Members of our team are proven experts in all aspects of meeting planning, including registration and full meeting management:

Establishing Conference and Meeting Requirements

No matter how large or small your function, we will assist in as many details of planning as you may need.  Our planning staff ensures that you reach all of your goals and that your event is a success.  We will consult with you all the way through.

Location – Destination – Site Selection Assistance

We will locate the most appropriate meeting site in any city. Finding the special site to create your function is just the beginning.  We ensure that desirable space is available and accurate to fit your needs.  We provide the walk-thru, layout and verification conformance with ADA and government regulations.  Additional off-site event space can be arranged, when required.

Savvy Negotiation of Venue and Facility Agreements

We form comprehensive contracts that address all variables – deposits, attrition clauses, cancellation penalties, space and services – all designed to save you money, time and disappointments.

Reliable Registration Services

Alamo’s detail-focused registration managers develop and manage custom design databases, including on-line registration. All applicants, vendors, employees, department, special guests and VIPs are carefully tracked.

On-Site Meeting Management

Our meeting managers serve as on-site liaison between the organizers and all contract vendors, including venue facilities, ground transportation vendors, airlines, audio/visual, photographers, speakers, caterers, off-site venues and all other contract personnel.  This critical liaison service ensures that the entire function runs smoothly and accurately, just as it was planned.

Catering Arrangements

Whether you prefer a luncheon or several days of catering, we will perfect your menu and beverage plans.  We negotiate menu prices and meal packages to fit your budget, style, theme and goal.  This service is provided both on and off site.

Careful Budget Development

This service allows you to reach your goals while remaining within your budget.  If you have not already created one, we can help.  Our team works with you to develop all cost, research prices and track your budget based on what you want.

Speaker Logistics

Theme Development and Decoration Design

Our team suggests or provides you with theme ideas and will carry them throughout all aspects of your function.  We promote your theme as far as you would like it to go.  Decorations, food, music selection, activities, props, theme hosting, entertainment and advertising handouts are some of the aspects that express your theme ideas.

Post-Conference Reporting and Billing Reconciliation

We customize our post-conference reporting to your needs.  We review vendor bills associated with your meeting for accuracy.