GEP Philly provides a complete range of meeting and conference services to supplement a company’s internal event coordination resources, offering Meeting and Conference Management Services on an as-needed basis. We work with major corporations, governmental agencies and associations as a preferred meeting planning and destination management vendor. Our experienced team allows our clients to focus on their core competencies, leaving the meeting planning and special event management details and logistics to us.

Our professional meeting planning and special events team will work closely with your in-house committee or meeting planning staff to ensure that no detail goes unattended. While your meeting staff coordinates content, or other proprietary elements of the program, GEP Philly will focus on the logistics such as registration, conference staffing, meeting planning and convention services, working with key vendors to ensure precise coordination of all event elements.

The approach to meeting and special event management we use is to tap every resource at our disposal, ensuring the success of each meeting and event that we manage. In addition to working with all area hotels, we also work closely with the Philadelphia Convention Center staff. Here are but a few of the meeting planning and convention services we provide:

ACCOUNTING
Complete and accurate forecasting of the expected expenditures
Data collection and database maintenance for future meeting forecasting
Deposits and payments
Historical data review
One-source billing
Up-to-the-minute accounting reports
Eliminate unnecessary elements of a program that can increase costs
Identify potential cost overruns
Provide acceptable alternatives on expensive elements with more reasonable options

AUDIO VISUAL / PHOTOGRAPHY / VIDEO
Candid or group shots
Digital photography for on-site distribution
Video teleconferencing coordination
Meeting room AV requirements
Videography of meetings and events

FOOD AND BEVERAGE
Menu selection and coordination
Cost effective options
Dietary restrictions of guests
Liability issues

COMMUNICATION
Contracts and Purchase Orders
E-Invitations for registration
E-Reminders
Design of all printed materials, i.e. invitations, name tags, posters, banners, etc.
Manifest coordination
Marketing materials for promotional purposes
Meeting materials for content
Meeting agendas
Changes and updates

DATA COLLECTION
Documentation and information for each activity
Pre-registration and confirmation of guests
Pre- and Post-Meeting Surveys and related data collection

ENTERTAINMENT & THEMED DECOR
Entertainment sourcing, negotiation and contracting
Linens, floral and props
Rehearsal coordination
Set design
Staging
Sound, lighting & production

NEGOTIATIONS
Airline group rates
Room Rates
Cancelation and attrition clauses on hotel contract
Entertainment and speakers
Food and Beverage discounts or credits
Meeting Space, including 24-hour holds

REGISTRATION SERVICES
Data input of registrants, including selected meeting session(s) and/or activities related to the conference
Production and distribution of badges and holders for attendees
Website Development
Rooming lists
Distribution of lists to the hotel per contract timeline
Early Arrivals and Late Departures
Special Requests
Single and Double Accommodations and suites

CONFERENCE STAFFING
Scheduling and assignments
Airport Meet & Greet staff
Registration Desk staffing
On-site staff
Off-site event staff
VIP liaison staff