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Meetings & Event Planning

Meetings and events serve as vital platforms for knowledge exchange, collaboration, and strategic growth, driving innovation and business success across industries. Whether designed to educate employees, connect stakeholders, or showcase industry advancements, meetings play a crucial role in shaping organizational outcomes. However, in today’s fast-paced business environment, companies and associations face increasing constraints in terms of time, budget, and in-house expertise. Managing meetings effectively requires specialized skills, cutting-edge technology, and a keen understanding of audience engagement—all while ensuring seamless execution and measurable impact.

At Agentis, we recognize that the success of a meeting or event is no longer measured solely by attendance numbers or logistical execution. Instead, organizations are increasingly looking at meeting outcomes as key indicators of performance, member engagement, and long-term strategic success. Our team specializes in providing innovative, cost-effective meeting management solutions that help clients overcome modern challenges while maximizing the return on their investment. Whether it’s an intimate executive retreat, a large-scale industry conference, or a dynamic technical exhibition, we tailor our approach to meet the unique needs of each organization, ensuring that every event aligns with its broader mission and objectives.

With extensive experience in event planning and logistics, Agentis offers a full suite of meeting management services, including strategic planning, program development, budget management, venue selection, vendor coordination, and onsite execution. Our expertise extends across a wide range of events, from employee training seminars and trade shows to large-scale conferences and technical exhibitions. We leverage the latest event technology and industry best practices to streamline registration, enhance attendee engagement, and facilitate seamless event execution.

What sets Agentis apart is our commitment to innovation and excellence. We understand that successful meetings are about more than just logistics—they are about creating meaningful experiences that drive action and inspire change. Our team integrates creative solutions, cutting-edge digital tools, and meticulous planning to ensure that every meeting delivers optimum results. By handling the complexities of event management, we empower organizations to focus on what truly matters: fostering connections, sharing knowledge, and advancing their mission.

From concept to completion, Agentis serves as a trusted partner in meeting and event management, delivering solutions that not only meet but exceed expectations. Whether planning a corporate seminar, an industry-wide trade show, or a specialized training program, we bring the expertise, technology, and strategic insight necessary to create impactful and unforgettable experiences.

Industry Resources and Expertise

Agentis team members are recognized leaders in convention logistics, program content development, project management, sponsorship development, marketing and registration management. Our skilled meeting professionals carry far-reaching experience in meeting planning for national and international associations, corporations and pharmaceutical companies.

We can flawlessly coordinate every phase of your meeting from conference theme conception to post-event metrics. In addition to our abundant internal capabilities, we have cultivated a dynamic network of industry contacts that allow us to maximize client resources when negotiating with hotels and ancillary vendors.

We get it right because we “get it”

We understand that the difference between a good meeting and a great meeting is a matter of experience—your attendees’ experience. Superior meeting management cannot be accomplished through effective planning and task completion alone. That’s why many of the things we do for our clients don’t show up on a conference checklist. We transform meetings into meaningful experiences by encompassing the spirit and ideals of the clients we serve.

Agentis is forward thinking. We harness the right people, the right skills and the right technologies to deliver exceptional results for our clients. Our roll-up-your-sleeves work ethic is matched only by our passion. Meeting planning isn’t just what we do, it is who we are—and above and beyond isn’t just our mantra, it’s our way of life.

At your Service

We understand that every client houses a unique set of needs and objectives. Agentis’ service menu has been carefully designed to provide integrated features and comprehensive options that can be custom-tailored to your meeting objectives. The following is a partial list of available Agentis convention, meeting and exhibition management services:

  • Logistics Management Services
  • Conference budget development
  • Contract negotiations and management
  • Timeline development
  • Site selection
  • Housing management
  • On-site equipment coordination
  • Ground transportation coordination
  • Food and beverage (F&B) management
  • Inventory management and shipping services
  • Ancillary vendor and service management
  • Exhibition registration, floor mapping and operations
  • Travel management
  • Exhibitor booth, design, set-up and staffing
  • Conference outcomes reporting

Education & Programming Services:

  • Contract negotiations and management
  • Program content development
  • Speaker solicitation and management
  • Educational materials development
  • A/V management
  • Abstract management
  • Virtual and e-learning solutions
  • Continuing education credit tracking and recording
  • Social activity and special event planning

Marketing & Communications Services

  • Conference marketing plan development and implementation
  • Sponsorship and exhibitor development
  • Media relations
  • Mailing list development and maintenance
  • Graphic and web design
  • Conference website content management
  • Multi-media development
  • Promotional item design and distribution
  • Registrant communications and notifications
  • Customized e-mail services
  • Conference material production
  • Evaluation development and feedback management