Potomac Events collaborates with global brands and companies to design the most connective experiences in the form of interactive events, conventions, trade shows and meetings.

BEHIND THE SCENES

Hi, I’m Carrie.

I founded Potomac Meeting and Events 10 years ago after a decade working for various corporations and associations in the meeting, special event, and conference planning space. That is to say, I’ve seen it all. From last-minute speaker cancellations, a once in a decade snowstorm that stops the host city in its tracks on the first day of an event, to construction debris—including pigeon feathers—falling onto a buffet station five minutes before mealtime. And that’s why I love this business so much.

But I am not your typical conference planner. I treat each meeting as a blank slate from which to create, design, and problem solve my way into producing customized and inspired experiences. My clients all have unique needs, budgets, and requests. But this is where I thrive. And when it all comes together, after all of the planning and even a few detours, it’s worth it.

When I am not running Potomac Meetings and Events you can find me at home in Virginia with my husband, four girls, and our Boston Terrier, Toby. Making sure to have the perfect post-trip gift for each of them keeps me nearly as busy as planning my events!

RE: COVID

International meeting planning and COVID-19 are not a match made in heaven. But as my decades-long career in planning logistically challenging events has taught me, you have to remain flexible and open minded. In these challenging times I have been busy helping my clients transition in-person events to virtual formats. Contact me for ideas on how to keep your meetings thriving even when we can’t meet in person.

As a small association, our goal is to have a memorable conference that leaves our attendees talking about it long after it has ended, but we don’t have a large budget to spend on high-end entertainment or decorations. Partnering with Potomac Meetings & Events helped us not only accomplish our goals, but exceed them astronomically. Thanks to the creativity, unending attention to detail, and management of Carrie Rice, the two conferences we’ve worked with them on have been among the most-talked about, highest-rated events in the 30+-year history of this conference. There are a lot of meeting and event consultants out there, but Carrie Rice and Potomac Meetings & Events are the real deal.
Larry Hoffer, President and CEO, Woodworking Machinery Industry Association
When IxDA was looking for a conference planner, Carrie came highly recommended. Over the course of the last two years, Carrie’s become a core part of the IxDA team. She is someone whose judgment I trust, whose work ethic is unmatched and who has proven she can pivot to new project scopes in our changing environment. Most of all, she is someone who makes what is always a high intensity environment a fun experience for the entire team.
Brenda Sanderson CGD IxDA Executive Director
Carrie is the most strategic, creative, and generous events lead I’ve ever had the pleasure of working with. Her attention to detail, combined with her deep dedication to customer experience, is a rare find. Not only has she brought immense value to the projects we’ve collaborated on, she’s also a joy to work with!
Andréa Pellegrino Co-Founder & CEO, Impact Collaborative
I have worked with Carrie on a number of events throughout the last four years and her experience in the industry is apparent from the beginning! She treats any event, big or small, with equal amounts of attention and care. From budgeting to logistics to attendee experience she understands how impactful even the smallest details can be and excels at thinking ahead to prepare for any scenario. Carrie has the ability to quickly connect with vendors, members and event staff as if she has worked with them for years. This sets the stage for smooth event execution which is what we all strive for!
Katie Fleger Department of Economic Development, Loudoun Virginia
I have known and worked with Carrie for many years. Her professionalism and attention to detail makes her a valuable person to have on your team. TRANSFORM 2019 would never have been the success without her. Our small team was under tremendous stress to pull off a redesigned tradeshow in 8 month period and we needed an exceptional consultant who did not need hours of training and hit the ground running and Carrie was just what we needed. I was lucky to have her as part of my team. I look forward to future partnerships with her.
Courtney Mesmer, CMP, DES Director of Meetings & Events American Association of Life Underwriters

OUR EXPERIENCE^(S)

SERVICES

Potomac Meetings & Events offers a comprehensive portfolio of event services, from strategic planning to event execution and closeout. Our service portfolio includes:

Project Timeline Management

Collect all deadlines from suppliers, staff and hotel
Update all items in timeline to ensure document is accurate and efficient
Maintain document for distribution to key staff

Speaker Management

Manage all speaker needs after client hands over confirmed list
Create speaker packet with all necessary forms and information
Collect speaker materials to post online post-conference
Manage speakers onsite
Create speaker tent cards

Catering Management

Develop/edit menus
Track expenses and Banquet Event Orders (BEOs)

Special Event Management

Manage all aspects of receptions and evening social activities

Supplier Management

Work directly with all suppliers and act as primary contact
Manage all audio/visual including invoice reconciliation
Manage photography/videographer
Contract and coordinate all temporary staffing, including volunteer management
Manage ancillary supplier needs such as floral, decor, and entertainment

Financial Management

Create and manage event budget
Assure that all suppliers, food and beverage, room set turns, etc. are correct
Track expenditures against projections

Event Guide Creation & Management

Management of the most important document – the one that notes every detail including food and beverage, labor scheduling, audio/visual set-up, room set-up, all key contacts, etc.

Signage

Manage creation of all signs and banners for the event. Includes drafting copy, proofing signs, and spotting all signage within hotel

Registration Management

Track and manage registration prior to event
Give high levels of customer service to registrants
Create badges for dissemination onsite
Order all necessary supplies such as badge holders, badge stock, lanyards, tote bags, tote bag contents, etc.

Point of Contact

Maintain lists of key contacts
Operate as main conduit of information for the event

General Event Planning

Create space allotment grid
Provide onsite days during event
Assign meeting space including room floor plans
Schedule regular update conference calls
Perform post-event reconciliation and reporting to track all history and note recommendations for future year meetings

Carrie Rice, CMP, CIS

Award-Winning, International Meeting & Event Planner

Carrie Rice, CMP, CIS, has eighteen years of experience in the meeting, special event and conference planning industry. Prior to beginning her consulting career, Carrie was the Director of Conferences and Education for the Industrial Designers Society of America (IDSA), a professional association in Dulles, VA With ultimate responsibility for the Conference program for the society, Carrie managed staffing and budget for an annual portfolio of 10 to 15 diverse events, including regional and international conferences, receptions, board and committee meetings, awards ceremonies and member activities.

Carrie has accumulated a broad array of experience and expertise in strategic planning, creating and maintaining program budgets, event site selection, hotel and vendor negotiations, site management, program development and scheduling, food and beverage management, audio/visual needs and onsite event management.

With experience in a variety of industries, Carrie has planned and managed events both domestically and internationally, working with a large cast of vendors, speakers, sponsors, and executives to produce first-class events with a very high satisfaction rate. She has extensive experience working with public officials and convention and tourism liaisons to produce unique and memorable events in unconventional locations.

Carrie has achieved two industry designations: Certified Meeting Professional (CMP) in 2006; and Certified Incentive Specialist (CIS) in 2015. She holds a Bachelor of Arts degree from American University, cum laude, and a Certificate in Event Management from The George Washington University.