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Professional Excellence

3 Certified Meeting Professionals (CMPs), 1 CMP Fellow, and 3 Healthcare Meeting Compliance Certificate (HMCC) holders

Diverse Scope

We've served countless industries through in-person, hybrid, and virtual events across the US and internationally

Customized Solutions

We provide a tailored framework designed to fulfill your organization's promise to every stakeholder

Strategic Event Management & Experience Design

RGI’s expert Meetings Team delivers comprehensive event, convention, and tradeshow solutions that balance operational logistics with meaningful human connection. 

Whether you’re looking for our team to fully manage and execute your meetings or your staff needs extra support with large-scale events, our team will meet you where you’re at, bringing our decades of expertise to develop creative, customized solutions. 

Our team serves nonprofits, associations, for-profit companies, government organizations and other professional groups. 

Two Core Pillars

Meeting & Event Management

Our team takes care of the complex mechanics of your event, ensuring every element is executed flawlessly. 

  • Strategic Planning and Budgeting: We work to define your event's core promise, developing a comprehensive budget and pricing strategies that reflect your promise
  • Site Selection and Contract Management: We leverage our industry expertise and relationships with event spaces for more effective venue selection, negotiations, and contract management
  • Programming Expertise: Your attendees deserve the highest-quality educational programming, and we ensure content reflects your attendees' needs, including overseeing virtual or hybrid platforms and coordinating speaker logistics
  • On-Site Execution and Evaluation: We'll ensure the day of your event goes smoothly by overseeing all day-of management, followed by a detailed "lessons learned" analysis to support future growth

Attendee & Stakeholder Experience

Experience design involves more than just focusing on the attendee experience – we work hard to elevate the individual experience of all who speak, sponsor, or otherwise support your event.

  • Registration Management: We develop a seamless and welcoming registration process, setting the tone for a professional and impactful event
  • Cohesive Event Communications: Our digital and print communications are designed to keep your community connected before, during, and after the event while seamlessly fitting into current branding
  • Speaker and VIP Management: We coordinate logistics that make your speakers and VIPs feel fully supported, prepared, and empowered in their unique role
  • Sponsor and Exhibitor Opportunities: We work with you to develop impactful sponsorships and exhibitor opportunities that move beyond simple booths to create a more impactful connection between partners and attendees

Case Study: Managing a Large-Scale International Meeting

When the International Society for the Study of Xenobiotics (ISSX) decided to host their 16th European Meeting in Basel, Switzerland, RGI’s team stepped up to deliver a seamless international conference experience. Bringing together hundreds of attendees from over two dozen countries, our team navigated a range of cultural expectations and unique planning challenges to create an experience that exceeded expectations in nearly every way. 

The Situation

With a large-scale international conference comes a variety of unique planning and execution considerations, and the ISSX's 16th European Meeting, held in Basel, Switzerland, was no exception. In planning the four-day international meeting, RGI staff had to carefully navigate logistical differences like shipping and customs regulations, vendor lead times, currency differences, and travel visas, alongside balancing cultural expectations and experiences for attendees travelling in from across the world.

Our Approach

To ensure an excellent experience for such a diverse group of attendees, our team worked with local vendors to coordinate free attendee transportation, offer meaningful cultural experiences, and recommend a range of hotels to match every attendee’s unique needs and preferences. By offering assistance with things like travel visa applications and transportation guides, the team helped to provide a seamless attendee experience even before the event began.

Delivered Results

The conference was a huge success for the association, outpacing almost every goal set for it through careful planning, strategic marketing, and an attendee-focused experience. The final registration numbers were nearly double the amount expected, bringing in 441 attendees representing 27 different countries, many of whom were attending for the first time. Additionally, sponsorships more than doubled the goal amount, boosting revenue, reach, and credibility for the association beyond this event, and allowing ISSX to further advance their global mission.

Hear more from our event planners about this conference experience at the blog articles below:

“A Guide to Successful International Meeting Planning” by Natalie Crispin and Kortney Incorvaia, HMCC

“Beyond the Checklist: Insights from an International Meeting” by Natalie Crispin and Kortney Incorvaia, HMCC

Looking for a partner for your next event? Reach out to us today!

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"I was thoroughly impressed by RGI’s creativity, attention to detail, and ability to deliver ideas that were both innovative and budget-conscious — and our members absolutely loved them. The team executed the general session flawlessly, ensuring every team member knew their role, that AV was seamless and well-timed, and that the overall production was elevated beyond prior years. The team went above and beyond throughout the event, stepping in wherever leadership or support was needed — no task too big or too small."

Angela Schnepf, LeadingAge Illinois

Event Services

RGI offers a diverse set of event, convention and tradeshow management services. These can be tailored for in-person events, virtual events and hybrid events and can be bundled to suit any client’s specific needs.

Our Services Include:

  • Defining and delivering your event’s promise for all stakeholders
  • Stakeholder coordination:
  • Speaker contracting, preparation and coordination
  • Outside vendor management
  • Volunteer and VIP management
  • Developing event budgets and pricing
  • Virtual/hybrid technology platforms and content management
  • Site selection/negotiations/contracting
  • Registration management
  • Planning and coordination
  • Abstract reviews/call for presentations coordination and selection, including developing educational content
  • Development and fulfillment of sponsor benefits
  • Trade show management
  • Day-of execution
  • Event marketing and communications support
  • Evaluating lessons learned
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