Conference Coordination and
Event Management

Ginger Meetings realizes there are many moving parts involved in planning an event. We create a perfect harmony between conference education and memorable experiences. Our company offers a professional and streamlined way to manage the meeting and attendee process from start to finish through its conference management services. We work closely with you to understand your program goals and organize every element of meeting planning from budget and venue to food and beverage selection and onsite meeting management. Our team of industry experts can also match your theme with inspiring and motivating speakers, musicians, comedians, and entertainers.

We free your time to be able to enjoy the meeting.

Complimentary Services

Research

Ginger Meetings has developed relationships with hotels worldwide, including all major chains and independent properties.  We conduct thorough market research to identify all hotels that match your defined meeting criteria and preferences such as geographic characteristics, amenities, service quality, and economic incentives. We then provide a detailed analysis of hotel options to aid in the decision-making process.

Gather

Our collaborative approach to gathering conference details ensures a clear understanding of your conference requirements, aligning with your overall goals and desired outcomes. We meticulously outline your event agenda, ensuring we contact hotels that meet your specifications, and discuss your catering needs to present a comprehensive package to the venues.

Negotiate

We review the contract to identify any possible risks and develop contingency plans to protect our client’s interest. Ginger Meetings utilizes their industry knowledge and relationships to secure the most favorable rates and contract terms for our clients. This includes addressing cancellation policies, attrition rates, and all other critical contractual elements to confirm there are no unexpected clauses or fees. We aim to streamline the booking process.

Evaluate

During your conference, Ginger Meetings will assist with guestroom block management and request reservation reports on a regular basis from the hotel to ensure you have the necessary number of rooms available for your group. We will also remind you of important dates along the way, such as the reservation cutoff date.