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602-577-1588
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GOVERNMENT MEETINGS

Instant Event Solutions

Instant Event Solutions/CDSA is a division of Corporate Destination Services of Arizona, Inc. exclusively dedicated to Governmental Meeting Services. We are proud to hold

State of Arizona
Contract #SCC070012-14
State of Arizona Meeting and Conference Planner Services

We are here to help you SAVE TIME and MONEY on your meeting and/or special event planning by using our excellence in the community, our efficiencies, and our more than 20 years of Meeting Planning expertise and experience. We are nationally certified by Women Business National Enterprise Council (WBNEC), and locally by the City of Phoenix as a WBE and SBE and by Maricopa County as a DBE.

SOME OF OUR GOVERNMENT CLIENTS INCLUDE:

  • Arizona Department of Transportation - Multiple Meetings-Site Locations and Contracting 2008, 2009, 2010, 2011, 2012

  • Arizona Department of Environmental Quality - ERG-Program Certification Workshops Statewide Conferences 2006, 2007, 2008, 2009, 2010, 2011

  • Arizona Department of Environmental Quality - EMP-Program Certification Workshops throughout the state 2006, 2007, 2008, 2009, 2010, 2011

  • Arizona Department of Health Services - HIV Symposium 2003, Site Location and Contracting 2007, 2008, 2009, 2011, 2012

  • Arizona Commission of the Deaf and the Hard of Hearing - Multiple Meetings-Site Locations, Contracting, and Audio Visual 2007, 2008

  • Governor's Office of Highway Safety - 5 day conference-site location, on-line-registration, accounting, name tags 2007

  • Governor's Office for Children, Youth & Families - Meth Conference-Web development, on line registration, name tags 2007. Substance Abuse Conference-Web development, on line registration, secured fee collection, name tags, and on-site staffing 2008

  • Arizona Department of Veteran Services - Nursing Home Décor 2006, 2007

  • Arizona Commission PostSecondary Education - Statewide two-day conference 2006, 2007, 2009, 2010, 2011, 2012

  • Arizona State Land Department - Prescott Resort Planning and meeting support 2005

  • Arizona State Historical Preservation Office - Arizona Preservation Conference, held at the Marriott University Park in Tucson 2004, 2005

  • Arizona Department of Economic Security - Paternity Workshops-Site Selection 2004

  • Arizona Game & Fish Department - Hunting & Shooting Showcase 2004

  • Maricopa County Head Start - Community and Awards programs 1999, 2000, 2001

  • City of Tempe - 125th Anniversary Celebration -1999 (Coordinated entertainment for 26,000 people)
SGMP - Society of Government Meeting Planners

GOVERNMENT MEETING SERVICES AT A GLANCE:

  • Accommodations Lodging and Meeting Room Planning
  • Audio-Visual Coordination
  • Award Ceremonies and Banquets
  • Complete Event Accounting
  • Entertainment and Theme Decoration
  • Full Meeting, Conference and Convention Services
  • Name badges
  • On-Line Registration, Invitation, and Database Maintenance
    • Secured Credit Card Processing
  • On Site Management
    • Coordinate Activities and Special Events
    • Professional Staffing
    • Room Set-up
  • Per Diem Management
  • Rentals
  • Site Selection, Negotiation and Contracting
  • Teambuilding
  • Trade Shows
  • Transportation
  • Web Site Development for Conference
    ...and so much more!

OUR STATEWIDE CONTRACT SERVICE AREAS INCLUDE:

  1. Pre-registration and/or On-site Registration/Name badges
    1. Collection and deposit of funds (registration, guest rooms, and other activities related to the event)
    2. Data input of registrants, selected meeting session(s) and/or activity (e.g., meeting and/or social activities or events) related to the meeting or conference
    3. Produce and/or distribute identification badges and holders for attendees, guests and other designated personnel
    4. Website Development for Conference Information and Registration
  2. Budget and/or Payments
    1. Development, management and/or oversight of all budget related activities
  3. On-site Management
    1. Arrange for and/or assist with the set-up and/or availability of all equipment, supplies, and/or furniture in support of the planned event (e.g., podium, tables, audio visual, computer and/or other related equipment or furniture)
    2. Assist with the coordination of meeting/conference activities throughout the event
    3. Coordinate registration and/or funds collection for all related activities
    4. Ensure that sessions, breaks, meals, snacks, and related activities that occur during the conduct of the meeting/conference (oversee site and designated personnel to keep things on schedule)
    5. Place, move and/or retrieve signage or other relevant banners or insignia
    6. Provide liaison services and handle emergencies as they arise
  4. Pre-meeting/Conference Development & Planning
    1. Design, produce (for display) meeting signage (e.g., agenda, meeting room locations, activity or subject matter listing per room, etc.)
    2. Develop and plan program (e.g., group meetings/conferences, breakout sessions, luncheons, breaks, etc.)
    3. Per Diem Management
    4. Other services to include, but not limited to, ground transportation to and from the meeting/conference or related activity
    5. Site research and/or site selection for meeting/conference (including negotiation of rates for all related food, beverage, rooms, guest accommodations, etc.) and contracting
    6. Write, assemble, produce and/or distribute attendee materials (e.g., brochures, manuals, handouts, etc.)

Click here for our Meeting & Conference Planner Cost Worksheet.
Contact IES / CDSA for our assigned rate.

The NIGP commodity codes our contract includes are:

0915-0023Conference Coordinating and Planning Services
0962-0034Event Planning Services
0971-0030Hotel/Motel Accommodations
0037-0000Amusement, Decorations, Entertainment, Toys, etc.
0037-0034Decorations: Christmas, Party, etc.
0037-0043Gifts
0155-0020Canopies, Freestanding
0390-0033Hors d'Oeuvres, Meat Trays, Vegetable Trays, Dessert Trays, etc. for Meetings and Parties
0556-0060Coach, Transit (Touring) Conventional
0556-0070Coach, Transit (Touring) Custom
0880-0011Audio Visual Equipment and Supplies (Not Otherwise Classified)
0946-0035Credit Card, Charge Card Services
0958-0036Exhibition/Exposition Management Services
0961-0015Concessions, Catering, Vending: Mobile and Stationary
0961-0053Marketing Services
0961-0056Program/Project Development and Management Services
0961-0078Travel Agency, Chartering, and Tour Guide Services
0961-0073Theatrical Services (Including Production, Scenery Design, Stage, etc.)
0962-0005Amusement and Entertainment Services
0962-0060Party, Holiday, and Event Decorating Services
0962-0087Travel, Local (Provided by Third Party)
0962-0088Travel, Non-Local (Scheduled and Unscheduled), Provided by Third Party

****Please take a moment and peruse our website under "Meetings and Conferences" for more details of the services we can provide. And learn more about our company under "About CDSA."

Budgeting Your Time
Based on an average group size of 150 people, when planning a 3-day program, below is an estimate of the hours you will spend putting your program together:

Research & Site Selection5 hours
Contract Negotiation, Review & Revisions3 hours
Budget Design & Updating8 hours
Website Development & Registration Form Design6 hours
Development of Promotional Materials
(depending on requirements)
8 hours
On-line Registration/Data Entry/Document & Ticket Processing
ex: 100
8 hours
Presenter Contracting4 hours
Banquet Event Order (BEO) Review3 hours
Final Accounting Reconciliation8 hours
Phone Calls/Questions from Attendees5-20 hours
(or unlimited!!)
TOTAL:58 hours
58 hours @ 40 hours/week =1.5 weeks

We hope you will contact us as your needs arise; and forward our information to all of your department and agency's associates and colleagues. IES/CDSA is one of the State of Arizona authorized contractors that can assist you with your meeting and event needs.

No matter what type of meeting or event you're planning, contact CDSA to get it started.
 

 
 

For more information about having CDSA on your team, please contact our offices:
sales@corpdestination.com or 602-577-1588.

Our Strengths:
Destination Management • Event Planning • Incentive Travel • Meeting Planning
On-Line Registration • Site Selection • Special Events • Teambuilding

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