VENUE SELECTION & CONTRACTING
Every city offers countless venues to choose from. Event Emissary will provide you with a list of the most ideal locations that are available for your preferred event date and allow your team to make the final decision.

• Contact all potential venues to check availability of on preferred date(s)
• Confirm pricing for venue, including any added fees or tax-deductible portions
• Review all of the guidelines for site use to determine that all venue requirements can be met and no conflicts of interest exist
• Host preliminary site inspection of potential venues
• Contract with selected venue, including clauses that focus on reducing impact on the environment
• Ensure that all requirements of the venue (i.e. insurance, timing, historic preservation guidelines) are met
• Host a walkthrough at the venue with all suppliers
• Host walkthrough of event with client representatives
• Inspect the venue on the event day to insure all environmental guidelines are being followed and arrange for last minute cleaning and engineering needs
• Work with building engineers to monitor the temperature in the event space
• Walk through the building following the event to ensure proper clean up

CATERING MANAGEMENT
Food service is the most critical facet of any special event. No matter how beautiful or simple the venue and décor, guests will remember remarkable cuisine and five star service.  

• Select a caterer that offers sustainable, local and organic cuisine
• Confirm that the selected caterer is not over booked on the event date
• Provide a variety of menu options that fit your needs and preferences, including options to meet any special dietary requirements.
• Offer a selection of beverages from local, organic and otherwise eco-friendly companies. 
• Host a tasting of selected menu options
• Select china, flatware, glassware, linens and chairs to coordinate with the look of the event, utilizing natural products and recycled glassware whenever possible.
• Insure that only Fair Trade Certified, organic coffee and tea are served
• Provide final guarantees to the caterer
• Arrange for the composting of food waste
• Coordinate post-event pick up of recyclables
• Organize the on-site drop area to include the separation of recyclables, food waste and trash. 
• Utilize reusable tokens for coat check
• Provide pre-event education seminar to catering staff, as needed.
• Manage load-in and load-out of the event
• Monitor service throughout the function, communicating with the caterer any needed adjustments in service and service time
• Confirm that the caterer has properly cleaned the venue following load-out

BRANDING AND THEMING
When hosting a product launch or marketing event, brand recognition is the top priority. Event Emissary can design an event to best convey your message. Events can also be made unforgettable by creative themes that coordinate with a corporate goal, venue or location.

• Provide décor scenarios, which meet your budget and objectives. 
• Provide cost estimates for stage backdrops, props, centerpieces, florals, foliage and lighting
• Utlize recycled and recyclable materials whenever possible
• When used, locally cut floral arrangements will be composted after the event or can be donated to a local hospital or nursing home.
• Negotiate with suppliers for the best prices
• Contract with all suppliers, including environmental clauses
• Provide load-in, event and load-out schedule for all suppliers

ENTERTAINMENT PRODUCTION
From background music for a cocktail reception to a custom-designed show to convey your message, Event Emissary has experience providing clients with the perfect event entertainment.

• Act as your partner to determine what type entertainment best fits your event with an emphasis on local entertainment
• Provide video/audio tapes of entertainment to select from
• Provide a complete budget for all production requirements, including sound, lighting, staging and all rider requirements
• Negotiate price and rider requirements for entertainment
• Contract entertainment
• Purchase carbon offsets for entertainment travel (air, ground & hotel)
• Integrate entertainment timeline
• Meet all rider requirements

TRANSPORTATION SERVICES
Transportation may be the first and last impression your guests have of your event. This crucial element should never be overlooked. No matter what your specific needs, Event Emissary has the experience to provide flawless transportation services. 

Ground Transportation

• Provide a transportation budget to include vehicles, on-site staffing and carbon offset calculation
• Contract all vehicles to arrive 30 minutes prior to loading
• Place confirmation calls both the day prior and the day of the event
• Receive driver name and cell phone contact information prior to staging
• Distribute written directions of route, contact phone numbers and Event Emissary’s ‘no idling’ policy to all drivers
• Station experienced on-site staff at all loading points
• Communicate all vehicle departure times and guest counts to staff at the event
• Purchase carbon offsets for transportation moves

Valet

• Budget for valet services based on the number of guests, location and event timeframe
• Contract for valet services from the selected company
• Select the closest parking option for all vehicles
• Utilize reusable valet tokens in place of standard paper tickets
• Collect travel data from guests for the purpose of offsetting
• Oversee the flow of valet during drop off and pick up times
• Provide ‘Ten Easy Ways to Go Green’ hangtags in each vehicle, upon request

Public Transportation
In Washington, DC, many venues are located near Metro stops.  Whether guests are travelling individually or as a group to your event, encouraging use of our subway system, reduces the use of fossil fuels, saves money and provides a unique experience that will encourage your guests to be fully vested in your green attitude.  For group transfers, Event Emissary will provide staff to escort guests door-to-door from your hotel to the event venue and back.  For events where guests are arriving on their own, Event Emissary will have greeters at the station and along the path to the venue. 

PRINTING
Event Emissary’s in-house graphic designer will maximize the impact of your printed materials through creative design and eco-friendly printing.

• Create the ideal design to meet your needs.
• Utilize top quality papers that have a high post-consumer recycled content and, whenever possible, those whitened without chlorine or chlorine compounds
• Utilize soy, vegetable-based and low VOC inks
• Upon request, Event Emissary will provide an Environmental Benefits Statement, detailing the environmental savings of your printing

AWARDS & AMENITIES
Event Emissary can help you find that perfect award or hospitality gift that your guests won't leave behind.

• Provide gift options with eco-flair that coordinate with company branding, event theme, or specific location
• Handle the ordering and storage of amenities
• Manage the distribution
• Ship all extra gifts to your offices

POWER CONSUMPTION
Reducing power consumption for your event is always a priority.  We will work vendors to coordinate power needs and determine any reductions that can be made.
           

• Select venues with windows to allow daylighting during the load-in of the evening events and to reduce electrical lighting needs for events prior to dusk
• Select equipment that utilizes the minimal power required to meet event specifications
• Design decorative lighting elements to incorporate LED color blasts
• Coordinate with venue engineers on in-house lighting and temperature control
• Utilize bio diesel generators for all events where generators are required

CARBON OFFSETS
While Event Emissary will reduce the carbon footprint of your event through design and execution, you may choose to go a step further by offsetting your event.  By financially supporting carbon-reducing initiatives such as renewable energy, energy efficiency and reforestation projects, you can counterbalance the emissions from your meeting or event.  Event Emissary will help you select the specific project that best fits your corporate culture.  

CONTINGENCY PLANNING
One of the top reasons to hire an experienced planner is contingency planning. If every aspect of a meeting or event was guaranteed to be flawless, than meeting and event planning would simply be a matter of organization and attention to details. Event Emissary takes it a step further - we prepare for every conceivable contingency and are ready to improvise in any situation.