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Meeting Logistics


Comprehensive Innovative Event Planning

J. Spargo & Associates, Inc. offers every Client the opportunity to explain and customize the depth and extent of logistical services expected for THEIR events thus providing the exact level of  "nuts and bolts" logistics, strategic planning, and budgetary accountability desired from day one of our partnership. This enables our Clients to focus on the development of meeting content that best meets the objectives and expectations of their members and attendees

Integrated Logistics Management

Our completely integrated custom database system (Enterprise Event Management System/EEMS™) communicates each pertinent aspect of the logistics process to everyone involved.  From the association staff to event service managers to the shuttle bus coordinators, our integrated logistics management software provides the means to collect and communicate up-to-the-minute new requirements and changes to all parties involved.  Facility staff members will know how many chairs, tables, and risers to set; AV companies will know when and where screens, microphones, supplemental lighting, internet connections, and/or special telecommunications equipment are needed; and, floral providers will know the types of floral decorations to be provided.  The entire event management matrix, Client, J. Spargo & Associates, Inc. personnel, facility and support contractors, will know exactly what is going on in every meeting room, breakout session, coffee break, and social function

Continuous Logistical Process Review and Improvement

Dedicated to providing the best possible comprehensive service, J. Spargo & Associates, Inc. strives to build upon and improve each event we support.  We continually develop, refine, and tailor our event/meeting logistics software, services, and processes to provide innovations and efficiencies in all areas of each event:

  • Development of detailed budgets (including reconciliation of authorized invoices) and action timelines
  • Web-based Abstract Management System that automates the "Call for Papers" and content editing process
  • Advance and onsite event logistical management staffing
  • Logistical Function Book preparation and distribution
  • Floor plan preparation and distribution
  • RFP preparation and distribution for support service subcontractors/vendors/facilities
  • Proposal Review, Recaps and Recommendations for support service contractors/vendors/facilities
  • Facility and vendor contract review and negotiation as required
  • Post-event critique and financial reconciliation