Neva Meetings and Events
Our Services

 

Location Research, Sourcing & Site Selection

Location is a critical aspect of any event.  Neva Meetings & Events will find the perfect location for your event.

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  • Location is a critical aspect of any event. Neva Meetings & Events understands that where an event takes place can greatly influence how well the event reaches its goals and objectives.
  • Whether the search is in a locale close to the client or a worldwide search, Neva Meetings & Events has relationships with hoteliers and a variety of national and international experience that ensures that we will find the perfect location for your event.
  • Our experience in producing and managing a range of events helps facilitate your need to provide the right atmosphere for the attendees. Whether the event is strictly business, an incentive program, or educational interspersed with leisure activities, attendees want to walk away feeling that their time has been well spent.


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Hotel and Venue Contract Negotiations, Management and Compliance

Neva Meetings & Event’s extensive experience in contracting with hotels and venues will make certain that the client is getting the best and most out of each contract.

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  • Neva Meetings & Event’s extensive experience in contracting with hotels and venues ensures that we ask for the right concessions and find additional creative areas for savings that provide the most value for our clients.
  • We work with internal procurement and legal departments to make certain the client is getting the best and most out of the contract.
  • We manage all of the obligations and deadlines to make sure your contract is kept within compliance at all times.


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Program Development & Logistics Management

Whether it is managing a room block to finalizing all the details at a venue to creating one-of-a-kind experiences, Neva Meetings & Event knows the success is in the details.

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From start to finish, success is in the details.
  • Hotel Room Block Management: Neva Meetings & Events manages all arrival and departure communication and confirmations with the hotel including coordination of VIPs, special billing requirements, and attrition compliance. We are in constant contact with the hotel and attendees to make sure it is a seamless experience for the attendee, from registration to check-out time.
  • Meeting Space Logistics: We work with the venue to confirm each meeting room is set up for success, keeping in mind any special requirements for presenters or activities held in the room, as well as any meeting room change-overs to keep in line with the event agenda.
  • Food & Beverage Menus: Neva Meetings & Events works with the venue to select and personalize each menu for hosted meals, being sure to incorporate special dietary restrictions and requests for all attendees throughout the meeting.
  • Audio/Visual & Production: We work with the client to determine all AV & production elements for the event, including confirming special requests by presenters and collaborating with AV and production providers.
  • Entertainment & Décor: Neva Meetings & Events develops, creates, and determines additional aspects that will enhance the environment and keep with the meeting’s objective or theme, including bringing in musicians, linens, physical themed elements, and additional activities.
  • Ground Transportation: We utilize the attendee information provided to us during the registration process to create a seamless experience to/from airport and off-property events for all attendees leading up to and throughout the week of an event.
  • Tours/Excursions: Neva Meetings & Events engages with local experts to create a unique experience outside of the meeting to explore the local flair, whether the purpose is for leisure or team building.


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Online Event Registration Website Development & Maintenance

Neva Meetings & Events optimizes the information needed to plan accordingly, strives to increase attendance for the event, and enhances the overall experience for the attendees.

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Standard & Customized Reporting

Neva Meetings & Events provides up-to-date reports throughout the registration process to ensure planning is efficient and all preparation commitments are precise.

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Keeping it Green

Neva Meetings & Events incorporates environmental considerations throughout all stages of the planning process to minimize the environmental impact of the event.

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Neva Meetings & Events incorporates environmental considerations throughout all stages of the planning process to minimize the environmental impact of the event. We are a proud member of the Green Meetings Industry Council, a professional organization which provides educational resources to planners seeking to meet the ever-rising standards consumers set for sustainable meetings. Risk Management: Neva Meetings & Events assesses risk management issues (e.g., fire safety, emergency action plan, serving alcohol, helicopter tours) in order to determine needed insurance and operations, including an internal communications plan to minimize the probability of the unknown and mitigate any possible consequences.

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Managing Risk

Neva Meetings & Events assesses risk management issues (e.g., fire safety, emergency action plan, serving alcohol, helicopter tours)  in order to determine needed insurance and operations,  including an internal communications plan to minimize the probability of the unknown and mitigate any possible consequences.

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Event Communications

Neva Meetings & Events provides timely and thorough information to the attendees, internal stakeholders and vendors throughout the pre-planning process and during the event, including a post-event survey to gather indispensable information to develop an enhanced event the next time.

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Pre-Event Budgeting & Post-Event Reconciliation

Neva Meetings & Events keeps open and transparent budgets because knowing where your dollars are spent at any given time during the planning process is critical to the overall success of the event.

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Neva Meetings & Events creates an estimated budget for the client based on proposals, bids and contracts including all taxes and estimated meeting management fees. Throughout the planning process, Neva Meetings & Events will maintain an up-to-date account of all dollars committed, adjusting as necessary. As the event approaches and then concludes, Neva will confirm the actual dollars spent in detail with full transparency.

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