Our Services

Planning Powers, a leader in meeting and event planning services, we offer coordinated and integrated meeting planning solutions to more efficiently and effectively serve the needs of our clients.

This page lists our most popular services. Please contact us for more information or with any special requests — use our information request form to submit your request for proposal or to ask a question, email us or see the contact page for more options.

Site Selection

Location, Location, Location — it can make or break your meeting! Save time and money by letting us do the work for you! We will research and recommend the best venue for your event by identifying sites that meet your criteria and offer the best value for your meeting. At NO-COST to you, Planning Powers can search sites and negotiate contract(s) for your event. Note minimum requirements for no-cost services.

Hotel Contract Negotiations

Today, hotel contracts are more of a science than an art. Knowledge and expertise in negotiating meeting contracts and understanding industry trends will save your organization time and money. We will skillfully negotiate a hotel contract that will best suit your needs and offers the best value to your event. We have years of experience in contract negotiation and have developed many relationships in the hospitality industry which benefits our clients.

Meeting Management and Logistics

Worry-free planning! We will handle all details, so you don’t have to! This service includes: meeting with the hotel staff to determine and review your meeting/event requirements; providing the hotel/venue staff with your agenda and requirements; finalizing food and beverage arrangements; arranging audio/visual equipment; furnishing the hotel with a rooming list of VIP’s and staff and much more.

Onsite Meeting Management(back to top)

We will oversee all meeting logistics making sure that they are carried out as specified in your agenda. We will provide the hotel/venue with function sheets and meet with them prior to your event. We will act as the general troubleshooter between you and the hotel/venue to ensure a successful event. Additionally, we will review the final bill(s) to reconcile any discrepancies before payment.

Travel Management(back to top)

Planning Powers has partnered with MacNair Travel Management to offer comprehensive meeting and logistical planning for meetings and travel business solutions, making it more efficient and effective in serving the needs of their clients. Linking meeting and travel needs has never been more easy. Personalized online and call-in reservations system for staff, non-staff and meeting attendees are connected with your online registration page, thus, providing customized reporting and traveler tracking programs for these travelers.

Vendor Contracts(back to top)

In addition to contracting with hotels, Planning Powers will assist in securing a contract for such services as:

  • Audio/Visual Transportation
  • Decorator, Exhibits
  • Destination Management Companies
  • Entertainment
  • Security

Exhibits Management(back to top)

We will assist with producing an exhibit prospectus, managing exhibits and working with the exhibit/decorating company to guarantee a prosperous show. We can also assist with identifying potential companies to exhibit at your meeting.

Marketing/Publicity(back to top)

We will aid in the production and editing of promotional materials, including “save-the-date,” preliminary and Final Programs.

Registration(back to top)

Depending on the size of your meeting and requirements for your registration process, we can offer registration services or bring on a specialized associate to complete the task.

No-cost services requirement: A minimum of 10 rooms for two nights or 15 rooms for one night are required for no-cost services. A commission is paid by the hotel to Planning Powers. Planning Powers is not on a retainer with any hotel property nor does this affect the price of your guest room rate.

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