Services
Corporate Meeting & Event Planning, End to End
Sales meetings, dealer meetings, user conferences, and customer-facing awards programs run on hundreds of details before anyone walks into the room. Cadence handles the planning and logistics end to end, from finding and contracting the venue to registration, travel, hospitality, and running the event on site.
What We Handle
Budget & Forecasting
Our 13-page budget model forecasts every cost before you commit: food and beverage line items, room rates, fees, commissions, and discounts. Change an arrival pattern or a BEO headcount and see the impact right away. We forecast air and ground too, so you can compare cities on real numbers.
Venue Sourcing & Contracting
We keep our own database of properties and negotiate on your side of the table: room blocks, attrition, food and beverage minimums, and cancellation terms. Big planning firms often steer business to hotels that pay them commission across all their clients. We don't. If a multi-year deal or loyalty program saves you money, we'll recommend it for your benefit, not ours.
Registration & Travel
Attendee registration, communications, and reporting, plus air and ground travel for attendees, speakers, and staff, tracked in one place so you always know who's coming and when.
Hospitality & Special Events
Food and beverage, receptions, awards dinners, off-site events, entertainment, and décor.
On-Site Management
Our team runs the meeting on site: registration desk, staff coordination, vendor management, and the run of show.
Incentive Travel
Reward trips for top performers, planned and managed with the same care as your meetings.
The Contract Is Where the Budget Is Won
Most meeting budgets are decided the day the hotel contract is signed. Hotel contracts are written to protect the hotel, and attrition penalties, food and beverage minimums, cancellation terms, and add-on fees show up on the final bill. We've negotiated these contracts since 1995 and know which terms will cost you before you sign.
Because one team plans the logistics and the show, nothing gets contracted in a vacuum. When planners don't talk to production, load-in time and storage get missed, and crew overtime lands on your bill. We plan for the whole budget: an extra $5,000 room rental for an earlier load-in can save $15,000 in overtime.
Recent Events
Related Work
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Mercedes-Benz NPSMM 2026
The return of Mercedes-Benz USA's National Parts & Service Managers Meeting, a program Cadence has produced since 2004. 875+ attendees at Virgin Hotels Las…
View case study -
Quaker National Sales Meeting
For nearly two decades, Cadence produced Quaker's national sales meeting end to end for 500–700 sales and marketing leaders. That covered hotel selection, registration,…
View case study -
Diageo Golden Bar Awards & Kickoff
Diageo’s Golden Bar Awards and annual kickoff brought 1,200+ North American distributor partners to Wynn Las Vegas for one tightly scheduled night, run as…
View case study -
Hemisphere Design Works
Turnkey trade show booths for kayak maker Hemisphere Design Works (Sun Dolphin, Future Beach, and Evoke) at Outdoor Retailer Summer Market in Denver and…
View case study
Frequently Asked Questions
Do you plan meetings, produce them, or both?
Both. We can handle meeting planning and logistics on their own, production on its own, or the entire event as one program.
What kinds of meetings do you plan?
Sales meetings, dealer and partner meetings, user conferences, and customer-facing events and awards programs for corporate clients, plus incentive trips.
Where do you hold events?
Anywhere our clients need them. Most of our meetings take place in major destinations such as Las Vegas, Orlando, Austin, and Miami.
Can you negotiate the hotel contract for us?
Yes. Venue sourcing and contract negotiation are a core part of our planning: room blocks, attrition, food and beverage minimums, and cancellation terms, reviewed before anything is signed.
Do you handle attendee travel?
Yes. Travel management for attendees, speakers, and staff is part of our planning services.