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Meeting Programs


Professional Education




Hotels / Locations
  • Concept Development

  • Event Programming

  • Site Selection

  • Guest Speakers

  • Rest and Recreation

  • Team Building

  • We Make It Happen!

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Event Solution
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Minneapolis, Chicago convention services Boston, Branson sales meetings coordination planners

Sales Meetings and Convention Coordination Services

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Our focus is to help your company find ways to clearly define and communicate its message.  We are trained to consider all potential challenges in executing a seamless program.  

Certified Meeting Planners (CMP)

Our Certified Meeting Planners (CMP) oversee your account from the initial concept, through site selection, negotiation of facility contracts, arranging for ground transportation, selecting entertainment & catering services and will then execute your program on-site.  

ESI offers a consortium of meeting program support services, targeted at providing clients with well-planned and carefully orchestrated meetings, special events and symposia:

  • Production Planning

  • Content Development

  • Symposia and Faculty Coordination

  • Professional Education

  • Guest Speakers

  • Site Selection

  • Rooming List

  • Team Building

  • Special Event Venues

  • Entertainment

  • On-site Travel Directors

  • R & R and Hospitality Programs

  • Transportation Staff, Equipment and 
    Manifest Preparation

  • Awards and Recognition

Sample of ESI Meeting Coordination Process:


Planning Component


Campaign Management

1st Mailer to attendees, “Save the Date”

2nd Mail Program Overview/Flyer with Fax Back Response Mechanism

3rd  Mail Program

Invitation with Response Mechanism


Develop, design & print attendee postcard, overview and invitation



ESI to create, print and facilitate direct mail to attendees

Client to provide mail list


Phone Calls begin after 2nd mailer – ongoing Follow-up confirmation calls to confirmed attendees Average 2-3 phone calls per attendee
Manage & Compile Rooming List in Excel format – ongoing Compile data base from attendee response Weekly updates to Client and Hotel
Develop Meeting Materials Develop agenda binder, bios, literature, evaluations, collateral, name badges and signage  
  Distribute preliminary materials to attendees  

Content Development;
Speaker Syllabus, Show Flow 

Assist client with program format, coordinate Meeting Faculty and Speakers

Site Selection Request for Proposal ESI will process through hotels and will follow-up with recommendations to Client
Meeting Specifications Write and configure meeting specifications for Hotel, review resume and banquet event orders  
Meeting Logistics

On-Site Support

Management Team arrives 1-2 days prior to meeting, Hotel precon, inventory and distribute meeting materials, set General Session, staff hospitality desk

Professional on-site staff members on program dates
R & R or Off-site Activities Arrange Spa appointments, tours and golf tee times Option(s) to be included with invitation
Amenities and Room Drops   ESI to present corporate gift catalog to Client

Ground Transportation

Executive Mini Coaches

Meet and Greet Staff

Airport Sedan Transfer

VIP Transfers


Manifest preparation



Event Solution International
(949) 888-9265 - fax: (949) 888-9228
22521 Avenida Empresa, Suite 118
Rancho Santa Margarita, CA 92688

Copyright 2003 by Event Solution International - All Rights Reserved
Minneapolis, Chicago convention services Boston, Branson sales meetings coordination planners
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Minneapolis, Chicago convention services Boston, Branson sales meetings coordination planners