Conferences in Lake Mary

A conference or event coordinator plans all aspects of professional meetings. There are millions of conferences and meetings held every year, and these coordinators make sure everything goes according to plan. If you're trying to put together a conference or similar event in Lake Mary and feeling overwhelmed by the amount of time and attention to detail it takes, Over The Rainbow Weddings is ready to help. Our friendly team has the experience necessary to help you plan a successful conference.

How Can Over The Rainbow Weddings Help With Conference Event Planning?

The following event coordinating examples are just some of the tasks we can help you with:

  • Determine time, location, and budget
  • Contact vendors for bids
  • Inspect venues to see if they meet your needs
  • Coordinate transportation to your event
  • Monitor your event to make sure everything goes smoothly
  • Review the bills for errors and approve payments

The Initial Meeting With Your Event Coordinator

During our first meeting, we'll discuss the purpose of your conference or event so we can have a better idea of your goals. Other items we'll discuss with you include:

  • Estimated attendance
  • Budget
  • Desired location
  • Timeframe

Choosing a Conference Venue

One important part of the conference planning checklist that we'll help you with is finding the right venue. Once you have a better idea of when your event will take place and how many people you expect to show up, we can begin scouting the perfect location around Lake Mary. As we look for the right venue, we'll also take into consideration:

  • Catering options
  • Audio and visual costs
  • Proximity to hotels

By creating a short list of the best options, we'll save you countless hours searching for the ideal venue. Different venue options we'll look at include:

  • Hotels
  • Conference centers
  • Banquet halls
  • Restaurants
  • Ballrooms
  • Country clubs

Even if you're not holding your event in Lake Mary, our international meeting planner can help you find the venue that suits all of your needs.

Contacting Conference Vendors

Chances are your conference or event will need outside help. At Over The Rainbow Weddings, we take on the task of contacting vendors to compare services and get bids. Since we have a relationship working with different vendors, we can usually negotiate a lower price. A few of the vendors we've worked with in the past include:

  • Photographers
  • Videographers
  • Audio and visual equipment companies
  • Caterers
  • Printers
  • Entertainers
  • Bartenders
  • Transportation companies

Day of the Conference

The day of the event is when all the conference event planning comes together. We'll be with you every step of the way that day to make sure everything goes as planned. Before the event even starts, we'll be there to make sure the following have arrived and are ready to go:

  • All rental equipment and supplies
  • Decorations
  • Tables and centerpieces
  • Welcome signs
  • Sign-in table
  • Giveaways, prizes, or welcome gifts
  • Vendors

Call Us for All Your Conference Planning Needs

If you're looking for help with corporate event planning in Lake Mary, give Over The Rainbow Weddings a call today. From start to finish, we can use our experience to help you put together a memorable and stress-free conference or event.