviewing and clarifying the offers, we compile and analyze the results, reporting the pros and cons to our client. Once a site has been selected by our client, we confidently and effectively negotiate on their behalf, taking into account their event’s unique needs.Preliminary Site Planning and Event Management
Identified as a leader in the field, the Fain Group coordinates and manages all accommodations, room sets and vendors with the venue. All event functions are designed within the client’s budget and with client approval, closely monitored and reviewed through the planning stages and continuing on-site.
We carefully plan for any multi-media presentations and the delivery of equipment and services to enhance the event’s success, recommending key components such as the appropriate caterer, performers, florist, photographer and invitation design.
Additionally, we prepare pertinent directional and informational information and signage and assess access for people with disabilities prior to arriving on-site.
Whether your event requires your attendees to fax or mail their registration or you’re looking for a secure on-line system, the Fain Group is able to manage your registration needs.
Our organized staff will administer all details of registration, such as answering attendee questions, sending confirmations, processing payments and refunds, providing registration and reconciliation reports, updating event registration sites and formatting name badges. The Fain Group is able to accommodate all aspects and complexities of registration once on-site, all within the parameters of our client’s specifications and requirements.
For detailed information about on-line registration capabilities, see the details of how we create On-line Registration Systems.Committee and Planning Meetings
The Fain Group is well experienced when working with committees: we know when to listen and when to lead. Each event planner the Fain Group employs has the experience of working in-house with corporations and non-profit organizations. Each has the ability to set up committee calls, take minutes as needed, brainstorm the good ideas, keep groups on track and make the time spent in the planning stage meaningful and moving forward. We are keen to establish the goals and objectives of our client’s events and to plan accordingly with committees, staff and vendors for the desired outcome.
Innovative in its approach, the Fain Group has a combined experience in the for-profit, non-profit, association and charitable sectors, applying strategic marketing techniques that effectively reach our client’s audience. We have the ability to create marketing schemes as well as serve as editors and proof-readers to pieces developed by others. Additionally, our computer/database experts can devise e-mail blasts and develop and host the event Web site as inclusion in the overall marketing plan. We partner with the most creative team of designers or stationers to create the right message for your special event.
Website Creation and Maintenance for Client Events
The Fain Group is acknowledged as being in the forefront of technology. Our computer/database experts will create and host the Web site for your event, incorporating your corporate identity and meeting your design specifications. Of course, updates to the Web site are part of the marketing strategy for your event, and we have proven processes in place to make updates announcing a dynamic keynote speaker, new sponsors or additional exhibitors. These processes allow the information to be posted in a timely manner, giving your potential attendees and sponsors reasons to re-visit your site again and again.
One of the reasons organizations seek out The Fain Group is our expertise in developing, implementing and efficiently managing on-line registration systems for our clients. Our computer/database experts update and maintain an on-line site, built to our client’s specifications, and maintain and track registration, payments, cancellations and refunds. Additionally, each client is provided access to registration data in a user-friendly format.
Once the system is in place, our staff handles all details of registration: answering attendee questions, sending confirmations, processing payments and refunds, providing registration and reconciliation reports, updating meeting registration sites and formatting of name badges. This is done within the parameters set to meet all client specifications and requirements for each specific meeting.
Let the Fain Group use its on-line registration system capabilities to provide automatic confirmations and follow up information to your attendees. We enter and acknowledge all registrations within 48 hours of receipt and send a confirmation within 24 hours of approval. We are capable of responding to all telephone calls and e-mails within 24 hours. In addition, the system tracks cancellations and can wait-list attendees for trainings or sessions that are full.
For our clients’ use, we provide registration reports within 24 hours - or more frequently if needed - and are able to provide a link on our server to a real-time registration report with up-to-the-minute registration information. Our flexible systems can be customized for other specific project needs and will work with your software programs.
The Fain Group is ever mindful of our client’s event budget parameters and we’ve proven to be successful in meeting their financial expectations. We set realistic projections and monitor them continuously throughout the partnership with our clients.
Our years of experience as professional managers and negotiators benefit our clients by producing lower rates through wise decision-making and relationships built up over time with hoteliers and vendors. We know where we can cut corners on behalf of our clients without ever sacrificing quality.
At the completion of each event, we provide final reconciliation reports and a thorough review of event site and vendor bills, which are submitted in a timely manner.
The Fain Group employs the most professional and qualified cadre of event professionals in the business. Our goal is to make the on-site experience appear organized, calm and seamless for our clients and their attendees. How? By verifying that all planned arrangements are in place, anticipating probable challenges, double checking each event in advance and maintaining a flow of communication with on-site management and service staff.
The Fain Group strives for a smooth registration process, employing time-proven procedures to streamline the process and keep the focus on the welcomed attendee. We take our role here seriously, as this may be the first experience many of the attendees, VIPs and sponsors will have with our client in a face to face setting.
Behind the scenes, our clients count on us to lead pre-event meetings, manage the logistics, oversee the arrival and delivery of shipments and conduct all briefings with the different suppliers. We carefully monitor the attendee counts and provide updates that affect the guarantees made to these suppliers.
While on-site, we verify accurate set-ups, confirm and check the placement and working condition of audio visual equipment, supervise the food and beverage functions, oversee the transportation and review all invoices at the end of each day.
Whether it’s VIP airport pick-up service, transportation to your event or a complex shuttle bus schedule to your event from multiple hotels and destinations, the Fain Group can be depended on to coordinate our clients’ transportation needs. We have years of experience in busy cities as well as suburban and rural areas, allowing us to choose our transportation partners wisely based on our client’s transportation service needs.
