We meticulously manage every detail, coordinating food and beverage services alongside providing state-of-the-art technology and audiovisual setups. Our expertise encompasses comprehensive event logistics, such as hotel sourcing and negotiations, on-site event management, and robust contract and payment management. Focused on delivering a flawless attendee experience, we offer end-to-end support through advanced tools for online invitations, reservation management, and detailed attendee reporting, ensuring effective and efficient management of all event aspects.
From conferences to company meetings and gala dinners, the services provided by Leros Meetings & Events division are designed to maximize cost savings by leveraging partnerships and consolidating service offerings.
Leveraging long-standing relationships with regional and global hotel brands to secure the best rates and value-added services.
At Leros Meeting Services, we capitalize on over 40 years of established relationships with regional and global hotel brands to secure our clients’ best rates and value-added services. This extensive network is part of our preferred hotel program, allowing us to offer not just competitive pricing but also enhancements such as room upgrades. On average, our clients save up to 24% on hotel bookings, underscoring our effectiveness in leveraging these long-term partnerships for their benefit.
Providing detailed hotel availability charts and comparative analysis to aid in decision-making.
Our process includes preparing and sending meeting Requests for Proposals (RFPs) to carefully selected properties that align with your specific needs, preferences, and budget. We then provide a detailed hotel availability chart that helps compare various offerings, including rates, food and beverage minimums, concessions available, and date flexibility. This detailed comparative analysis aids in making well-informed decisions, ensuring you get the best possible deal tailored to your event requirements.
Ensuring value through negotiated concessions and optimized contract terms.
Once the right hotel options are shortlisted, our dedicated meeting planners take a proactive approach throughout the negotiation process. They focus on securing valuable concessions and optimizing contract terms to ensure maximum value for your events. By skillfully negotiating, we consistently achieve savings of up to 24% for our clients, surpassing expectations and delivering substantial cost benefits. This focused approach guarantees that all negotiated terms are beneficial and adhered to, providing peace of mind and enhanced value.
Developing comprehensive event concepts and budgets tailored to your specific needs.
Our approach to meeting planning starts with the development of comprehensive event concepts tailored to your specific needs. By aligning the event’s thematic elements with your organizational goals, we ensure that every aspect, from the attendee experience to the overarching message, is cohesive and impactful. This meticulous planning includes detailed budgeting, where we leverage our experience and strategic insights to maximize resources and manage costs effectively, guaranteeing not only an exceptional event but also adherence to financial constraints.
Coordinating audio visual, food and beverage, and on-site logistics to ensure seamless event execution.
Leros Meeting Services excels in coordinating critical event components such as audiovisual setups, food and beverage services, and comprehensive on-site logistics. We ensure that all technical requirements are met with the latest in audiovisual technology, delivering clear, effective communication and presentations. Our food and beverage coordination is customized to fit the event’s theme and guest preferences, maintaining high standards of quality and service. On-site, we manage logistics meticulously to create a smooth flow of events, from registration through to the conclusion, ensuring every participant’s needs are addressed proactively.
Handling vendor negotiations, contract management, and speaker coordination & execution.
Effective vendor management is essential to the success of any event. At Leros Meeting Services, we handle all aspects of vendor negotiations and contract management, ensuring favorable terms and diligent adherence to agreed standards and timelines. This includes securing outstanding speakers and coordinating their roles within the event. Our experienced team ensures that all contracts are comprehensive and protect your interests. At the same time, our ongoing management guarantees that vendors and speakers deliver as promised, aligning perfectly with the event’s objectives.
Utilizing Cvent’s software for Strategic Meeting Management (SMM) to streamline planning, sourcing, registration, and travel booking processes.
We harness the full capabilities of Cvent, a leading event management software that simplifies and enhances the planning, execution, and analysis of events across all formats—be it in-person, virtual, or hybrid. Since its inception in 1999, Cvent has continuously evolved, offering tools that streamline the entire event lifecycle. We leverage these tools to optimize the planning and sourcing phases, streamline registration, manage travel bookings, and ensure smooth workflow integration.
Offering customizable event web pages, personalized email marketing, budget tracking, project management tools, and real-time reporting.
Our use of Cvent extends to creating fully customizable web pages for each event, enabling us to tailor every detail to meet our clients’ specific branding and thematic requirements. Additionally, Cvent‘s functionalities facilitate targeted email marketing campaigns, scheduled reminders, and automated confirmations to keep attendees well-informed. Our comprehensive suite of tools includes budget tracking,project management, secure online fee collection, and real-time reporting—each designed to enhance the efficiency and effectiveness of event management. Furthermore, Cvent aids in logistical arrangements such as room blocks and travel while providing the necessary event materials like badges, barcodes, tickets, and certificates, ensuring a flawless experience for all participants.
Providing end-to-end support from pre-event planning to post-event reporting.
Our Professional Meeting Planning Support extends from the inception to the conclusion of your event, ensuring each stage is handled with the highest precision and comprehensive care. Beginning with the pre-event planning, we formulate strategic event concepts, streamline logistics, and coordinate all necessary preparations. Our meticulous attention to detail guarantees that every component of the event is aligned with the overarching goals. Following the event, we systematically gather and analyze feedback to assess the event’s success and identify opportunities for enhancement.
Ensuring best-in-class technology, marketing, and promotional collateral, and comprehensive site inspections.
To ensure each event is executed flawlessly, we deploy state-of-the-art technology solutions that enhance participant interaction and engagement. Our marketing and promotional strategies are designed not just to meet but exceed industry standards, effectively broadening event exposure and impact. Comprehensive site inspections are conducted prior to the event to verify that each venue adheres to our high standards of quality and functionality, thus ensuring a perfect fit for each event’s specific needs.
Offering pre-post event management and reporting, along with concept development and budgeting & reconciliation.
Our services are comprehensive, encompassing not only the day of the event but also the critical planning and follow-up stages. We engage in detailed concept development and meticulous budgeting to ensure every aspect of the event is financially and strategically sound. After the event, our extensive reporting process includes a thorough analysis of how the event performed against its objectives. This analysis covers attendee engagement and financial efficiency, providing valuable insights that inform the planning and improvement of future events.
Coordinating ground transportation to ensure smooth travel logistics for all attendees.
Our Transportation and Travel Management services begin with meticulous ground transportation coordination to ensure efficient and smooth travel logistics for all attendees. We manage everything from airport transfers to local commuting solutions, making sure that each route is optimized for time and comfort. Our goal is to provide an impeccable transportation experience that enhances the overall event by allowing attendees to focus on their engagement and participation rather than logistical concerns.
Selecting air carriers and negotiating discounts, complementary tickets, and upgrades.
We take a strategic approach to air travel by selecting reputable air carriers known for their reliability and service quality. Our team expertly negotiates with these carriers to secure the best possible rates, complimentary tickets, and upgrades, thus enhancing the travel experience while managing costs. This proactive negotiation guarantees that our clients receive the most value from their travel budget, making every journey flawless and enjoyable.
Providing detailed travel itineraries and handling all travel-related logistics including arrival & departure manifests.
Our comprehensive management of travel-related logistics includes creating detailed travel itineraries tailored to each event’s specific timelines and needs. We handle all aspects of travel documentation and logistics, ensuring that every detail is accounted for, from pre-trip preparations to post-event departures. This includes managing arrival and departure manifests, coordinating with local and international travel providers, and ensuring that all travel transitions smoothly without any disruptions.
By handling every aspect of transportation and travel management, we ensure that logistics are managed smoothly, allowing our clients to concentrate fully on the success of their event. Our thorough and proactive approach to travel management reflects our commitment to delivering superior service and support.
Managing attendee registration, communications, and on-site support.
Our Attendee Management and Reporting services ensure a smooth and efficient process for all participants, from initial registration through to on-site support. We handle all aspects of attendee communication, keeping participants informed before, during, and after the event. Our on-site teams are trained to provide immediate assistance and ensure that every attendee’s experience is positive and engaging. They resolve any issues swiftly to maintain a professional and welcoming event atmosphere.
Offering comprehensive reporting on attendee responses, meeting expenditures, and year-over-year spend analysis.
We provide detailed reports on attendee responses, capturing feedback and engagement levels to assess the event’s overall success. Additionally, we meticulously track and analyze meeting expenditures and conduct year-over-year spend analysis to help organizations understand their event investments and identify opportunities for cost savings. This comprehensive financial reporting is essential for maintaining budget control and supporting strategic event planning decisions.
Utilizing advanced reporting tools to track and analyze all aspects of the event.
Our use of advanced reporting tools enables us to gather data and generate insights on all aspects of the event. This includes tracking attendee behaviors, session attendance, and overall engagement, allowing us to fine-tune event elements for future improvements. These tools provide real-time analytics that help us understand event dynamics and make informed decisions quickly, ensuring that each event we manage is optimized for success.
By integrating thorough management practices with advanced analytical tools, we ensure that all aspects of attendee management and reporting are handled with precision, enhancing both the attendee experience and the overall event outcome.
“When Volunteer New York! and the Westchester Community Foundation were looking for an experienced partner to work with us on the conception and launch of our pilot Next Generation Nonprofit Board Boot Camp event, we turned to the Leros Meeting Services team.
The perspective and event management tools helped us introduce a record number of business professionals and engaged community leaders to the value of serving on a board. As a result, we were able to double the number of nonprofits and prospects we identified to participate. We would recommend anyone looking to generate a greater ROI and improve their event planning consider Leros.”
Alisa H. Kesten
-
When the pandemic hit, we had to evaluate our options to host our gala event on a virtual platform, and there were a lot of issues to consider, from maintaining our donors and sponsors, to the logistics, tech and communication. And when it came time to decide who we would work with in planning and producing an event like this, we turned to our trusted partners at Leros Meeting Services. And the results exceeded our expectations, as the program was polished, totally professional, and, most importantly – we generated the highest net income from an event in our Club’s history. I would highly recommend these partners to anyone looking to develop an event of any kind!
Mel Campos
-
The Leros team was extremely responsive to our needs in working with us to plan, produce and manage our annual recognition and colleague event. They were totally committed to our success from the outset and worked closely with our team as a true partner to achieve our event goals. I would highly recommend Leros Meeting Services to any organization looking for a strategic event partner!
Phyllis Burns
-770+
Cities Worldwide.
99.1%
Client Satisfaction.
Managing all contracts related to the event, including vendor agreements and service contracts.
Our Contract Management service oversees all contractual details associated with your event, from vendor agreements to service contracts. We meticulously review and manage these documents to ensure clarity, fairness, and adherence to agreed terms. By centralizing contract management, we streamline communications and ensure consistency across all dealings. This comprehensive oversight includes negotiating favorable terms and conditions, maintaining detailed records, and providing clear guidance to all parties involved.
Ensuring all legal and contractual obligations are met and negotiated terms are enforced.
We rigorously ensure that all legal and contractual obligations are fulfilled, protecting your interests and maintaining the integrity of the event. Our team actively works to enforce negotiated terms, monitoring compliance and swiftly addressing any discrepancies or issues that arise. This proactive enforcement helps prevent misunderstandings and conflicts, ensures smooth collaboration with vendors and service providers, and contributes to the seamless execution of the event.
By effectively managing and enforcing contracts, we provide peace of mind and secure the foundation necessary for successful event operations. This allows our clients to focus on their strategic objectives without the distraction of administrative burdens.
Designing and producing customized marketing materials and promotional items.
Our team specializes in designing and producing customized marketing materials and promotional items that resonate with your target audience and enhance brand visibility. We meticulously craft brochures, banners, giveaways, and more, ensuring that each item reflects the essence of your event and promotes brand consistency. Whether you need eye-catching designs for print media or digital formats, we deliver high-quality materials that capture attention and communicate your message effectively.
Creating effective communication strategies to promote your event.
We develop comprehensive communication strategies in order to maximize your event’s exposure and participant engagement. These strategies involve a mix of traditional and digital marketing techniques, including social media campaigns, email marketing, public relations, and targeted advertising. Our strategic approach ensures that your event reaches the appropriate audience, engages potential attendees, and builds anticipation and excitement, driving registrations and increasing attendance.
By integrating innovative marketing solutions with strategic promotional activities, we ensure that your event not only reaches its intended audience but also leaves a lasting impact, driving success and fostering connections among participants.
Designing and negotiating food and beverage arrangements to suit your event’s needs.
Our Food and Beverage Coordination service adapts every aspect of your event’s catering needs to ensure the menu aligns perfectly with your theme and attendee preferences. We expertly design and negotiate food and beverage programs, working closely with premium caterers to create unique and appealing culinary experiences. Whether it’s a coffee break, a gala dinner, or a multi-day conference, we craft menus that delight guests while adhering to dietary restrictions and preferences.
Ensuring high-quality service and catering options that fit within your budget.
We prioritize high-quality service and exceptional catering options, ensuring they align with your financial plan. Our team diligently works to secure the best possible catering services at competitive prices, conducting comprehensive cost analyses and leveraging our industry connections to negotiate favorable terms. This approach not only maintains high standards of food and service but also ensures that every catering choice adds value to your event without exceeding your budget.
By managing every detail of food and beverage coordination, we provide not just meals but a complete, cohesive dining experience that enhances the overall event atmosphere and leaves a lasting impression on attendees.
Providing state-of-the-art technology solutions for presentations and event logistics.
We offer personalized cutting-edge technology solutions to enhance presentations and streamline event logistics. Our services include the latest in audiovisual equipment, interactive technologies, and digital tools that engage audiences and facilitate effective communication. Whether for a small workshop or a large conference, we ensure that the technology aligns with the event’s objectives, enhancing both the delivery and the reception of the presented content.
Coordinating all audio visual and multimedia needs to ensure seamless execution.
Our team expertly coordinates all aspects of audiovisual and multimedia requirements, ensuring a smooth and efficient event flow. From initial setup to final breakdown, we manage the technical details that are crucial for a flawless event execution. This includes sound systems, lighting, video conferencing, and other multimedia elements contributing to a dynamic and immersive event experience.
By handling both the provision of advanced technology and the coordination of all multimedia elements, we ensure that every technical aspect of your event is managed with precision, resulting in a professional and impecable experience for all participants.
Offering on-site support to manage logistics and ensure smooth event operations.
Our on-site event management service is designed to handle all logistical aspects, ensuring that each element of the event runs smoothly from start to finish. We deploy experienced professionals to oversee event components’ setup, operation, and breakdown, managing everything from venue arrangements to scheduling and coordination of activities. Our proactive management approach anticipates needs and resolves any challenges quickly, maintaining a smooth flow of events and an optimal experience for all participants.
Providing staff to handle registration, name badging, attendee support, and handling any unforeseen issues.
We staff each event with skilled personnel trained to manage registration processes, provide exceptional attendee support, and swiftly handle any unexpected situations that may arise. Our team is equipped to offer information, troubleshoot issues, and ensure that every attendee feels valued and well cared for throughout the event. By addressing concerns promptly and efficiently, we foster a welcoming and professional environment that enhances attendee satisfaction and contributes to the overall success of the event.
Through comprehensive on-site management and dedicated staff support, we ensure that every aspect of the event is expertly managed. This allows our clients to focus on their goals and interactions without the burden of operational concerns.
Handling all financial aspects of the event, including budgeting, payments, and reconciliation.
Our Payment and Reconciliation Management service takes charge of all financial elements related to your event. This includes meticulous budgeting to ensure funds are allocated efficiently, overseeing payments to vendors and service providers, and conducting thorough financial reconciliation post-event. Our detailed approach ensures that all expenditures are tracked and managed according to the planned budget, preventing any overspending and optimizing financial resources throughout the event lifecycle.
Providing detailed financial reports and ensuring transparency in all transactions.
We are committed to transparency in all financial transactions. Our team provides detailed financial reports that outline all income and expenditures associated with the event. These reports are crucial for reviewing financial performance, ensuring accountability, and providing stakeholders with clear insights into the financial dynamics of the event. By maintaining open and transparent financial practices, we build trust and confidence, ensuring that all parties are informed and any financial concerns are addressed promptly and effectively.
These additional services are designed to offer a comprehensive solution for all your meeting and event needs, ensuring that every detail is meticulously executed and your event achieves resounding success. By managing financial aspects efficiently and transparently, we contribute to the seamless management and outstanding outcome of your events.
