Corporate Event Services

Do you need to produce a corporate meeting, an association event, an industry conference, or a special event, but lack the time or experience to plan, manage and complete it successfully?

Do you remember the old expression, “The devil is in the details?” The success of your meeting is also in the details. As the saying goes, success is all in the details. That’s what corporate event management is all about—anticipating the problems, managing the details, and having contingency plans to manage the unexpected.

You can be confident that the details will be handled at Cypress Media Group. Each meeting or event has last minute issues. Anyone who disagrees hasn’t planned and executed many meetings. Our experienced corporate event organizers have seen the minor bumps and hiccups many times before and know how to plan for and avoid them. When you work with a corporate meeting planner at Cypress Media Group, you will be working with an experienced event professional who will provide your organization with a winning strategy and the framework and talent necessary to successfully plan your event or meeting.

Whether you want to outsource all event management and event services to us or simply need a few of the many services we offer, Cypress Media Group can help you with your next event or corporate meeting. We offer all of the following event and meeting services:

• Site selection and contract negotiation
• Theme development, design, and implementation
• Agenda development, speaker recruitment, and content coordination
• Event logistics
• Preparation of marketing materials and onsite materials
• Attendee registration
• Budgeting and reporting
• Onsite staffing and event execution

Site Selection and Contract Negotiation

Identifying the right location for your next meeting is a critical step toward success. Once we identify the perfect venue and dates, you need an experienced corporate meeting planner to guide you through the contract negotiations to ensure your organization is protected and your group's needs are met.

Theme Development, Design, and Implementation

Sometimes a successful corporate event begins with a creative meeting theme. The corporate event organizers at Cypress Media Group can work with you to extend the creative ideas through the design and implementation phases, while meeting the deadline and staying within the budget.

Agenda Development, Speaker Recruitment, and Content Coordination

When you have a well-organized agenda and meaningful content delivered by effective speakers, your message will be heard, and your audience will be satisfied. Cypress Media Group can help you develop a powerful agenda with compelling content, recruit the right speakers, and coordinate all the details.

Event Logistics

From trade shows to quarterly meetings to sponsorships of public events, most corporate events rely on the services of several third-party vendors, including the following:

• Audiovisual companies
• Caterers
• Computer rental companies
• Exhibit fabricators
• Exhibit and furniture rental firms
• Florists
• Printers
• Promotional items vendors
• Sign, banner, and other graphic production services
• Speaker bureaus
• Staging and production services
• Temporary staffing agencies
• Transportation and shipping logistics
• Video production and editing services

Cypress Media Group can prepare requests for proposals for the necessary services and equipment. Our corporate event management team will evaluate and select vendors that can provide those services and supervise them until the event is completed. Cypress Media Group offers the added benefit of having established relationships with many industry-leading suppliers and service providers who are proven to be both reliable and cost-effective, the two ingredients most important to making your corporate event successful.

Marketing Materials

Cypress Media Group offers writing, editing, and proofreading services for event-related marketing materials. We can deliver friendly, easy-to-understand copy for your event or meeting Web site. We can also produce brochures, event prospectuses, postcards, press releases, faxes, and e-mail-blasts to help you announce and promote your event.

Attendee Registration

Cypress Media Group provides custom registration solutions that can eliminate the hassle of registration, fee-collection, and reporting. If you choose to outsource attendee registration to Cypress Media Group, we will use cutting edge technology to establish online registration, e-mail registration, and online fee collection, as well as traditional registration collected by postal mail-in, telephone and fax registrations, and last minute onsite registrations.

Budgeting and Reporting

No matter what your event or meeting goal is, Cypress Media Group can help develop a comprehensive, practical budget for the event. Is your goal to reduce trade show expenses? Would you like to produce revenue with a special event? Do you just want to break even on a conference or sponsorship? While planning and carrying out the event, our corporate event organizers will monitor and record all revenues and expenses to continually update you to avoid cost overruns.

Event Materials

Do you need handouts for a sales presentation? Do you need a DVD with video of your CEO’s opening remarks? Do you need a press release and media kits for a new product launch? Cypress Media Group can produce all your event materials from conference proceedings to daily agendas to training handbooks, as well as electronic media including CDs, DVDs, and podcasts. Whatever the scope of your needs, you can count on our corporate event organizers to deliver effective materials that will make your next event a success.

Onsite Staffing and Event Execution

At Cypress Media Group, the corporate event management assigned to your account will be the first to arrive and the last to leave. Your corporate meeting planner at Cypress Media Group will handle all facets of your meeting or event. Our corporate event organizers consider themselves an extension of your organization. At your trade show, we supervise installation and dismantling of your exhibit, drive traffic to your demonstrations, and gather leads. At your events, we handle registration and supervise vendors and suppliers. We are always on duty to ensure that your guests are cared for and your meeting is running smoothly.