Dynamic Events

LOGISTICS

Getting Started...

Are you already in a panic and you’re still on step one? Venue and Audio Visual? Speakers and Swag? There are a lot of crucial decisions that are made when planning any event. That’s why we are here. At Dynamic Events we know what to do to start you off right and finish strong!

Do you need help on everything from location scouting to keynote recruitment? Or maybe you just need someone to take registration off of your plate. Don't worry, we can do that too. Using our strategic method of budgeting, idea creation, networking and negotiating, we guarantee we will produce a successful event for your company. You can start breathing again.

BUDGET

Just the word alone can scare the most seasoned professional. In our ever changing world, budget – living with one or just simply making one, can be next to impossible. We will create budget guidelines that will compliment your event, not take away from it. Need help with cost estimates, forecasting, variance tracking, income management, third party reimbursement or post event analysis? No problem, that's what we do. Not only can we do it; we would love to do it for you. Just ask us how.

HOUSING & VENUES

Are you looking for a boutique hotel for 20 in Portland, chateau in Vienna for 200 or the perfect view in Whistler? We can find that. When we start accommodation research, we use our knowledge of what you want for your guests – then we fulfill it. Our research will give you options that put the decision in your hands. Our research will provide you with a cost analysis that shows you the benefits to our choices. Dynamic Events will provide you with site comparisons, green initiatives and the venue's cancellation and risk policies. We will work with the venue to make sure you have the best deal on room rates, concessions, payment terms, rentals, food and beverage minimums and incentives. We will provide you with the best team to select the best venue. Period.

CONTRACT REVIEW AND NEGOTIATION

Contracts and negotiation. They aren't as scary as they sound. We will filter the technical stuff and give you the real deal in terms that make sense to you. Then, when it's time to go back to the negotiating table we will work in your best interest to secure the best deal. We will make sure that you understand the terms of each contract, including the liability and risk involved. Think that sounds pretty good? How about a site visit for yourself? Not a problem, let's get it booked!

FOOD AND BEVERAGE MANAGEMENT

Food can be the most memorable, or forgettable thing during an event. Was it fresh? Did it look good? Was that chicken? Some questions are good when you're talking menu, some we hope will never be asked at the dinner table. We want your guests to be well fed and taken care of. This means that we will work closely with the venue prior to the event to select the best food for your guests. Got some ideas to go along with your theme? If it's a clam bake to go with a beach party, we will make sure it happens! Don't even worry about special meal requests, just let us know and we will take it from there. Want to try it before you buy it? Let's make it happen.

AUDIO/VISUAL

Lights, camera and your keynote speaker's presentation. All flawlessly executed. A no transition, seamless show is what you want. That's what you're going to get. We will do an assessment to gauge what you will need for your event and then find the people and vendors that will make it happen. If we need to source out, rent equipment or change the light bulbs blue – we will make sure it’s done before you arrive. Together we will create room sets, timelines and work back schedules that sync the show without issue. Plus, Dynamic Events will be on site – just to make sure that it’s all pulled off.

EVENT PRODUCTION

If we need a producer, a producer we will find. We’re talking someone organized, smart and capable of getting the job done the way you want it done. A great technical producer is going to take the ideas, people, lights and stage and make it look like it was a piece of cake. We will establish open communication with each and every vendor as well as providing backstage management during the runtime of the event. Included in this we will make sure to arrange the best floor plan for your event, ensure room sets are up to par, organize the best team to work the house and include housekeeping slides to get people where they need to be.

COLLATERAL AND BRANDING

The best way to get your group excited is to make it look like you want, really want them there. We will help you set a theme that not only works, but will sell itself to your audience. Branding will set the attitude and the stage for a successful event. This starts with an eye-catching and perfectly worded, save the date postcard, e-mail or website. Once you have them hooked, follow this up by immaculately organized welcome packets, schedules, city guides and any other materials that will boost your event’s appearance. Want to go paper free and pass it all on a zip drive? How many should we order?

VENDOR MANAGEMENT

Will you need vendors to help ensure the success of your conference or tradeshow? Does the thought of keeping all of those companies and people separate leave you feeling lost? Not to worry. Dynamic Events will act on your behalf in being the first point of contact in all vendor relations. We will make sure they understand their role in the conference, what they can do and what they can’t, project deliverables and timelines. From start to finish, each vendor will work directly with us to make sure that they are ready to go at showtime.

TRANSPORTATION

How to get from Point A to Point B? It sounds easy, in theory. At Dynamic Events, we have established great relationships with many different companies that will help get your attendees where they need to be. VIP travel? Just tell us where! We will organize transportation from groups of 2 to unlimited. Across town or across the country, we will get you set with buses, planes, trains and automobiles. Do your guests need a personal greeter upon arrival? Maybe some local transportation information, area information and welcome packets on arrival? We can do it all. Want more? Well let’s figure it out!

SPONSORSHIP

Getting the right sponsorship for any event is crucial. You need the right partners to get the project done and look great to the world. We will help make sure that your sponsors know that you want them and give you innovative ways to attract only the best. Don’t let the run of the mill sales pitches get your conference down. To get the best you have to be the best. Dynamic Events will help you ensure that your conference sponsors will add only the best for your show. Not take away from it. Seriously.

SPEAKERS

From Keynote to breakout sessions, the speakers at your conference need to be good. Not just good, but great. The perfect group of speakers will be interesting, relevant and most importantly valuable to you and your attendees. We will work to ensure that you have the most up to date, persuasive, educated and intelligent speakers to compliment your event. Or if you want a comedian – we can do that too. We have connections that we will work with and make sure that we get who you want. Got ideas on who you want? Just name them and we will get to work!

ANCILLARY EVENTS

Do you want your attendees to meet and greet at the perfect martini mixer after day one? How about treating them to a special concert to cap off the night? No matter what kind of event you are trying to offer, Dynamic Events is fully capable of helping you do it. Need a theme? Have your own? Getting us on your team will ensure that not only will the entertainment be outstanding; everything from the room to the wall hangings will be perfect. We have fun making sure your guests are having fun. Hey, it’s what we do!

EVALUATIONS

How did your attendees like the event? Want to know more specifically if they liked each session, evening event and the overall theme? We will customize evaluations that will get you whatever information you need. From speaker evaluation to accommodations, we will make sure that your event is well covered. Dynamic Events will take the responsibility of creating, printing, collecting, tabulating and organizing all of the results. Once we are all done, just sit back and wait for the feedback. We will get your full results as soon as you need it!

SUPPORT STAFF

Need additional staffing but don’t know where to get qualified people that have initiative? Our support staffing resources will make sure that each booth is manned, every table is set and each evaluation is tabulated. Dynamic Events will make sure that you and your guests are well taken care of. Some of the specific staffing resources we have available to us include:

     • Bag, badge and binder builds
     • Registration support, both on and off site
     • Overseeing:
          o Speaker and VIP green room support
          o Information booth
          o Communication room
          o Press Room
     • Room monitoring: including overall evaluation duty, speaker collateral, room signage
        and session head counts
     • Evaluation organization
          o Distribution
          o Collection
          o Tabulation and Analysis
          o Results Report
     • Q & A Sessions: including microphone runners to ensure that all questions are heard
     • Ushers/Greeters
     • Rovers: Just in case something comes up, you will have people to go to
     • Luggage and Coat checks
     • Printing facilities for any last minute changes
     • Content Distribution: including conference materials, giveaways and speaker gifts
     • Assisting with the setup and tear down for the Technical Services team
     • Evening Event staff

With our qualified support staff, your event will run smoother and give you the chance to focus on what is important!
PRODUCTION & STORAGE
This step can be both time consuming and space sensitive. Is the kiosk you need in storage in Memphis while your event is set in Downtown Seattle? Here at Dynamic Events we have the resources to not only make sure your event has the right set up – but we will make sure it gets there. From our network of distributors we will make sure that everything is packaged, shipped and arrives on time. Once it’s on the show floor we will get the right people to make sure the sides are actually on the side and the roof isn’t belly up. Need to store some materials ahead of time? Our warehouse is fully capable of receiving ahead of time and then shipping out for event day. Just ask us how!
DOCUMENT PRODUCTION
Text, graphics, printing, labeling, stapling, faxing – anything else, we can probably do that too! At Dynamic Events our full service document preparation team can make sure that your documents are designed, printed and shipped onsite by your standards. Want to be included during each step of the process? No problem, our designers will make sure each document is approved before it’s sent to print. Updating your logo or switching speakers? Just let us know and we will make the changes for all of your materials.
ONSITE MANAGEMENT
When it’s show time, you don’t want to worry about anything. Especially staffing booths and missing the opportunity to network and mingle with your guests. After all, they are here to see you! Let our team take over while you kick back and enjoy what your event is all about. The Dynamic Events team will staff information stations, front desk registration, ancillary booths and deal with all of your attendees' questions. Our project managers will take the lead and make sure that nothing is left unattended and no question is left without an answer. We want to take care of your guests as much as you want them to take everything they can from your event. Together we will make sure that you and your guests get the most out of their time spent onsite.
POST EVENT
When the guests all head home, our work is far from over. After the event has wrapped, our team will be checking their lists to make sure we get it all done. Thank you cards, follow up DVDs, speaker gifts and anything everything else we can think of will be taken care of before our jobs are through. Final budget reports will be cross checked, totaled up and sent your direction. Then once we think we have finished our jobs, we will provide you with an analysis of our time working with you. At Dynamic Events we want to make sure you know we are happy you are working with us and we want to prove it. From budget savings to tips for next time – we will make sure you know we did our job well.
ANALYSIS AND ROE (RETURN ON EVENT)
Do you want proof of investment for your marketing dollars? In order to know if your event was a success for your company, let us work with your internal teams to create a final return on investment statement. Using evaluations, focus groups and onsite documentation we will help prove the value added for your company. This can come in perception from your attendees to being as obvious as a boost in sales. We know that you want your guests to have the best perception of your company based on the time and money invested on an event. Let us help you prove it, then show you how we did it.