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At no cost to you, we can fulfill all your pre-conference needs.

“Cypress Planning Group has supported our organization for the past five years and, honestly, I can’t imagine running a conference without them.”

Tracy Shawn - American Society of Horticultural Science


Site Search & Selection

Selecting your meeting destination is your most important first step. And because we know the viable inventory, we can quickly ascertain and compile the best options for easy comparison. On-site or off, we’ll evaluate your venue to ensure it meets your needs—and your standards—before a contract is ever negotiated, much less signed.

RFP Development & Management

For a competitive bid, you need a competitive proposal. Writing exclusively to your specifications, we translate your objectives into an RFP that is both strategic and “reviewer friendly”—efficiently managing the entire process while maintaining overall planning continuity.

Contract Analysis & Negotiation

Understanding and avoiding potential pitfalls in the contract phase is critical to the ultimate success of your venue booking. Leaving no room for ambiguous terms, we analyze and negotiate contracts from a “back-of-house” perspective. Contingency exposure? Not on our watch. The fine print? Fine by us.

Room Block Oversight & Reporting

Even with solid contract parameters, room block management is a complex and stressful part of event planning. How do you protect your competitive room rate? What is the contractual attrition clause? What are the allowable reductions and cut-off dates? We proactively monitor all mitigating factors. And when armed with custom reports, we’re able to leverage accurate, historical data that inures to your benefit in future negotiations.

Hotel Room _ Site Selection Page .jpg
2 people meeting in a lobby _ Site Selec
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