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... so you don't have to!

Full-Service Conference &
Event Management

iPlanIt Meetings offers customized meeting management, robust technology solutions, affordable pricing and the finest customer service. We offer a personal approach, taking the time to fully understand your needs so we can collaborate as an extension of your team. We consider the work of iPlanIt to be more than just a professional venture. It is a reflection of our key values, our passion for the meetings industry and, most importantly, our desire to exceed expectations when it comes to a client’s meeting experience.

Our Services

Customized Meeting Management

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Site Selection & Contract Negotiations

We can help you research potential meeting sites, accompany you on site visits, and negotiate contracts to ensure you get the most value from your event package.

Online Registration & Housing

Make registration easy with a customizable database and registration site, attendee information tracking, automatic email notifications and payment facilitation.

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ONLINE CALL FOR PRESENTATION / ABSTRACT MANAGEMENT

We can create a customized site designed to accept and manage online abstract/paper submissions and presentations.

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Exhibitor & Sponsorship Management

We will work with venue, exhibit vendors and exhibitors to ensure proper set up and services including shipping, layout, registration and collateral.

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SPEAKER MANAGEMENT

We’ll fully manage all speakers for your event including preparing contracts, maintaining communication, assisting in travel arrangements and establishing all guidelines.

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CONFERENCE & EVENT LOGISTICS

iPlanIt will act as the main point of contact for the venue, all vendors and logistic items relative to the conference.

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ONSITE MANAGEMENT & EVENT STAFFING

We’ll help oversee all staff and/or volunteers, prepare and print name badges, and maintain full responsibility for ensuring all vendors, exhibitors, speakers and attendees are where they need to be at the right times.

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Post Conference

iPlanIt can create and facilitate conference evaluations and compile all data and feedback about the event, breakouts, speakers and more.

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Association Management

iPlanIt can support associations in a variety of areas including office management/administration, member services, board/committee support, accounting/financial services, and governance.

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Our Technology

Ensuring your Meeting Runs Smoothly

iPlanIt uses state-of-the-art event planning and management software to help facilitate a variety of essential activities before, during and after the conference. Our customizable online registration platform will ensure attendees can register quickly and efficiently for the event. Our online call for presentations provides the client with an easy way to gather and organize speaker presentations. Finally, our conference mobile app makes it easy for attendees to understand the schedule each day and update them with any changes.

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Past Projects

CancerCon

Produced by Stupid Cancer, CancerCon is the annual, international gathering of the young adult cancer movement. CancerCon brings together patients, survivors, caregivers, advocates, and activists, along with oncology team professionals and the healthcare industry through a shared goal of improving young adult cancer health outcomes. We have worked with this organization from 2011 to present.  Attendance has grown from approximately 350 to 650 attendees.

Services We Provided Included:
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Site Selection & Contract Negotiations
Site Selection & Contract Negotiations
  • Key role in moving regional event from its original location of New York City  as a regional event to a national event.
  • Conducted several searches for various in multiple cities resulting in executed contracts in Las Vegas, Denver, Seattle and Minneapolis to date.
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Call for Papers
Call for Papers
  • Customized site to accept presentation proposals to enhance session offerings.
  • Number of submissions have increased from year to year, giving the organization the opportunity to expand the current pool of speakers.  In addition to inviting known speakers, new resources and session ideas and formats have been identified.
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Online Registration & Housing
Online Registration & Housing
  • Custom built site to include detailed data on attendee demographics, selection of over 40 sessions with capacity management, tour options with additional fees, and management of attendee medical needs and detailed dietary requirements.  Separate links for exhibit staff, as well as speakers and scholarship recipients to include their housing and travel needs.
  • Seamless registration process and reporting for over 10 attendee types and the use of over 55 discount codes
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Conference & Event Logistics
Conference & Event Logistics
  • Past year surveys indicate an average of 96% of respondents agreed that the event was well-organized.
  • Responsible for the RFP process, contracting, negotiation and management of:
  • Off site tours and activities
  • Hotel venue meeting space, set ups and schedule
  • Complete financial review and reconciliation of all vendors and hotel venue
  • Food & Beverage  - ensure menu selection stay within budget expectations as well as meet the complex dietary needs of this group’s attendees.
  • Responsible for submission and management of hotel reservation rooming list to include room block monitoring and auditing.
  • Work directly with decor company on the design of unique and special conference areas.
  • Point of contact for all audio visual services to include RFP, negotiations and contracting.  Oversee all elements of an elaborate general session production and multiple concurrent breakout sessions and workshops.
  • Signage - ensure all necessary signage for the event.
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Exhibitor & Sponsor Management
Exhibitor & Sponsor Management
  • Responsible for the RFP, negotiations and contracting with Exposition company.
  • As main point of contact for both the exhibition company as well as all participating exhibitors and sponsors, managed all aspects of the exhibit hall to include: floor plan layout, booth assignments, design of exhibitor services kit and all communications and logistics with exhibitors.
  • Exhibit & Sponsorship financial contributions have increased over 40% from 2012 to present.
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Conference Mobile App
Conference Mobile App
  • Host, build and manage this key resource to attendees. Robust application allows for real-time updates, reminders as well as important information that assist attendees prior to and during the conference.
  • The mobile app also collects session surveys and evaluations. The immediate access and ease results in an increased response to this important collection of feedback.
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On Site Management & Event Staffing
On Site Management & Event Staffing
  • Past year surveys indicate an average of 98% of respondents agreed that the event staff were helpful
  • Manage the registration desk and all attendee services in addition to managing any volunteers within this area.  Ensure a seamless, efficient process for all attendees’ arrival to the conference.
  • iPlanIt team of managers oversee all areas of the conference and ensure that all logistics and arrangements planned and confirmed pre-conference are all executed flawlessly.
  • We serve as point of contact for all hotel venue and service vendors and liaison any needs required by hte Stupid Cancer Team. Our team is highly visible and proactively troubleshoot any unexpected challenges which prevents any disruptions to the attendee experience.
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SINCERELY APPRECIATED!

“Tammy, You have been phenomenal!  Thank you so much for the quick turnaround and outstanding support and communication through the process!”

Lisa, Vice President

Merchant Services

EXCELLENT!

“I always cringe when someone will send an email on my behalf because they rarely represent my cause the way I see it. You nailed it. Not easily done - especially considering the circumstances of Day One of the conference. Thank you!”

Jason

CLIENT, MEETING MANAGER

I AM SO IMPRESSED. 

I am impressed by how smooth the system has run with the multiple live streams going at once. 

Information Security Engineer with Lumen

AS A SPONSOR I RANK THIS AS ONE OF THE BEST RUN EVENTS IN THE INDUSTRY.

What the show does so well is drive traffic in the vendor hall. I hope that you continue to grow and push your coverage area to the Midwest because of how well this is run.

Chad

Regional Sales Director

THE AGENDA AND APP WERE SUPER HELPFUL AND HAD ALL THE NECESSARY INFORMATION.

The conference was very well organized, and the signage was easy to follow.

Jennifer

PhD program student of Clinical Psychology

EVERYTHING WAS SEAMLESS

It was a true joy, and a genuine pleasure to be there. I felt like a treasured attendee thanks to the organizers.  

Tiffany

Attendee at a Cancer Patient Advocacy Conference

THE SERVICES WERE CONSISTENTLY IMPECCABLE.

I’d like to take this opportunity to express my profound appreciation for your years of collaboration in putting on our organization’s workshops.  In my experiences with your company, the services were consistently impeccable, efficient, prompt, courteous, and reliable.

Pamela, PhD, CPNP

 Co-Founder & Director of Education

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