The annual convention, event or trade show is often its centerpiece and the most tangible affirmation of the organization's value to its members. Frequently, this event is the association's largest source of revenue and is critical to the ongoing funding of its initiatives and activities.
SmithBucklin offers convention and event management, exhibit & trade show management, and sales expertise worldwide, including resources and purchasing power that help associations reduce costs, generate efficiencies, decrease cycle times and mitigate risk. Associations work with meeting professionals who represent a unique convergence of talent, experience and expertise. Annually, our professionals collectively negotiate and manage more than 1,500 meetings, conventions, trade shows and special events; plan meetings for as few as 20 attendees to more than 60,000 attendees; book more than 945,000 hotel rooms; and engage more than 8,000 speakers. SmithBucklin's significant buying power in the hospitality and convention products and apparel industries delivers both cost savings and peace of mind to client organizations.
In addition, by working with SmithBucklin, associations benefit from a cost-effective, seamless and state-of-the-art registration system to effectively register attendees and exhibitors in real-time, as well as develop benchmarking data. We work with a leading industry partner to build a customized registration system tailored to each client organization's needs. This system provides easy online registration for participants, as well as financial management. This system also manages critical membership data, participant benchmarking data and industry data that is imperative to association marketing, event marketing and managment of participant expectations.
Working closely with an association's leaders, SmithBucklin's goal is to create an enjoyable and educational experience for attendees and sponsors while ensuring a successful outcome for the host organization. Our convention and event professionals manage every event facet and detail, including:
- Event assessment
- Site searches
- Logistics planning
- Volunteer leader support
- Hotel negotiation and management
- Supplier negotiation and management
- Contract negotiation
- Contractor management
- Hotel room block management
- Housing management
- Speaker and program management
- Abstract management
- Content capture, design, development and deployment
- On-demand content delivery options
- Marketing and promotion
- Program development
- VIP/speaker care
- Registration management
- Exhibit and sponsorship sales
- Sponsorship fulfillment
- Onsite services
- Financial management and accounting
- Reporting: ongoing and wrap-up
- Travel programs
- Promotional products
SmithBucklin is also leading the way in the Convention and Trade Show industry in planning and executing environmentally friendly meetings.
In addition, we offer extensive experience in corporate meeting management, arranging special events and social tours to complement the primary event, often supported by SmithBucklin subsidiary Courtesy Associates. This award-winning team of event planners organizes meetings throughout the world and specializes in creating memorable events for association, federal government, corporate and medical clients.
Ensuring success for any convention or event requires strong planning and execution in several other areas that we closely align with our event planning, in order to design and deliver comprehensive, seamless and integrated service solutions:
Associations also benefit from our ability to organize events that attract a worldwide audience through our extensive experience working with individuals and organizations from countries around the world. Our experts provide tailored services for any international audience in a multicultural environment. We have built an extensive supply of leading practices for “international-friendly” events that include multi-language signage and name badges, international speaker recruitment and management and translation services, as well as specific operational expertise, such as customs clearance, visa requirements, value added tax (VAT) implications, currency exchange and international shipping.
Many associations hold events not only in North America, but also in Europe, Africa, the Middle East, Asia Pacific, and South America. We are able to manage these events by using our own team or directing operations via the SmithBucklin MCI Worldwide Partnership.