1. ME Communications
Description of Meeting and Event Services
File #osed 4316
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Meeting & Event Management Services
This description of services is provided by Maxwell Events, a full service event planning
and destination management agency.
The following outline encompasses project management for special events and
destination management services provided during the course of National Meetings or
Incentive Programs.
It includes an overview of planning and delivery components from point inception,
through each planning phase; event organization, on-site management and post event
reporting.
About Maxwell Events
Maxwell Events (ME) is a C-corp. headquartered in Orange County, CA. We have been
operating successful event programs since 1996, both here in the US and abroad. We
have managed hundreds of events, working with both private and public sectors. Much
of our experience has been working with government, aerospace, medical, food and
pharmaceutical industry clients. In addition, we are a proud member of IATA.
ME’s commitment to serving the needs and objectives of our clients gives us expertise in
the following categories:
 Event Creative
 Budget and Cost Controls
 Contract Negotiations
 Venue and Vendor Selection
 Site Management; Floor Plan/Logistics and Technical Planning
 Food, Beverage, Entertainment; Quality and Delivery
 Corporate Governance and Regulatory Guidelines

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Description of Meeting and Event Services
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Quality is at the heart of everything we do. Our planning and delivery model is based upon a
modern day version of Marriott’s “Total Quality Management System.” This immersive platform
defines quality as a vehicle for delivering excellence during all event management cycles. It is our
guiding principal and is applied to every point of contact with our clients and with their attending
guests.
ME Destination Services begin with assessing event needs; aligning and presenting creative options,
based upon NSM or incentive program objectives and budget. This is followed by a site visit and
development of a planning pathway that assimilates event programming with meeting
requirements, as directed by client. This process continues until the successful operation and
conclusion of the event or meeting program.
 A dedicated Operations Team is formed to meet the specific needs of the event program. You
can expect to have several individuals involved on a continuous basis from pre-event to on-site
operations and continuing throughout the final billing/reconciliation process.
 Our Client Contact Model installs both a primary and secondary point of contact who have
predetermined responsibilities. A Program Manager carries the full responsibility for the
program and maintains consistent contact with the client through the entire process. A Project
Coordinator plays a supporting role and handles all tactical and implementation details. Our
managers carry CMP, "certified meeting planner" credentials.
 Program Manager
A Program Manager becomes a facilitator for all moving parts; manages all DMC related
activities and works directly with the client to ensure that all communications are handled in a
professional and timely manner.
Our Management Model
Our Team

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Description of Meeting and Event Services
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 Project Coordinator
A Project Coordinator assists with administrative and tactical duties of the event program. This
individual oversees details and necessary follow-ups while assisting the Program Manager with
daily operations.
 On-site Event Staff
In addition to the above, a core team of Event Staff oversee all on-site operations. They are
responsible for managing all elements of the event program including; tactical implementation,
setup/logistics, food & beverage, production, entertainment and deliverables.
 Suppliers
We provide "best in service" by utilizing our extensive knowledge base and infrastructure within
the City where the NSM or incentive program is taking place. We have developed Strategic
Relationships with Event Suppliers and venues throughout every major domestic meeting hub,
ensuring that our clients obtain a wide breadth of local event resources with the highest
possible level of quality and service. Not only does this insure that best practices are met, it
provides cost efficiencies, while leveraging every dollar spent.
While tactical details vary from program to program, the outline below provides a look at the
steps that are taken to ensure operational success:
 Creative Options -- We listen to the needs of our client and provide creative options that align
with specific NSM or incentive program Goals and Objectives.
 Budget Development – We develop and maintain a Comprehensive Budget based upon your
specific requirements.
 Site Inspections – We conduct Site Inspections to determine feasibility, logistics and event show
flow. Due to our familiarity, experience and knowledge of local resources, this process is
streamlined and maximizes options.
Our Tactical Approach

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Description of Meeting and Event Services
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 Contract Review and Negotiations – We Contract on your behalf with venues and event
suppliers while negotiating “best cost, best value.” We ensure that costs are controlled and
obligations are met, per the agreement(s).
 Program Specifications – A detailed outline of Program Specifications highlighting all areas of the
event program becomes our tactical "play book" during the event program.
 Logistics and Set-up – Manage overall flow of the event program based upon pre-designated
Logistical Requirements. A master load-in / load-out schedule outlines and instructs venue and
suppliers. Specifies vendor specific areas of responsibility.
 Planning Timeline – A Master Timeline is prepared and distributed. This master timeline will
include all planning components, implementation details and cut-off dates in accordance with
existing contracts. This timeline is updated on a regular basis and is distributed to key staff
members.
 Event Staff – Manage on-site Event Staff and reporting schedules along with assignment of
specific work duties. Staff responsibilities can include: food & beverage management,
transportation, receiving and directing guests, advancing restaurants, liaise with event locations
& suppliers, communicate and resolve all potential conflicts.
 Manage Show Flow – Define and manage event Show Flow based upon client input. Review
readiness and incorporate all planning details.
 Manage DMC Office – Manage DMC office including: supplies, equipment, set-up and staffing.
Office is utilized as the command hub for all event related activities.
 Equipment Rentals – Manage and inventory all on-site Equipment required for events.

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 Visual Elements – Oversee event Production Elements to ensure that all creative components
have been addressed and are implemented according to plan. Provide liaison between suppliers
and venue in order to ensure that all technical requirements have been addressed and
equipment is functioning properly.
 Budget Estimate Review – We produce a periodic Budget Review highlighting all elements and
their estimated costs. Change orders are prepared and submitted to client for approval prior to
the execution of any component that will have a budgetary impact on the event program.
 Summary Report – *A collaborative follow-up Report will be provided to client within 30 days
after the conclusion of the event. The report highlights both positive and negative areas in order
to improve upon future performance. It includes a reconciliation of the final program budget.
Corporate Governance, Confidentiality and Regulatory Requirements
 With the current regulatory environment, it is essential to partner with a Company that is well
versed in PhRMA and the nuances relevant to spending. We have a keen understanding of FDA
requirements surrounding products and permissible branding therein. Confidentiality is part of
our corporate value system and this is foundational to working with us.
 We are an equal opportunity employer and offer green and philanthropic initiatives when
applicable to your event platform.