Site Selection Tampa Bay: Nationwide for Events | Tampa Bay Event Site Selection

Our site selection experts will consider all aspects of your event:

WE MEET WITH YOU

We will connect in person or on the phone, taking the time to learn about your company and meeting needs. Our team members listen to your objectives, location preferences, time frame, agenda and budget in order to provide solutions that save you time and money. Customer feedback and satisfaction are central to our process, ensuring we tailor our approach to your unique needs. Site selection in Tampa Bay presents an exciting opportunity for various industries, offering access to a diverse population and workforce. We also consider the proximity to key locations in FL, the event’s footprint and impact on the community, and the types of employees and staff available at venues. The availability of office space for corporate events is also evaluated to meet your requirements.

THE RESEARCH BEGINS

Our team of site experts will compare and contrast what each city and property has to offer, reviewing availability, rates, meeting space, guest satisfaction profiles and other groups in-house during the considered dates. With meticulous attention to detail, we assess each property and include event design and layout as part of the planning process. We’ll prepare and send meeting RFPs only to the best-suited, and most appropriate properties for your program.

WE SAVE YOU TIME & MONEY

We will collect and review all RFP responses, comparing details such as Food & Beverage minimum, concessions, date flexibility and total estimated cost side by side to make the best selection for your event. Our process includes collaboration with venues and partners to ensure seamless planning. We work to create memorable events by considering every aspect, including the operational aspects of each venue.

In addition to gaining a thorough understanding of the meeting, conference, or event you are planning, we will go the extra mile by looking into data on previous years’ events and similar functions for further inspiration when negotiating.

Planned Events

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Let the Search Begin!

With so many things to consider, we know how stressful it can be to plan a large-scale event. Our Tampa Bay-based event planners are experts in site selection and can help you simplify the process. By working with our team, clients invest in successful events, ensuring every detail is handled with care. We encourage clients to actively participate in the site selection process, collaborating closely to identify the best options. Once a venue is chosen, we assist in signing agreements or contracts with the selected venues to secure your ideal location. We will negotiate with venues and thoroughly investigate your options to ensure that you are not only getting the venue of your dreams but that you are also getting the best price. At Plan Ahead Events – Tampa Bay, we have nationwide connections with the best vendors and venues and have planned events for clients from a wide range of backgrounds, including both corporate clients and franchise clients.

Measuring Success

Measuring the success of a site selection project is essential to ensure your company’s investment delivers lasting value. At DC Deployed, we leverage our deep understanding of the Tampa Bay area—including Hillsborough County—to guide clients through every step of the site selection process, ensuring that each location aligns with your business objectives and growth strategy.

Our approach begins with a comprehensive review of key factors such as demographic trends, time frame, and favorable terms, allowing us to identify the most advantageous sites for your project. We analyze every aspect of potential locations, from property and available space to the surrounding community, food options, and the quality of team services. By utilizing the latest data and market insights, we provide a detailed comparison of each site, empowering you to make informed decisions that benefit your business.

We understand that every company has unique needs, which is why our team works closely with you to define clear goals and success metrics. Whether your focus is on cost efficiency, job creation, or community impact, we tailor our site selection services to ensure your objectives are met. Our expertise extends across multiple sectors, including aerospace and defense, and we collaborate with a network of strategic partners to offer additional support in areas such as construction management, lease negotiations, and operational planning.

Throughout the process, we remain committed to delivering exceptional service and support. Our team tracks progress using data-driven analytics, regularly reviewing key factors to ensure your project stays on course and delivers measurable results.

Service

Elevating Events for a Smarter Tomorrow

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.

Meetings & Conventions

From small meetings to large-scale conventions, we manage every detail for a seamless experience.

Workshops & Training

Hands-on events with professional support to ensure successful sessions. Contact Us for More information.

Webinars Services

Webinars and Online Services: Registration and virtual event solutions designed for efficiency and engagement.

Networking Events

Venue selection, vendor coordination, and planning for corporate mixers and meetups.

Trade Show Management

Expert planning for booth setup, logistics, and on-site coordination.Contact Us for More information.

View All Services

See all the ways we’ve helped clients create successful, stress-free events and why they trust us year after year.

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