Planning an Event?
Great events start with great planning, and The Performance Institute’s Meeting Services have the expertise to make your event a success. Event planning and management services are essential in today’s image-conscious environment to ensure that your meetings represent quality and brand excellence. From venue selection to on-site registration, The Performance Institute can work with you to produce a flawless event from start to finish.
The Performance Institute’s Meeting Services are your one-stop shop for executive-level conference services, and we offer comprehensive meeting planning to meet your specific needs:
- Venue and Site Selection
- Contract Negotiation
- Schedule Planning
- Budget Development and Management
- Food and Beverage
- Vendor Selection and Management
- VIP/Speaker/Sponsor Coordination
- Travel and Hotel Arrangements
- Registration
- On-site Services
- Conference Evaluation
- Invoice Reconciliation
Venue and Site Selection
Whether you’re looking for a hotel, conference center or a unique meeting venue, we can assist in finding the best venue for your meeting. The Performance Institute will work with you to discuss all options in deciding on the best venue based on your needs.
Contract Negotiation
Don’t understand the legal language and clauses of contracts? Don’t worry! Our team of experts has extensive experience in negotiating contracts to reduce your legal liabilities, and will walk you through the contract process to help you understand all aspects of the contract and potential financial liabilities.
Schedule Planning
It can often be difficult to plan the schedule of events. What time should the meeting start? How long should breaks be? The Performance Institute has the experience to help you plan your schedule of events based on the goals of your meeting. Whether it’s helping develop program content, determining hours and program schedule or helping to generate foot traffic or intimate client meetings on-site for sponsors, we have the expertise necessary to help plan your meeting down to the smallest detail.
Budget Development and Management
Staying on budget can be one of the hardest parts of planning an event. We understand the importance of sticking to budget, regardless of size, and will work with you to determine costs, payment schedules and ensure that all invoices are reconciled to save you as much as possible.
Food and Beverage
Determining the menus for events can be a daunting task. Couple that with hitting a food and beverage minimum and calculating tax and fees, and it can be downright difficult. Our team can work with you and your venue to ensure that your menus fit the theme of your event, as well as stay within your budget. From planning times for meals and breaks to determining what food to serve, we can work with you every step of the way.
Vendor Selection and Management
Will your meeting require audio visual arrangements? Security? Pipe and drape for an exhibition hall? With so many services being required for your meeting, The Performance Institute can help you select all vendors and manage them effectively to ensure proper oversight, set up, tear down and invoicing before, during and after your event.
VIP/Speaker/Sponsor Coordination
We understand and value how important your VIPs can be—from speakers, to guests to event sponsors and chairs. Whether it be a room drop, gift basket, or appropriate signage, The Performance Institute has the insight to ensure a memorable experience for all of your meeting guests.
Travel and Hotel Arrangements
The Performance Institute can arrange travel and hotel accommodations for all guests of your meeting. Whether setting up a room block and tracking weekly pick up at a hotel, or coordinating travel through a travel agent or airline, we can arrange guest travel and hotel accommodations in a timely and efficient manner.
Registration
Once your meeting is up and running, we can meet your registration needs both on-site and online. We will create a customized registration webpage for your meeting, where attendees can register, receive auto-confirmations, as well as make secure online payments. Optional weekly registration reports, attendee profiles (titles, organizations) and more can be created for you to give you more insight into your meeting and audience demographics. When your event runs, The Performance Institute will be there to ensure a smooth on-site registration process, with customized name badges, sign in sheets and receipts/invoices.
On-site Services
Your event is tomorrow and everything is done—the work is over, right? Wrong! On-site execution is just as important as the planning. Are you prepared to keep your meeting on schedule on schedule and address all last minute issues that arise? At The Performance Institute, we understand the importance of customer service and professionalism on-site, and our team of experts will ensure that everything from registration to room set up is completed on time, on budget and with the professionalism you’ve come to expect from us.
Conference Evaluation
The Performance Institute works to ensure that you understand all aspects of the attendee experience with a comprehensive conference evaluation. We will customize a conference evaluation for you to see what comments were regarding the venue, program content, speakers, food, registration process and suggestions for future meetings. A summary of the evaluations will also be provided.
Invoice Reconciliation
Once your event is over, The Performance Institute will review and reconcile all invoices to ensure that no hidden fees or mistakes are included based on your contract. Additionally, a bill summary will be included, detailing out the associated costs for each line item in your budget.
For more information on The Performance Institute’s extensive meeting services, please contact Amy Shioji at Shioji@PerformanceWeb.org or call 703-894-0481 x 204.
Looking to Book Your Next Event in Washington, DC?
Then look no further than the Executive Conference Center! Located in the heart of Arlington, Virginia, The Performance Institute’s Executive Conference Center is only steps away from award-winning hotels, restaurants, local transportation and downtown Washington, DC. We provide the very best in conference facilities and professional meeting services by offering outstanding amenities to meet any sized budget:
- Three appropriately sized meeting rooms
- Standard audio/visual equipment
- Food and beverage service
- Registration
- Setup, tear down and conference services
Spaces to Fit Your Needs
The Executive Conference Center offers three meeting rooms to support anything from intimate staff meetings to large-scale conferences. With a large reception area on-site, we can assist you with any services required for your meeting—from set-up to registration to copying materials.
Affordable Facilities and Services
Rates for room rental and meal plans are far below what hotels charge with no superfluous service charges or minimums. Guaranteed. We also offer the personalized services that hotels cannot—providing you with a professional meeting planner who will work with you from planning to execution of your event.
Ideal Location
Located in Arlington Courthouse, the conference center is steps from the Courthouse Metro station and minutes from downtown Washington DC. Ample parking is available in the building’s garage for a low daily rate. The Executive Conference Center is surrounded by restaurants and hotels and even provides a complimentary shuttle to area attractions, providing a convenient way for your attendees to get around town.
Complete On-Site Amenities
Each room comes fully equipped with audio-visual technology and meeting essentials: from LCD projectors to flip charts. We also provide your meeting with first-class customer service and personalized meeting professionals to ensure that your event is flawless from planning to execution.
For more information on The Performance Institute’s Executive Conference Center, please contact Amy Shioji at Shioji@PerformanceWeb.org or call 703-894-0481 x 204.