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Other Event Planning Services

Plan Ahead Events – Tampa Bay Offers Comprehensive, Nationwide Event Management

At Plan Ahead Events – Tampa Bay, we are proud to offer full-service event planning. Just as no two trade shows are the same, every event is unique. We believe in providing our clients with a personalized suite of services that is curated to best match the needs and goals they have for their event. We are always cognizant of your budget and will help you pick and choose the event services that are right for you.

Planning an event can seem overwhelming but with Plan Ahead Events – Tampa Bay at your side, it doesn’t have to be. We can help you determine which services you need to achieve the successful event you are envisioning. We will also be with you throughout the process, from selecting the perfect location to handling the on-site logistics.

We Are Event Planning Industry Leaders

As comprehensive event coordination specialists based in Tampa Bay, we have a full range of event management tools and are able to offer flexible services at competitive pricing that our competitors cannot. With years of experience behind us, we can help you create the world-class event you are dreaming of. From flawless meetings to spectacular awards galas, Plan Ahead Events – Tampa Bay has you covered. Our industry-leading professionals can answer any questions you may have and will guide you throughout the event planning process to ensure you have just what you need, right when you need it.

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Planned Events
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Bringing You What You Need

Our diverse range of nationwide services includes:

We understand meeting “flow,” including what tools and techniques engage audiences, and what collateral materials tend to lend to or take away from the effectiveness of the presentation.

We provide full-service audio-visual management to bring your vision to life. From concept to execution, our team ensures seamless sound, lighting, video, and presentation support tailored to your event’s unique needs. Whether it’s a corporate meeting, live performance, or special gathering, we handle the technical details so you can focus on your audience.

We are experts in anticipating expenses and identifying revenue sources for your event. We negotiate vendor and hotel contracts, identify optimal ticketing and sponsorship package price points, and track minute details to ensure the maximum value for each line item.

We work with excellent designers and artists for eye-catching logos, and informative invitations, brochures, promotional pieces, agendas, programs, signage, and other meeting materials.

From emails that actually get opened to calls to action that get your audience to respond, we know how to reach your audience.

Our experts will ensure the contract negotiation and lodging process is smooth and trouble-free for your attendees, while negotiating the best possible rates, and reducing risk to your organization.

It’s the details that make an event, and we’ll leverage our relationships with vendors, vast experience with past events, and creativity.

We can help you identify the entertainment that will work for your event as well as help you weigh the return on investment of various options. We negotiate contracts, and coordinate hiring and management, deal with booking, and leave you free to enjoy the show with your guests.

From setup to breakdown, our seasoned professionals track vendors and suppliers, ensuring the highest quality and functionality in rentals, and handling problems and issues as they arise.

A good survey can help you plan for your next event, provide feedback to your sponsors and partners, and let you know what rough edges need smoothing. Let us collect the data that helps you debrief after an event and move forward with next year’s plans.

From promotion to online registration, to meal selection, seating assignments, check-in, badges and takeaways, our tools can manage all aspects and permutations of registration, data collection, reports and registrant communication.

We create attractive, informative and user-friendly websites as the first step in promoting your event and registering your attendees.

We know what draws exhibitors and keeps them coming back each year. Let us help you fill and manage your expo for an informative and rewarding experience for attendees and expo partners alike.

We will work with your caterers and bar services to ensure the menu, presentation, and service represents your event well.

Our team will help you identify the optimum channels to promote your event – saving money on channels unlikely to pay off, and identifying those that will reach your ideal attendees.

We are experts in earned, paid, and owned media, and can help craft a plan for media releases, blog entries, advertising, and social media to gain the most visibility with your audience.

Don’t need hands-on support for your event? Not a problem. Let us provide virtual services a la carte for your event, from registration to sponsorship acquisition to site selection and contract negotiation and more. Just let us know what you need help with.

Our team oversees every detail of your event on-site, ensuring smooth execution from setup to breakdown. We coordinate food & beverage, room sets, vendors, manage timelines, and handle unexpected challenges—so your event runs flawlessly, and you can stay focused on your guests.

Images are great ways to reinforce the fabulous time your attendees and sponsors had, as well as useful in promoting subsequent events. Make sure your album is full of great shots and footage with the help from our experts.

With our vendor partners, we are experts at creating promotional pieces that get attention, and letters that get opened.

It’s imperative to stand out from the crowd with innovative ideas and products. Our experts can help you shine, with access to promotional products and highly creative opportunities to make a lasting impression.

From airport pick up to welcome gifts, refreshments, side trips, and special requests, we can manage a safe and enjoyable reception for your VIP guests when star treatment is called for.

From giving directions to sponsor recognition, the signs at your event can make a difference to your attendees and your partners as well as your image. We can help with everything from design, to printing, to placement for the most impact.

We are industry leaders in site selection, and can save you time and money and reduce the risk in working with your next event venue

Sponsors are critical to the event budget, and lend credibility and visibility to your event. We can help identify your best prospects and support the process of outlining and pricing benefits packages, and sponsor cultivation and solicitation.

Our experts understand room flow, lines of sight, display placement, sound quality, and all the other details that make for a smooth, engaging event.

We’re idea people. If you are long on enthusiasm but short on specifics, let us suggest ideas from our extensive library of past events or brainstorm with your team to come up with something entirely new.

Are your guests flying in from out of town? We can provide a range of services from air and ground transportation to your event, as well as shuttles to field trip and off site events.

We have fantastic connections in the local and national markets, allowing a seamless travel experience for your guests, at great prices. Let us arrange a smooth travel experience that leaves your event attendees in the optimal frame of mind for your event.

As an international company, we maintain relationships with vendors to leverage the best pricing on a range of products and services. We can also negotiate your vendor contracts, saving you additional money as well as time and energy.

TESTIMONIALS

What People Say About Us

We have what it takes to get the job done and ensure your event meets your standards. Contact us at 7275441400 to start planning today.

“Plan Ahead Events has managed The Beef ‘O’ Brady’s annual Franchise Retreat for the last 5 years. Thelma & Rose essentially have become part of our management team as we work together to ensure we put on a great show for our franchisees and stay within our budget. We have accomplished both for the last 5 years and our franchise owners have responded with higher attendance each year. The annual Retreat takes a tremendous amount of time and attention to detail. No one I have worked with in event planning addresses the detail and brings the event in on budget as well as Thelma & Rose. I am happy to provide this testimonial and am willing to act as a reference to anyone considering their service.”

Chris Elliott CEO

“Initially, we were skeptical about whether using Plan Ahead Events for our National Convention was a nice-to-have luxury or a must-have need. After working with Rose and Thelma, I can tell you unequivocally that using Plan Ahead Events is a must-have! From site selection, negotiations, event coordination and franchisee communication to vendor coordination, we reduced our overall out-of-pocket spend and delivered our best convention yet! Using Plan Ahead Events is THE way to do Conventions!”

Brian Sanders President

“Everything went off according to plan. Our franchisees raved about the entire event. The entertainment you chose, the menu and decor, the hotel rates you negotiated on our behalf and the professional manner in which you worked with our vendors and of course the exhibit show itself …. Wow! You make it look easy, but we all recognize how hard you work on our behalf. We would not think of doing it without you!”

Ken Gordon Area Developer

“Planning an Event for our valued customers and suppliers is no easy task. I know you spent a great deal of time planning each detail to ensure the workshop sessions, exhibit show, and meal functions would run smoothly. Your flexibility to adapt strategy quickly, according to our needs, was greatly appreciated. Your negotiation with the hotel and sub-contractors, leadership, organization and a management skills, and attention to every detail resulted in our coming in substantially under budget.”

Kevin Archibald Marketing Manager

“Our sincerest thanks for making our Palm Harbor 10 Theater Grand Opening a huge success. Your professionalism and creativity are greatly appreciated. We look forward to working with your team on future promotions and openings.”

Deane L. Hashemi Marketing & Promotions Director

“Plan Ahead Events Tampa Bay rendered invaluable assistance and expertise every step of the way. They designed the entire program as an active participant on the conference steering committee and provided on-site, hands-on assistance to the delegates and exhibitors. Their attention to detail and technical advise resulted in our best show ever!”

Tony Leffin President

“Being a small franchise system, we really debated about whether or not to plan our conference ourselves. Thank goodness we decided not to do so and chose to work instead with Plan Ahead Events! So many details were taken off of our plates and we experienced a conference that was so well organized and planned, we were able to enjoy every single moment – we almost felt like we weren’t even at work. The vendor fair was a huge success, the menu at every meal was outstanding, our hotel rates were incredibly low and the transition from one event to another was seamless. You are incredibly professional and working with you is such a pleasure!”

Debbie Shwetz Co-Founder

“When I decided to launch the first-ever Summit focused on connecting franchise companies with funding sources, I was a bit intimidated to work with the hotels on rooms, set-up, food, beverage, etc. I knew I needed help, and I knew I wanted to work with an experienced event planning team who would be as committed to a positive outcome as I was – that is exactly what I got from Plan Ahead Events – Tampa Bay! They handled everything from hotel negotiations to how many gallons of coffee to order (at $120/gallon this was a big deal to me, and to the ultimate financial outcome of the event) and everything in between. It was such a relief, and bonus to the event, to have professionals interfacing with the hotel staff, handling all aspects of attendee on-site logistics, working with our sponsors and partners, so on and so on. I know working with PAE saved the event money, saved me time and frustration and made our attendees’ experience more enjoyable. Whether you are planning your first event or fiftieth, I encourage you to speak with the team at Plan Ahead Events – Tampa Bay to see how their experience and knowledge can benefit you, your event and your organization.”

Susan Black Beth Founder

“Everyone in our office is up to their eyeballs in work as we are a growing company and we are all running as fast as we can. So, when it came time to plan our first conference none of us had the experience or time to do it on our own. We used Plan Ahead Events for our first conference, and it went off so well we used them again this year, and it was bigger and better than ever! So, we are using them next year as well.”

Ron Lynch Founder

“We value the considerable expertise and depth of experience that they bring to all aspects of the planning and conduct of our conventions. We value even more the way they do it; as a direct extension of our team. When it comes to conventions, they are part of our family.”

Steve White Chief Operating Officer

“The ladies and staff at Plan Ahead Events have been our go-to event planners for the past 5 years. What used to take us and our internal staff months and months of preparation to run an event for over 1,000 franchise operators has now become an event that is managed seamlessly by the Plan Ahead Events team. This allows our internal team to keep focusing on their full-time jobs and not have to become event planners on the side. This saves us time, money, and more importantly the use of our valuable internal resources. Additionally, the event has continued to get better and better each time because of the professionalism, organization, and unique ideas that the Plan Ahead Events team brings to the table. By far, using Plan Ahead Events to run our World Expo has been one of the best business decisions we’ve made in the past 10 years.”

“JT” Jim Tatem President

“EmbroidMe is a franchisor with 300 stores in 12 countries and planning and executing our World Expo was a task that created total chaos in our organization. That is, until we found Plan Ahead Events. When we tried to run the event ourselves, we took people away from their normal job duties and assigned a million extra tasks and in the end our expo would still lose a substantial amount of money each year. The Plan Ahead Events team helped us not only plan a great event, but helped with our vendors, trade show and sponsorships. Since they have been running our events it has not only become the best training event for our franchisees, but it has also become an event we make money at. We started using Plan Ahead Events for our big expo but have found they help us tremendously for our smaller sales and regional meetings. They’ve even helped us with our awards trips that we give away to top performers. We couldn’t be happier with all they have brought to our organization and I would highly recommend them to anyone.”

Mark Johnson President