Making the World Your Oyster

Your destination and venue choices are major factors in the overall success of your event, no matter the size.

 

Let our experienced team find and negotiate the ideal hotel, resort, conference center or convention venue fit for you and your group. If we haven’t been to the destination or property before, we commend a trip to ensure the venue is the right spot and doesn't just appear perfect on paper. We will arrange to meet with important key hotel contacts as well as area experts depending on the needs of the client. Signing a contract site-unseen can be scary, but we offer the information you need to decide with confidence where to gather next.

Meetings

We design pinnacle gatherings with our clients,

from small digital meetings to annual conferences.

Offering decades of expertise with global hospitality contracts, attendee management, travel arrangements, online tools and on-site staffing, we make it seem effortless to get together — near or far.

Critically, we guide you with the right tools to make your meetings not only educational, but memorable and fun.

Enjoy success as you see your participants marking their calendars for your next meeting on their way home!  

Crafting Unforgettable Meetings

A well-run conference starts with sound design and planning.

 

Our account managers will establish the event tasks and timelines, and ensure they are being met. Your account manager will work with you through budget, site selection, contracting, speaker agreements, establishing marketing tasks, applying and following continuing education processes, establishing meal plans, and outlining audio-video needs. Managers run the meeting onsite and oversee accounting after the event is successfully completed. Our in-house marketers and designers can create your conference branding, attendee communications, and signage. We'll design and manage your trade show and provide expert revenue management and financial reporting.

 

No event is successful if you aren’t getting registered attendees.

 

AMBD will create a custom registration site with robust reporting software. The event site integrates with the client’s existing web presence and is easily linked via URL. The site includes a one-stop-shop for attendees to: register, purchase optional workshops, book hotel rooms, book area activities, arrange travel and transportation, manage CME credits (as approved by accreditor), and learn destination information such as dining. The system also offers inventory control for workshops and 24/7 online reporting for client. To follow up on registrations and to answer any questions, our call center and sales representatives are here to help. Armed with a toll-free line to ensure sales for the conference and for specific campaigns, our agents will sell all conference components, including rooms and workshops. We drive maximum attendance by calling attendees without hotel reservations and with targeted email marketing. We also provide an address and fax number for registrants to ensure ease of booking for all generations.

Fun required! Education is your job and we know you do it well. 

Adding the WOW factor and engaging participants is our job. We're proud to share a list of clients who tell us we're exceptional at our job. Together we can help you shine and generate attendance well into the future. 

Relationships with vendors and suppliers at the selected destination is key to planning elements that WOW and SURPRISE your participants is critical to a memorable event.  We've been working in the hotel and meeting industry for decades and have exceptional knowledge and skill to navigate in and out of the hotels and convention centers.  Guests and Children are often overlooked and busy professionals prefer to bring their deprived family members along; let us help! 

Master Degree Required

With our industry knowledge, you can be assured that you'll receive the best rates, concessions and dining options without any surprise details.

Organizations often underestimate the critical skill set needed to contract hotels and manage information and risk.  We highly recommend you start by bringing the correct level of education to the table to finish well. 

Our team will negotiate desirable room rates, food and beverage minimums and block management deals that actually work in your budget. Hotel contracts are very risky and, if not done properly, can cost you thousands of your hard-earned dollars. One way we help clients avoid spending overruns is to analyze your historical attendance data to forecast event needs, which saves them from paying attrition penalties. As your meeting planners, we are there to help book everyone in the room block, to manage and follow meal numbers, and identify and respond to trends in the industry. 

 
 

Marketing Your Meeting & Destination

 Event marketing can showcase brands, propel participation, build a loyal customer base and create a memorable experience for participants.

 

Our marketing team will work with you to develop a custom marketing plan that fits your style, budget, goals and timelines. We ensure everything from pre-meeting emails and social media posts through on-site signage, logoed materials and post-meeting follow-up is accurate, easy to understand, and compelling. We aim to increase registration, encourage engagement and create a seamless on-site experience. With open communication and shared reports, clients are assured our work is transparent and effective.

Push the Easy Button for Travelers

LIFE IS BUSY, we humans often procrastinate on taking care of our travel and accommodations to and from the many meetings we attend.

Our experienced team keeps you on track with budgets, attrition risk, speaker travel, and coordinates with our marketing team to assure maximum room block fulfillment.  We can easily assist your participants with one stop shopping when utilizing our sales center, customized registration site and toll free hot line for assistance.

Lodging Management is often your biggest risk. Are you leaving this to the hotel? 

This is perhaps one of the most overlooked areas of Meeting Management.

We monitor hotel-contracted attrition and risk through weekly reports provided to our clients. Our managers balance requests from the attendees for extra nights not in the contract, balance flow-through, and track inventory with the hotel from start to finish. They assure accuracy of the final rooming list with the hotel and ensure deposit payment to the hotel meets contracted deadlines. The managers will also shop rates found online to ensure the contract rate is attractive to attendees. When needed, we establish and manage overflow inventory at a different property.

Meeting Metrics are measured each year and the destination you select is fre

We create custom, online travel brochures to highlight the destination offerings and provide a one-stop resource for your participants to get excited for their stay in the local area. 

 
 
 

Our Destinations

​Kyoto, Japan

Manchester, UK

San Juan, Puerto Rico

Warsaw, Poland

Whistler, Canada

Baltimore, MD

Big Sky, MT

Boston, MA

Chicago, IL

Ft. Lauderdale, FL

Hawaiian Islands

(Kauai, Maui, Kona)

Las Vegas, NV

San Diego, CA

San Francisco, CA

Santa Fe, NM

Tucson, AZ

Associations & Meetings By Design
380 Ice Center Lane, Suite #C, Bozeman, MT 59718
Toll free: 888.995.3088