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.

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BEHIND THE SCENES

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.

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 client’s 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.

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

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