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Fluid Edge Themes

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Event and Meeting Planning

Experienced and Friendly

Meetings, Symposiums, Conferences, Retreats, Special Events, we’ve advised, planned and delivered them all for our clients. Many companies say they understand corporate event planning, but few have the real expertise to execute.  It requires a systematic approach and the ability to understand the company’s culture and goals from 30,000 feet up as well as on the ground for the particular event being planned.

Apolline leverages its team’s vast experience planning events for individuals, companies, organizations, societies to find that level of understanding then bring their vision and goals to fruition through an event of whatever size, on whatever budget they may have.  We support every facet of corporate events and can plug and play with your team to do all or parts of an event while helping you see the holistic view of what you want to achieve.

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Onsite Management

Onsite Management

We handle all aspects of management of your meeting on site. We provide all the staff you need or supplement your team to ensure the meeting or event goes smoothly in all aspects and coordinate all meeting logistics with the venue.

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Event Logistics

Event Logistics

From small board meetings to multi-day international conferences, the key to a successful event is to have the logistics mapped out and have contingency plans.  Things inevitably go wrong but when you have the right event planners on site, you’ll never know they did.

We plan for the unplanned and try to reduce the risk of unplanned events through detailed logistics planning.   There are multiple moving parts and we track them all:

  • Event registration
  • Mobile App Utilization
  • Audiovisual
  • Food and beverage
  • Room set up
  • Signage and graphics

Great meeting planning isn’t visible – it’s seamless.  That’s what we do.

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Budgeting

Budgeting

A critical component of building a successful event is to build a budget to set expectations with the client from the beginning. Our experts know how to help you estimate attendance, set registration fees, build out menus and budget for all possible expenses to make your event a success.

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Site Selection/Sourcing

Site Selection/Sourcing

Choosing where to hold an event is fundamental to the process.  Our comprehensive meeting planning services include site selection and sourcing.

There are myriad considerations in the site selection process.

  • We look to see who your membership or constituency is and their geographic location.
  • Who do you want to attract to attend the event?
  • Is destination key or space?
  • What about travel logistics and cost – overall budget?
  • How much space will you need?  Does it need to be exclusive or could other events run at the same location?

Now we’re ready to source!  We have extensive networks of hotels, meeting spaces, resorts throughout the world we have worked with and we know how to manage the entire process.  We do onsite visits where appropriate or utilize video chat and layout maps to gain a full understanding of the options available for the meeting.   It’s the sourcing where we get all the deals made with the venue for upgrades and complimentary rooms and services depending on the size of the event.

We get the best deals because we have the knowledge of what’s possible along with the negotiating skills to get it done.

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Continuing Education

Continuing Education

A primary goal of events is education and training. We’ve got decades of experience setting up education and training programs at corporate events. From the content planning and development to the design of presentations and team building exercises, we’ve done it all.

We can help you on any facet of training programs and development of continuing education curriculums. If your training is eligible for continuing education credits we will help you contact continuing education providers and ensure compliance with the provider’s requirements to obtain certificates of completion for attendees.

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Graphic Design

Graphic Design

We will coordinate with our graphic designers to support all your needs for the event. From logo design to agendas and awards booklets, a cohesive graphic design strategy and implementation is the difference between a great meeting experience and a “wow” experience. It’s truly the little things that matter – posters, signage, branding – it’s not an add-on, it’s a necessity.

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Entertainment

Entertainment

What’s an event without the entertainment? We’ve booked musicians, poetry reading, tours of laboratories, baseball park events, museum experiences and more. Entertainment, when chosen correctly, enhances a corporate event and provides value outside of the “fun factor.” We can help you strategically chose entertainment on whatever budget you may have, book the entertainment and ensure the logistics are set.

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Speaker Management

Speaker Management

We help you identify and source speakers for your event and arrange travel and other logistics for the speaker. Ensuring proper audiovisuals are received and are functioning properly and that the speaker has everything necessary to be succesful is second nature to us.

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Travel

Travel

We work with your travel agency or we can provide travel support to your meetings for your teams.

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Event Promotion

Event Promotion

We can support promotion of your event from advertising to social media, email blasts to websites and landing pages. Our team has done it all and knows how to create engagement for your event.

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Exhibitor & Sponsorship Management and Fulfilment

Exhibitor & Sponsorship Management and Fulfilment

Designing an exhibitor and sponsorship program is part of a comprehensive budgeting process. We handle all the logistics and components of the program and ensure the process is seamless for all participants. Handling 1000 moving parts at once is what we do.

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Vendor Management

Vendor Management

Selection and management of various vendors are critical to the success of the meeting – from audio-visual to drayage and exhibit set-up we work with all types of vendors.