PO Box 2262

Plainville, MA 02762

heather@aspiremeetings.com

508-203-1605 (New Phone as of 1/1/2020)

©2019 Aspire Meetings & Events, LLC 

Site Design by SCBD. 

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OUR EXPERTISE

Decades of experience. Strategic, data-driven insights. A wealth of knowledge and expertise to share with our clients.

Learn more about our service offerings and areas of expertise:

Site Selection & Sourcing

Event Planning &  Management

Event Consulting

Event Technology Adoption

 

Site Selection / Sourcing of Venues and Service Providers

When negotiating with venues and service providers, do you know if you’re getting the best deal? We do.

Aspire is an expert in venue/service provider sourcing and risk mitigation. We've experienced numerous market shifts over the past 20+ years (recessions, post-911 travel bans, sellers'/buyers' markets), so we especially understand the impact these events have on your venue contracts. We ensure our clients are receiving the most competitive venue rates, concession packages, and favorable contract terms by:

Reviewing our client's current pain points and challenges, and identifying venues, service providers, and other resources to solve each of them

Leveraging the full value of your event with meeting destinations & venues, using your event history, current and future programming needs

Understanding our client's key objectives and monitoring market shifts/industry trends, and negotiating packages that set our clients up for success

Incorporating risk mitigation strategies and contract language that translates into cost-savings and significant peace of mind

And the best part? When we handle your venue sourcing/site selection, your organization will regain 35-40 hours of staff time per meeting so your team can focus on more crucial planning tasks that will grow your meetings. We’ll do all the leg work, present you with options for you to choose from, negotiate and prepare contracts that protect your interests, and will continue to check in with you throughout the planning process.

In addition, we have extensive experience sourcing and working with some of the best general service contractors/decorators (GSC’s), A/V and production firms, destination management companies (DMCs),

and event tech firms in the industry. Let us help you find the best service partner for your next event. 

Contact us to learn more about our sourcing services.

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Event Planning / Management

As a full-service meeting and event management firm, we work with each individual client to identify the scope of services that meets their needs and stays within budget.

Every event we work on is different – and so are each of our clients. Every client we work with has varying levels of need and support. Some organizations have limited staff with few, if any, meeting professionals in-house – and we provide the planning expertise they need to give their meetings that professional touch. Others have a full team of education and events staff, but need additional support – and we happily step in and work hand-in-hand with their staff every step of the way.

We offer a comprehensive list of planning services, for every size organization and event:

Abstract and Speaker Management

A/V and Event Production

Budget Preparation/Financial Analysis

Catering/Food & Beverage Planning

Digital/Hybrid Events

Entertainment

Event Décor

Experience Design

Event Strategy/Strategic Planning

Event Technology Adoption & Implementation

Housing/Room Block Management

Logistical Planning/Event Operations

Meeting Room Set-Up

Registration Management

Security

Site Selection/Venue Sourcing

Sourcing of Service Providers
(AV, General Service Contractors, DMC’s)

Sponsor Management

Trade Show/Exhibition Management

Tours and Transportation

Utilities (Internet Bandwidth, Electrical)

While based in New England, we’ve planned programs in 1st and 2nd Tier cities all across the country. We’ll travel with you and your team and take the lead on-site to ensure flawless execution of your next event.

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Event Consulting

Using a holistic evaluation process, we’ll make recommendations for future growth while maximizing the resources you have.

Is your organization looking to launch a brand-new event or are you struggling to address challenges facing your current event? Through a holistic evaluation process, we’ll analyze your event in the following areas and develop a strategic plan that will generate positive results.

Needs Assessment

Identify goals and objective for the event.

Financial Analysis

Review the budget and identify areas to reduce expenses and generate additional revenue, leading to a more robust bottom line.​

Analyze past/current contracts and recommend strategies to reduce your organization’s risk. Will also assess insurance requirements, to include event cancellation insurance.

Risk Mitigation

Strategic Planning / Data Analysis

Conduct a thorough review of event metrics and analyze registration trends, demographic reports, conference program/speaker feedback, exhibitor lead generation, exhibit hall traffic reports and heat maps, event surveys and evaluations, exhibitor and attendee retention rates, etc.. Identify event strengths and areas for improvement and develop strategic plans that will lead to improved outcomes.  

Evaluate your planning process/timelines and identify areas for improvement that will lead to clearer staff roles and more efficient planning operations. Recommend areas where outsourcing may be beneficial to your team, so they can focus on the critical day-to-day tasks that will grow your event (audience generation, speaker management, exhibit/sponsorship sales).

Planning Operations

Technology

Assess the tools used to manage the event (call for proposals, mobile apps, registration/ticketing, housing, lead retrieval, speaker/session management, exhibit/sponsor management, session recording/online learning, live-streaming, CEU management, evaluations, etc.) and recommend tools that will enhance your participants’ experience before and during the event, and lead to better data collection.

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Event Technology Adoption 

Ever think Event Tech is out of your reach? Think again. Give us your "wish list", and we'll show you how to get the most for your money.

As a former association meeting planner, we understand the limited staff and financial resources that associations have to run their events. We’ll analyze your meeting operations and identify cost-effective, integrated event technology solutions to streamline your event operations, and provide more effective data and reporting to plan your next event.

Looking for ways to generate more excitement during your event and increase engagement among participants, but don’t know where to look? We keep up with the latest event tech developments so you don’t have to. Concerned about the time it will take to implement new event tech into your organization? We’ll work with the tech provider to build it for you.

Do you assume that you simply don’t have the budget for event tech? Competition is so fierce in the event tech space, there are often a number of companies offering good quality tech products at widely ranging price points (including some free or low-cost options).  So, let’s chat about what you wish you could incorporate into your next event and what you truly need it to do. You may be surprised by what is actually available for you – and fits your budget!

Here’s just a sampling of the types of event tech we’ve worked with to date:

Event Management Software/Event Websites  

Abstract and Poster Management

Speaker and Session Management

Exhibit/Sponsorship Sales and Interactive Floorplans

Mobile Apps

Geolocation/Beacon Technology

Digital/Hybrid Events and Live Streaming

Session Recordings and Online Learning Communities

Registration & Lead Retrieval Systems

Interactive Session Polling and Audience Response Systems

Digital ePoster Presentations

Second Screen Technology

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LET'S COLLABORATE

We love a challenge! What struggles are you facing with your current events, and what support do you need?

We work with organizations of all sizes, and would love to roll up our sleeves, learn more about your next event, and see how we can help!

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