SnapIT® has successfully managed events for a wide variety of associations, corporations and government agencies. We have experience coordinating in-person, virtual and hybrid conferences & meetings. Federal agencies receiving services include the US Department of Commerce, US Department of Education, US Department of the Navy, US Department of the Air Force, US Department of Defense, US Department of the Army, US Corps of Engineers, General Services Administration, US Department of Agriculture, US Department of Health and Human Services, US Department of Homeland Security, and US Department of Transportation.
Over the years, SnapIT® has developed special expertise in the following areas: event planning and management, site selection, website development and maintenance, language translation & interpretation, contract negotiations, quality control, cost control, event promotion, marketing, production of print graphics, special event staging, event security (president & cabinet level), on-site coordination and management, exhibit show management, budget development and management, registration coordination and management, food & beverage coordination and management, speaker selection and negotiations, exhibit booth management, B2B matchmaking, audio visual component acquisition & coordination, travel & transportation management and integrated theme development and implementation.
SnapIT Solutions® has successfully managed events for several government agencies over the years. Once assigned to your project our staff will strive to understand your needs and expectations as well as bring years of valuable industry experience to your event.
SnapIT’s Senior VP, Bridget Walmsley, CPA, has twenty-five years of experience developing budgets and providing financial oversight for contracts and programs. In addition to providing technical guidance on all our projects, she has proven experience in rate setting, budget management and financial management of events.
SnapIT’s Project Managers & Event Coordinators are Certified Meeting Professionals, (CMP). This certification is administered and maintained by the Convention Industry Council to enhance the knowledge and performance of meeting professionals. The CMP credential enjoys worldwide recognition as the badge of excellence in the meeting, convention and exhibition industry. The requirements for certification are based on professional experience and a rigorous academic examination. Their vast experience encompasses the entire life cycle of event management from locating facilities/venues, marketing strategies, meeting logistics management to expertise in contract/vendor negotiations.
SnapIT’s staff has over 100 collective years of experience in the industry with seven individuals who have obtained the CMP designation. SnapIT’s conference and meeting management personnel have accumulated local, national, and international awards; registered thousands of attendees for conferences, meetings, and workshops; worked with numerous breakout sessions, general sessions, and workshop speakers; managed and organized lunches, dinners, receptions, and awards banquets; sold exhibits and managed thousands of exhibitors. With their experience and certification, it assures you that your primary contact with the company will be an individual that has a wealth of experience and understands the importance of a successful and professionally executed event.
SnapIT’s proposed personnel have experience supporting many types of events (conferences, meetings, workshops, trade shows, seminars, symposiums, etc.) for public and private sector customers throughout the United States and internationally in varied locations such as Germany, Japan, Ireland, Australia and the Netherlands.
SnapIT® has provided planning services for conferences, meetings, expositions, trade shows, workshops, and other events throughout the nation and internationally for over four decades. Our attention to detail and commitment to excellence results in remarkable events. We deliver efficiency, organization and on-site solutions to meetings, events, seminars, trade shows, conferences, and workshops. SnapIT® has managed events from twenty-five to 25,000 attendees. We have established long-term relationships with clients, facilities, vendors and suppliers. These relationships provide SnapIT® with buying power that we pass on to our clients in the form of reduced costs or additional concessions.
SnapIT® will deliver an exceptional event by providing the following conference management services:
- Conference Budget Development
Site Selection Analysis
Group Housing/Room Block Management
Audio Visual & General Session Production
Food & Beverage Management
Exhibit Hall Management
Event Marketing and Promotion
Sponsor Marketing & Development
Special Event Staging & Security
(Presidential and Cabinet Level)
Language Translation & Interpretation
Post Event Reporting
Production and Management of Virtual Conferences, Exhibitions & Meetings
SnapIT® can provide you with professional site selection services at no cost to you. Having a successful event starts with securing the ideal location. SnapIT® will be your single point of contact throughout the site selection process. We will research, evaluate and present the most favorable venues for your event based on your specific needs. We will send out a request for proposal, obtain answers for any questions that come up and follow-up with the venues. SnapIT® manages the entire process.
Following our analysis of the available facilities, SnapIT® will prepare a comprehensive site recommendation report detailing the specifics of each of the highest rated facilities. This report details each recommended facility and how it conforms to the requirements including each site’s strengths and weaknesses.
Site Inspection Assistance
Once a site is selected you may choose to have a site inspection visit. SnapIT® will arrange all the details of the visit and provide assistance at the facility. Our seasoned planners, who have conducted in excess of hundreds of site selection visits, know what questions to ask and who to ask. They will prepare a site inspection agenda for your use along with a list of event specific questions tailored to your event. We will follow-up with the facility to obtain any answers not available at the time of the inspection.
Project Budgeting and Planning
Working together we create a comprehensive budget for each conference we manage. The budget consists of all expenses and revenues for the event, including contingency options and accounting for any potential risks. The first step is to determine the place and timing of the event as facility costs are a major expense of the event. Once the expenses are determined rate setting can occur to produce the required income to cover the event expenses. SnapIT® has successfully provided accurate rate setting services on numerous events with budgets over $1,600,000.00. We have had 100% success with generating the necessary revenue to cover the event costs for the “no cost” contracts we have managed. A strategic work plan is developed with timelines and deliverable dates for every major conference planning task. The project plan is the working blue print for the event and is the focus of all planning meetings. The plan covers the entire life-cycle of the event.
Description of Tasks performed: Event Production: Management & Administration
Site Selection Services,
Identified and provided necessary AV and communication equipment,
Website Development & Maintenance
Developed and set up an interactive informational website that performed conference advertising and other online functions, e.g., registration, pre-conference announcements, post-event reports, videos, and follow-up reminders,
Provided appointment tool to schedule one-on-one meetings,
Provided attendees with an intuitive app that delivers smart content and facilitates networking.
Exhibit & Sponsorship Coordination and Management
Marketed and processed sale of booth space,
Coordinated exhibit services: drayage/handling, furniture, carpeting, electrical requirements, signage, displays, tables, pipe and drape, cleaning, set up, teardown,
Provided online floor plan for exhibit hall, plenary session and breakout rooms,
Designed, installed and dismantled exhibit booth.
On-site Conference Support and Registration
Provided staff to set up and operate registration desk and message center,
Provided participants with event materials that included name badges, conference schedule, agenda, program, and map of the event site,
Set-up and checked all AV and communication equipment,
Monitored food & beverage services to ensure that all menus and room set ups were consistent with Event requirements,
- Arranged for and monitored event transportation for agency volunteers,
Organized requirements for event security, including for POTUS and Cabinet Level Speakers,
Arranged for spontaneous interpretation of the General Session in eight languages.
Marketing and Advertising
Designed, developed and disseminated event promotional materials,
Developed and maintained event specific website containing online registration for participants and exhibitors, agenda, lodging reservation page, event selection page, special diet and other participant specific requirements,
Designed, produced, and distributed event specific materials: letters of invitation, agenda, event notebook, event brochure, announcement and follow-up post cards, registration package, sponsorship package, exhibitor package, confirmation letters.
Prepared event graphics and signage.
Financial Responsibilities/Financial Management
Provided no cost event, conference management fees paid from registration, exhibitor and sponsorships,
Developed and audited event budget; including registration/exhibitor/sponsorship rate setting guidance,
Paid conference expenses incurred prior to revenue generation,
Paid event expenses out of registration, sponsor and exhibitor fees.
Society Website redesign, updates and maintenance,
Board Meeting Management, including Board minutes,
Quarterly Newsletter development,
Conduct Board Elections,
Membership Marketing, including Marketing announcements/materials,
Association Membership Registration Management,
Venue Site Selection for future conference sites.