The CALPRO Group offers several services to make your conference or event a success.
Convention & Conference Management
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- Full service convention & conference management. Provide complete pre and post logistical planning, financial evaluation and budgeting
- Attendee/exhibitor/sponsorship participation analysis
- Program development
- Asses Return on Investment (ROI)
- Develop a master timetable
- Develop a marketing strategy
- Develop on-line promotion strategy
- Develop check list of needed items for on site
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Exhibits & Tradeshow Management
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- Exhibit development
- Prepare the floor plan and layout of the Exhibits Hall, and clear the plan with the selected venue, Fire Marshall, etc.
- Assist in the preparation of the Exhibitors Prospectus that advertises the conference, describes the exhibits and conference layout, sets forth rules, and provides fee and payment schedules
- Compile a mailing list of exhibitors from previous similar shows supplemented with other potential exhibitors and mail the Exhibitors Prospectus to the list
- Assist in preparing the exhibits contract
- Serve as a reliable, professional, single point of telephone contact with Exhibitors, from the time the exhibits are first advertised until the end of Show
- Assist in preparing advance registration materials and requests for Exhibitor camera-ready copy for the Conference Guide
- Provide for and manage security of exhibit space during set-up, exhibit time, and tear-down
- Arrange for decoration of the exhibit space, set-up and tear-down of exhibits, and transportation of exhibit material to and from the exhibits area
- Other exhibits and trade show related times
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Marketing Consultation
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- Marketing plan development
- Materials design and production
- Direct mailing services
- Broadcast e-mail services
- Write copy for press releases, brochures, on-site materials etc.
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On-site Meetings & Exhibitions Floor Management
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- Work directly with the show director of the event
- Communicate directly with all exhibiting companies. Provide introduction of floor management services and answer any questions during their move-in
- Communication of information (rules, regulations, etc) to exhibitors and to direct exhibitors to the correct resources for services
- Communication to Show Management of any concerns, problems, resolutions, or actions taken so that Show Management may be fully appraised of the ongoing activities on the exhibit floor
- Act as a liaison between Show Management and the official service contractors (decorators, drayage services, security, facility services, etc.) to assure the keeping of schedules, to correct any deficiencies in service, or to resolve any situation arising from exhibitor concerns
- Supervision of the entire exhibit area, including docks
- Attend or conduct any meetings that may be required on behalf of Show Management
- Assist Show Management in the selection, placement and monitoring of the contracted convention security
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Support Services for General Contractors (Decorating Companies)
- Concierge, leads for exhibit areas, ambassadors, General Foreman's, Account Executives, other related items
Promotions & Advertisement Consultation
Site/Venue Selection & Contract Negotiation
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- Research cities, resorts, hotels and venues with unique settings
- Negotiate cost effective rates
- Review and evaluate potential sites anywhere in the U. S. A.
- Recommend at least three venues
- On-site inspection of finalist properties
- Maintain coordination between your organization and the selected site
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Negotiations Process (Convention Bureau, Hotel, Convention Center or Special Events Venue)
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- Limit your liability
- Limit your exposure to unnecessary costs
- Reduce cancellation penalties
- Cut hidden charges on meeting space
- Protect attendees from loosing rooms
- Decrease meeting expenses
- Eliminate attrition penalties
- Increase amenities for your VIPs
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Special Events Management
Food & Beverage Events Management (Show Management & Facilities)
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- Creative and cost effective menu planning
- Catering arrangements to guarantee a successful event
- Detailed planning for special events and theme parties
- Work directly with catering and contracted Food & Beverage companies to provide support services. (i.e. CenterPlate Washington DC, Miami and New York City)
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Exhibit Display Management
- Create and design exhibits
- Serve as on site manager for Install and dismantle of Display
Project Management
Special Events Management /Event Concept Development
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- Sports (Golf, other) Outing Organizing and Coordination
- Awards Banquets
- Arena Events (Professional Baseball, Hockey, Basketball, Football, Auto Racing)
- Management Retreats
- Media Coverage
- Special Video Production
- Galas/Benefits production
- Trade shows, Exhibitions, Conferences and meetings
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Producing Request for Proposal (RFP), Bid Assessment & Awarding Contracts Process
Training & Development for Operations & Sales Departments of Convention Centers & Special Events Venues
- Program Training and Design
- Organizational Development
- Facilitation
Event Entertainment Management
- Provide all desired entertainment for any event
- Negotiate contract contracts and serve as liaison for client and entertainment management
Brochure/Program Development
Web site Designing
Safety & Security Management
Referrals: Contractors, Vendors, & Suppliers
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- Audio/Visual Services
- Ground Transportation
- General Service Contractors
- Destination Management Companies
- Off-property Events
- Registration Personnel
- Temporary Personnel
- Photographers
- Floral Designers
- Security
- Office Equipment Rental
- Contract for all services with confidence
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Translation Services (English/Spanish & all other languages)
Entertainment
All types of entertainment for any type of need Please press the entertainment link above for more detail
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