Event Management Services

About EMS

GCFIL provides a full suite of meeting and event management services to deliver high quality events on time and within budget. We have experience managing trainings,, workshops, conferences and special events in the US and around the world, with clients including USAID, international donors, and government agencies.

Technical Approach

● Create individual event project plans and budgets
● Research event venues with pricing for review and selection
● Coordinate with event site all meeting management logistics
● Assist client in program planning and facilitation of all events and meetings
● Work with client to ensure program sessions work with allotted meeting space
● Coordinate all official food and beverage functions for the meeting
● Develop and update meeting specifications (room sets, audiovisual, F&B, etc.)
● Coordinate and manage contracted vendors to ensure all logistics are conveyed to appropriate vendor partners both in advance and onsite

Registration Management

● Manage registration process, hotel rooming lists, and travel arrangements
● Coordinate and send letters of invitation required for visa application
● Manage print materials, including lanyards, schedule, programs, etc.
● Organize ground transportation

Speaker Management

● Support speaker invitation process and logistics
● Collect speaker bios, presentation descriptions, digital files, forward to AV company
● Arrange travel and hotel accommodations

Vendor Management

● Identify needs to be outsourced, write and distribute RFPs, evaluate proposals, present proposal summary to client
● Negotiate contracts, present to client for approval
● Serve as lead to all vendors, which may include venue, audiovisual provider, caterer, hotel, transportation company, security, interpretation services, and onsite registration staff

For more information and/or a free consultation, please contact at +1-202-288-9158 or Email at info@gcfil.us