You want an event partner that knows how to make the very most out of every dollar you spend, so when your event begins your company shines brightly. That’s Perfect PlanIt.

Planning a meeting, conference, tradeshow, user group or other event involves a thousand overwhelming details. It requires a team that understands your industry as well as the event industry. Since 1999, Perfect PlanIt has partnered with companies of all sizes for events from ten to a thousand. Our philosophy is simple: We see no barriers to success. Tight timelines? Tighter budgets? First-time event? Name a curve ball, and chances are we’ve seen it and found a smart way to solve it.

RFP Process/Site Selection: Develop accurate program specifications to solicit targeted proposals for your event. Research the best venue options based on the number of attendees, program and budget. Provide comprehensive comparisons and recommendations. Complete contract negotiations [the initial proposals are never good enough!].

Creative Services: Develop event theme. Write, edit and proofread all required communications to organize, promote and complete the event. Design and produce all graphic elements for all types of marketing communications.

Communications Coordination: Plan and execute all required communications: print and mail, e-mail, HTML, post-event surveys. Track response rates and effectiveness.

List Management: Research, build and scrub targeted lists for higher levels of response.

Agenda Planning and Faculty Coordination: Provide tools to assist with outlining and completing the agenda. Organize multiple track sessions. Promote call for presenters, including communicating to speakers who have been accepted/declined. Walk speakers through all the required steps: bios/photos, continuing education requirements, PowerPoint, special AV needs. Assist onsite to ensure presenters are on stage on time and ready to deliver the best presentation possible.

Hotel Coordination: Serve as the hotel liaison for all group needs (rooming list/reservation coordination, function space maximization, food and beverage planning, AV coordination/production/staging, ADA compliance and shipping).

Food & Beverage Management: Research and finalize a complete event menu to match theme, dietary needs and budget. Review all banquet event orders [BEOs] and track onsite.

Mobile App: Create, design and implement mobile app for conference or event taking the place of onsite printed materials.

Exhibitor/Sponsor Coordination: Design sponsor and exhibitor packages. Promote opportunities through a prospectus/application form. Collect fees. Design exhibit hall floor plan. Contract and work with hotels and trade show management companies for seamless setup and tear down.

Coordinate the Extras: Research, recommend and book transportation, entertainment, AV, decorations, custom tours, team-building activities, gifts and logo premium items.

Registration System: Custom online registration tool offers real-time attendee and income revenue reports with the ability to accept online payments.

Budget Management: Forecast pre-event budget then build and track all elements of the event for budget success.

Continuing Education Coordination: Set up all necessary (and overwhelming, time-consuming) requirements for continuing education accreditation. Navigate complex and stringent requirements for qualification, as well as support participants and educators throughout the process. Provide print or online tools for completing CEs.

Overall Project Management: Serve as project lead to develop timelines, task lists and status reports for trade shows, conferences, sales meetings, webinars, open house events, hospitality events, product demos, sales incentive programs and training seminars.

Put away the Prozac, Perfect PlanIt has you covered. I’ve relied on this event team for six consecutive events. Trained to anticipate and resolve issues you haven’t even thought of yet, they will cajole your vendors, charm your attendees and lull the inevitable sour puss or two — all while keeping the show running like clockwork. With an eye on your budget and a willingness to do whatever it takes, I know Perfect PlanIt has my back.

There are about a million other things I could say but what else is there really? We succeed because they excel at what they do.

Jamie Kelly, The unSUMMIT on Bedside Barcoding
You girls are awesome and then some. Amazing. Wonderful. GREAT job on The unSUMMIT! What else would I have expected, except that once again, you exceeded my expectations.
Mark Neuenschwander, The unSUMMIT for Bedside Barcoding
Gamification” (did not know that was really a word …) The whole industry is getting into it. I am quite excited about the fact that you have moved our conference to the “next level” and are keeping us up with the times! We all are so busy we don’t seem to take the time to say THANK YOU!
Lynn Revoldt, Ebix Health User Group
The PPI team has it all — creativity, know-how, skill, and experience. They are also some of the hardest working people I know. The bonus is that they do it all with a smile and a laugh, and they make it look easy even when presented with new challenges.
Sara Reardon Valentin, National Patient Safety Foundation
It was a fabulous evening and I can’t thank you enough for guiding the entire process. Your creativity, attention to detail and your wonderful staff made the event spectacular! It truly takes a village to pull off a special event of this caliber and we thank you for being a part of it.
Jacqueline Flanagan, Presbyterian SeniorCare Foundation

Corporate Event Planning

If your marketing plan involves events, tradeshows, conferences, executive gatherings or incentive travel, you’ve found the experts. We provide turnkey event management services that maximize your marcom investment and let your company shine.

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Meet the Team

We’ve been at this a long time. We do it very well. We’re proud of the work and proud of our team. We’re like family, without the arguments over who gets the last hot wing. Come meet us!

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