We are a Meeting and Conference Design Firm

Boutique Meetings is focused on providing innovative experiential events for the discerning client.

About Us

Boutique Meetings is a meeting and conference design firm

Our experienced team is well-versed in product launches, team building programs, VIP and C-Suite events, conferences, conventions, and incentives, whether in-person, virtual, or hybrid. We have a proven track record working with corporations, associations, and nonprofits, at every stage of the planning process or turnkey, including site selection, vendor management, trade show design and management, food and beverage, travel, registration, housing and room block management. 

A meeting is a gathering held for the express purpose of achieving a common goal through verbal interaction and receiving and sharing information. Boutique Meetings was established to not only facilitate this interaction but to enhance the experience for the attendee and all stakeholders.

How It Works

Our 4-Phase Process

Phase I: The Consultation

Our goal is to make take your vision and make it a reality so you’ll meet with one of our event strategists who are skilled at asking all the right questions to uncover your vision for the event. We’ll develop a client profile and complete a full event assessment. Just like when you go into any boutique, we understand that no two clients are alike. The needs, expectations, and vision are different. When you complete this phase, we’ll have a full plan of action for your program. This is designed to set the tone for an ongoing and trusted partnership.

Phase III: The Curator

The Curator will take your design to the next level by fine-tuning these details and ensuring that your program has the luxe look and feel you envision. The curator is focused on the creative elements and amenities to bring this vision to life through efficient planning and flawless execution. Our goal is to cultivate an experience that will surprise, delight, and deliver the “WOW” for each attendee.  We make you shine, freeing you to focus on engaging with your guests. Boutique Meetings take care of the details, so you don’t have to!

Phase II: The Design

The next phase is all about the design. Our team will curate a program that is not only one of a kind but will incorporate your unique vision, brand, and messaging. Our event strategist who specializes in logistics, planning, and creative designs will drive ROI for you and your stakeholders. We are a team of storytellers and will make sure that your event reflects the message you intend to deliver and visual elements highlights that story.

Phase IV: The Finale

The success of any program does not end when the final note is played or the last speaker exits to applause. During this final stage, Boutique Meetings will provide post-event reporting to include stakeholder data and comprehensive feedback. We will look closely at the comments received from you, your attendees, the venue, and vendors who were engaged in every aspect of the event to measure our results and to make recommendations for future meetings.

Phase I: The Consultation

Our goal is to make take your vision and make it a reality so you’ll meet with one of our event strategists who are skilled at asking all the right questions to uncover your vision for the event. We’ll develop a client profile and complete a full event assessment. Just like when you go into any boutique, we understand that no two clients are alike. The needs, expectations, and vision are different. When you complete this phase, we’ll have a full plan of action for your program. This is designed to set the tone for an ongoing and trusted partnership.

Phase II: The Design

The next phase is all about the design. Our team will curate a program that is not only one of a kind but will incorporate your unique vision, brand, and messaging. Our event strategist who specializes in logistics, planning, and creative designs will drive ROI for you and your stakeholders. We are a team of storytellers and will make sure that your event reflects the message you intend to deliver and visual elements highlights that story.

Phase III: The Curator

The Curator will take your design to the next level by fine-tuning these details and ensuring that your program has the luxe look and feel you envision. The curator is focused on the creative elements and amenities to bring this vision to life through efficient planning and flawless execution. Our goal is to cultivate an experience that will surprise, delight, and deliver the “WOW” for each attendee.  We make you shine, freeing you to focus on engaging with your guests. Boutique Meetings take care of the details, so you don’t have to!

Phase IV: The Finale

The success of any program does not end when the final note is played or the last speaker exits to applause. During this final stage, Boutique Meetings will provide post-event reporting to include stakeholder data and comprehensive feedback. We will look closely at the comments received from you, your attendees, the venue, and vendors who were engaged in every aspect of the event to measure our results and to make recommendations for future meetings.

Not Sure What Service You Need?

See Our Boutique Packages

The Originator

We’ll help you with Site Selection to recommend the best location for your meeting to optimize the attendee experience.

  • Contract Negotiations
  • Request For Proposal (RFP) Development
  • Venue Sourcing + Site Selection

The Fixer

We’re here to help you execute your existing plan and to ensure that nothing falls through the cracks.  

  • Budget Reconciliation + Reporting
  • Food & Beverage Design
  • Guest Room and Meeting Space Management
  • On-Site Logistics
  • Overseeing Guest Arrival and Departure Logistics
  • Post-Convention Reporting 
  • Shipping & Receiving
  • VIP Management

The Implementor

This is our turn-key design package which means designing your meeting/event from concept development to execution.

  • Affiliate/Sponsor Management
  • Attendee Survey Reporting
  • Budget Reconciliation + Reporting
  • Contract Negotiations
  • Décor Design and Selection
  • Food & Beverage Design
  • Guest Room and Meeting Space Management
  • Hotel Deliveries and Amenities
  • Hybrid & Virtual Program Design and Coordination
  • On-Site Logistics
  • Overseeing Guest Arrival and Departure Logistics
  • Post-Convention Reporting
  • Pre-Convention Meeting Management
  • Request For Proposal (RFP) Development
  • ROI Evaluation
  • Shipping & Receiving
  • Transportation Meet and Greets
  • Vendor Development and Training
  • Venue Sourcing + Site Selection
  • VIP Management

Not quite ready to select your package? Book a 15-minute consultation to see how we can work together.

“The magic to a great meeting is all
of the work that’s done beforehand.”

Bill Russell

Meet the Founder

Eugenia “Genie” Vance has been in the meetings and customer service business for over 20 years.

She has distinguished herself as a leader in the industry by designing exceptional programs for her clients that enhance the attendee and stakeholder experience.  These programs have helped to increase attendee engagement, drive revenue, and achieve sponsorship goals.  Her clients know her as a “Fixer” because she solves complex meeting issues to help her clients achieve and exceed their objectives. Her creative style has made a difference in the success of many clients.  It’s the way she connects and adds value to each and every client engagement that sets Boutique Meetings apart. Whether you’re planning a Welcome Event, Board Meeting, Product Launch, Incentive Trips, or just looking for some creative food and beverage options from a seasoned meeting planner and former hotelier, Genie will take your program to the next level.

 

What Her Clients Say

FAQs

What is the difference between a Meeting Planner and an Event Planner?

In many ways, the two can be the same however the main difference is the type and scale of programs that each will execute.  Often an event planner may work for a convention center, hotel, or destination management company.  Their scope could be single-focused for example you may see that a Catering Company or a Florist has an Event Planner or a church will offer an event planner on their staff, this is the same for a conference center or hotel. Those individuals are focused on executing the details for that specific area.  When you hire a Meeting Planner, they are focused on event design and are looking at the entire program, the attendee experience from registration to post-event surveys.

 

Why should I hire a meeting planner?

When you hire a professional meeting planner, you are bringing the totality of his/her experience, depth of partnerships with venue and vendors in the industry, and his/her skills and specialized expertise to the negotiation table, on your side. 

 

What criteria should I consider or questions I should ask before hiring a meeting planner?
  • I believe that when hiring a meeting planner, you should ask questions regarding the types of events that they have handled in the past?
  • Do they work with other vendors or are you required to use only their exclusive vendors?
  • Do they charge for programs where they must travel outside of their area?
  • If you are planning an incentive trip have, they worked outside the country?
  • Do they offer onsite services even if you do not contract them to handle all meeting planning services?
How far in advance should I begin planning a meeting? And Why?

How far in advance you hire a meeting planner depends on your budget and the internal experience of your staff. If you are a novice planner then I would suggest that you bring in a Planner in the beginning. Having a planner work with you on concept design, site selection and contract negotiations will save you a lot of time and money. Additionally, this person will also help you mitigate risk should you need to cancel or modify the original plan. That is why we offer different packages based on your budget and meeting experience, so we are an extension of your existing team and a true partner for all your meeting needs.

How are you able to deal with circumstances that are sudden and unexpected, like COVID-19?

Every service offering we provide includes a meeting risk analysis. This ensures that we take into consideration all variables that could adversely impact the success of your meeting.

What if I don't know where to start?

Where to start….the beginning.  What is the purpose, who is your audience, how many people are you inviting?  These are some basic questions and by working with a good meeting professional we can help bring your vision no matter how vague to life.

Is this your first time working with a meeting planner? Here's what to expect.

When working with a meeting planner, the first thing you should expect is they will ask you about your organization, its mission, the reason for the meeting, who is your target audience, and we like to know what makes a great meeting for YOU!.  Our focus is you the client and this helps us understand your goals for the meeting.

How do your services differ from most meeting planners? (What sets you apart)?

We believe that what sets us apart from other companies is that we are focused on the attendee and client experience. For us, it’s about the relationship that we have with our clients to ensure that they can be a Guest at their own event. We’re here to be your advocate; your partner and we pride ourselves in offering outstanding service. Some companies are very transactional and almost robotic, but our team is invested in your success.

Not quite sure how we can help you?
Let’s chat and see if we’re a good fit.

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