Event Planning and Management PMS 295 PMS 348

PMS 295
PMS 348
Event Planning and Management
Successful Events Create Lasting Impressions
New Signature provides full-service event and destination
management knowledge and expertise that draw on the vision
of our clients and partners without compromising our number
one priority: stellar and superior customer service.
New Signature’s process-driven approach is specifically
geared toward taking on complex events requiring substantial
creativity and strategic vision. We offer our expertise and
guidance whenever needed to ensure success and treat each
event as a true collaboration. In addition, we actively manage
event budgets in order to maximize value without exceeding
allocated expenditures.
The types of events that New Signature can help you plan and
execute include:
 Conferences
 Award Ceremonies
 Gala Dinners
 Board Meetings
 Non-profit Fundraisers
 Seminars
 Political Fundraisers
 Team-Building Events
 Policy Forums
 Holiday Parties
 Meetings
 Press Conferences
 Trade Shows
 Product Launches
 Golf Events
 VIP Events
 Networking Events
 Shareholder Meetings
 Opening Ceremonies
 Incentive Events
 Private Events
 Executive Retreats
 Trade Fairs
 Training Sessions
Full Service Event and Destination Management
Online; Mail; In-Person; Support
Event Definition; Concept Design; Event Programming
Communications; Integrated Marketing Plans;
Website Design and Management; Internet Marketing;
Sponsorships; Promotions and Publicity
Project Plan, Budget and Human Resources;
Information Systems; Stakeholder Relations;
Site Development; Event Logistics; Legal Compliance;
Health and Safety; Emergency Readiness
Surveys; Attendee Tracking; Data Analysis;
Custom Reports; Lessons Learned
Our Partner in Success!
We provide a full complement of integrated services that allow us to plan and execute events from
start to finish. You may engage us to manage the entire event or select aspects of the event.
Event Design
Concept Design: Our seasoned team will
conduct an analysis of your pre-defined
objectives and work with you to craft
compelling ideas that effectively bring unique
and diverse elements into your event’s overall
message and vision.
Theme and Content Development: The theme
of an event is the driving force in capturing
the targeted audience. Content development
is derived from carefully identifying your
definition, design and concept of the event.
Prior to implementation of the final product, a
design mockup will be provided for review and
Event Site Selection: Proper venue selection,
taking into account an event’s size and scope,
is critical. New Signature's Event Management
team will research, physically inspect, select
and secure suitable venues for you, though
we highly recommend you also participate in
a site visit before final approval. Once a venue
is approved, our event management team
will conduct and manage necessary follow-up
logistical visits.
Entertainment: Entertainment is an integral
component in creating the perfect ambiance
for an event. New Signature will work closely
with you to identify your entertainment needs,
and will utilize our broad network of industry
contacts to book the right talent for your
event. Contract negotiation and booking will be
managed by New Signature while advising you
of pertinent decisions.
Food and Beverage Planning: New Signature
will act as the primary liaison with the venue
to determine food and beverage requirements,
inclusive of dietary restriction options. Venue
menu tastings will be organized and scheduled
for you.
Event Design
Décor: The physical environment sets the tone for how guests
feel when they arrive at an event. We always strive for a
positive and memorable first impression. It's imperative we
communicate your vision through the final set-up.
Audio Visual Production and Management: Unlike other
event management organizations, New Signature is uniquely
positioned with a robust in-house IT team, enabling us to offer
a full range of services to manage our clients’ audio/visual
requirements. This seamless combination guarantees instant
access to our unparalleled IT expertise.
Speakers and Speech Writing: We will assist you in identifying
and soliciting speaker participation. We are also positioned to
assist in the preparation of program script and speech content.
Marketing and Communications
Event Promotion: In collaboration with the event theme and content development,
New Signature's creative team will develop a concept to maximize event exposure
and promotion.
Website Design & Management: We blend stunning visual design, practical usability,
and robust functionality to create compelling websites that engage visitors and
provide an exceptional user experience. Each project is a true collaboration and we
offer our expertise and guidance whenever needed to ensure success. You can sleep
well both during and after your project knowing that New Signature’s commitment
to quality is with you from concept through to post-build management and support.
30+ Design Awards Since 2009
Marketing and Communications
Invitations, Programs and Signage: We will
assist you in identifying the design concept for
all collateral materials. Our capabilities include
overseeing the graphics, design, and final print
Exhibit Sales and Support: New Signature
recognizes that exhibit sales can be an integral part
of enhancing revenue and sponsor relationships.
In coordination with you, we will assist in the
supervision of the shipping and set-up of booth
Sponsorship Sales: Our experienced in-house
team will advise and assist in the implementation
of proactive strategies to enhance sponsor
relationships by developing customized sponsorship
Public Relations: Credible media coverage is
critical in communicating your message in today's
marketplace. New Signature will formulate a
strategy to obtain maximum local, national and/or
international coverage to target audiences. We will
also create crisis communications strategies -- both
reactive and proactive -- as well as provide ongoing
counseling and media development.
Social Marketing: We will collaborate with you to
develop promotional media content and strategies
with the goal of securing and maintaining customer
Email Marketing: Email communication is an
increasingly important communications channel for
maximizing outreach to your audience(s). We will
oversee the entire production and can coordinate
ongoing submissions.
Direct Mail: New Signature will advise on
proprietary marketing techniques designed to
integrate your objectives with increasing base
financial support. We are driven to increase
awareness of your organization and/or enhance its
Advertising: We will advise you on key brand
management concepts through advertising and
promotional media, specific to their initiatives.
Mobile Devices: New Signature will utilize mobile
devices to effectively and efficiently communicate
with you, staff, vendors and, if applicable, law
enforcement, and we will help you do the same.
Mobile devices enable all pertinent parties to
communicate efficiently and, therefore, secure a
safer, more efficient environment.
Online: New Signature will provide a dedicated online database
system to process, track, and analyze registration submissions.
Informational reports will be generated whenever required.
Mail: New Signature will coordinate the production and distribution
of various forms of mailers.
In Person: Registration is the face of the event; It is the first
encounter your guests will have with you on site. Therefore,
personable, courteous and well-versed staff will be assigned to meet
and greet your guests.
Management and Support: New Signature will oversee the process,
coordination, planning and execution of all on-site and off-site
registration operations.
Confirmation Email: Automated emails confirming registration
submissions will be created, tracked and managed by our team.
Email Reminder: New Signature will execute and manage software
implementation to periodically send email reminder updates to
registered and unregistered guests.
Add to Calendar: New Signature has the resources to update
calendars and trigger event reminders for you. Our goal is to ensure
as close to 100% event attendance for our clients.
Event Change Notifications: Unforeseen circumstances may result
in the need to update program content or reschedule an event. No
matter what the revision may be, we will handle exporting event
change notifications in an expeditious manner.
Administration and Operations
Project Management: New Signature's in-house
divisions have successfully positioned our teams
to plan, organize, secure and manage resources to
bring about the successful completion of all project
goals and objectives.
Budget Preparation & Management: With client
consultation, we will develop a customized event
budget. Periodic updates will be provided to you
upon request.
Negotiation: New Signature will negotiate all
vendor contracts/bids/proposals, leveraging our
industry contacts and discounts to secure the best
deals. We take pride in maintaining an environment
spearheaded by ethical integrity. Every negotiation
is handled with discretion and fairness, and every
contract is reviewed, word for word, to ensure there
are no surprises. A negotiation is only final once we
are confident your expectations have been met.
Planning and Coordination of Logistics:
Our goal is to produce events which are efficient
and seamless for both you and your attendees.
From inception, the planning and coordination of
logistics is tailored for perfection. Our team of
detail-oriented staff conceives and reviews every
possible aspect.
Vendor Selection and Management: Our longstanding and successful relationships with industry
contacts provide us with an impressive pool of
vendor resources. Once the appropriate vendors are
selected for the event, New Signature will oversee
every aspect inclusive of contract negotiation.
On-Site Staffing & Management: Senior
management and seasoned professionals will
handle all aspects of on-site logistics.
Volunteer Management: Some clients encourage
and incorporate the participation of volunteers at
their events. To ensure success, we will oversee all
aspects of volunteer participation, including pre and
post event work.
Security Coordination: New Signature will
collaborate with various law enforcement agencies
to provide all necessary security measures.
Information Technology: Organizations are faced
with ever-changing compliance requirements, a
range of security policies, and a need to know what
is happening in and outside their systems. New
Signature will collaborate with you to provide the
level of information technology services specific to
your event and organization.
Transcription and Translation: We will identify,
secure and oversee translators, sign interpreters or
transcription requirements.
Photography: New Signature will secure and
coordinate photography services.
Transportation and Travel: New Signature
will secure and coordinate airline and ground
transportation services.
Hotel Accommodation: New Signature will
coordinate, track and oversee hotel reservations.
and Review
Post-Conference Surveys & Reporting: New Signature will
create and manage survey programs tailored to your event.
Post-event debriefs are integral in ensuring continued success
and customer satisfaction.
Attendee Tracking: We will develop reports to track
conference participation, pre and post event. Reports
will be generated as required.
Contact Us
For more information, contact:
Caroline Okumu
p. 202.452.5923 x358 / f. 202.478.2107
m. 703.408.8663
Email: [email protected]
Behind the Scenes
We like to introduce New Signature not by discussing what we can
do, but by discussing our culture and what drives us. Providing great
customer service is what gets us out of bed in the morning.
New Signature’s success is driven by our values, which shape the way we
do our work, the projects we pursue, and the interactions we have with
our customers, colleagues, partners, and suppliers. We pledge to:
 Be a great company to do business with—for clients and suppliers.
 Provide only superior services.
 Foster client communication and provide polite customer service.
 Educate our clients.
 Stay creative and be forward thinking, proactive, entrepreneurial
and adaptive.
 Promote trust and credibility through legal and ethical conduct.
 Promote diversity of experience, culture, ideas and opinions.
 Contribute proactively to a better community.
New Signature is proud to have received the 2010 National Capital
Business Ethics Award. This award recognizes companies that exemplify
a strong commitment to business excellence and to the highest
standards of civic and social responsibility, integrity and ethical conduct
in the Greater Washington region.
We are an accredited member of the Better Business Bureau (BBB) and
maintain an “A” rating.
New Signature is a trade name of CHH Enterprises, Inc.—a Maryland S
corporation. The company was founded in March 2003. New Signature
has more than 45 full-time employees and has served more than 200
clients. Our headquarters are located in the District of Columbia at
1100 H St. NW, Suite 940 Washington DC 20005; Our Dun & Bradstreet
number is 130080059. All required insurance and government filings are
current and in good order.
Who We Serve
New Signature provides services to a range of companies: from nonprofit
to for profit; from sole proprietorship to Fortune 1000. Each of these
clients is equally important in our eyes, and we work with each to
understand their business and their priorities.
Our experience includes clients from almost all industry sectors,
including: non-profit, association and foundation; public affairs; finance
and real estate; education; legal; restaurant and hospitality; media and
communications; technology; health and medical; government; retail;
transportation; and professional services.
New Signature develops long-term relationships with clients by
emphasizing education, communication, flexibility and an ethical
approach to business.
Other Services
IT Consulting and Support: New Signature levels the playing field for our clients by providing them
to access to the same technical expertise, best practices and dedicated customer service that
normally only the very largest companies enjoy. As a result, clients achieve long-term benefits, such
as the ability to focus on their core business, increased employee productivity, improved corporate
efficiency and faster execution of new projects, products or initiatives.
Cloud Computing: New Signature is the perfect partner to help you understand cloud computing,
develop strategy and take advantage of the reliability, flexibility and security of the cloud. We offer
a suite of cloud services that enable you to move core IT infrastructure to the cloud, including email
and productivity, enterprise applications and network security.
Branding, Website and Database:
New Signature combines strategic
thinking, distinctive design, and emerging
technologies to create and deliver
innovative brands and websites that
consistently break new ground. New
Signature’s process driven approach is
specifically geared to taking on complex
projects that require substantial creativity
and strategic vision.
Training: New Signature combines
strategic thinking, distinctive design, and
emerging technologies to create and
deliver innovative brands and websites
that consistently break new ground. New
Signature’s process driven approach is
specifically geared to taking on complex
projects that require substantial creativity
and strategic vision.
1100 H St. NW, Suite 940 Washington, DC 20005
P 202.452.5923
Fx 202.478.2107
[email protected]