• Site Selection
• Contract Negotiation
• Communications
• Marketing
• Registration
• Financial
• Planning/Operation
• Catering
• On-Site Administration
• Technical Support
• Post-Meeting Analysis

We determine your specifications and preferences to conduct research into the best properties. After presenting you with options, we conduct a site selection to ensure that the property matches your expectations. A first-hand inspection is always recommended and whenever possible, we spend at least one night in the hotel as a regular guest, evaluating all services. This allows us to identify both positive and negative aspects that can’t be spotted in sales literature. Meeting hotel representatives first-hand allows us to develop relationships beneficial during contract negotiation. Because we are recognized as a company working with many clients, we have important hotel contacts and clout -- this works to your advantage.

This needs to be done by someone with experience. Barbara St. Aubin is known for her tough negotiating skills! Vendor contracts are slanted to their best advantage with scary clauses and many pitfalls, but we know how to swing the advantage back to your side. If requested, we consult with a lawyer to be sure your group is covered in all legal aspects. After an acceptable contract is negotiated, it is presented for your review and signature.

The key to any successful venture is COMMUNICATION. We communicate with you at every step of the way and with those you designate to create appropriate and appealing communications.

This goes hand-in-hand with communication. If attendees are required to attend a meeting as part of their job, you won’t need much help, but we can still make the information more appealing. For other events, we assist in attracting registrants, exhibitors, presenters and sponsors. For many clients, we contact and secure presenters within budgetary guidelines. The size of your budget does not affect our creative process. We showcase your event in the most positive manner.

Many meeting planners won’t handle registration. We do, because we know it’s a vital part of the whole picture. It’s the only way we can really track what’s going on and report back to you. We create a database of attendees, with all pertinent information. Confirmations are sent to each registrant, reinforcing that their meeting experience is going to be a positive one. We provide both advance and on-site registration.

You develop the budget -- we adhere to it or save you even more money. SA&A, LLC has a proven track record of making money for meetings that had been "in the red" or break-even. The tricky part is knowing when to spend a little more to make a big difference. We let you know what our experience dictates. We keep you informed through periodic reports. If requested, we open and maintain a bank account designated only for meeting funds and disbursements.

Every attendee has individual expectations which we want to exceed. We deal with VIP’s and meeting delegates with the same degree of professionalism. We plan and oversee all functions. We adhere to the old-fashioned work ethic of doing "whatever it takes to get the job done". We enjoy being behind the scenes, making you look good.

We work with you to create the right menus and with the hotel to negotiate a fair price. Guarantees made to the hotel in advance of catering events are not for the faint-at-heart. Through years of experience and research of your group’s history, we arrive at the right amount of food and settings, but help avoid paying for food not eaten.

The planning has been going on for some time.......the details are worked out and now it’s "Showtime!" We’ve put together a great program, partnered with a lot of exhibitors and sponsors and an impressive number of attendees are registered. It’s time for you to sit back and enjoy the meeting while we make things happen. We get such a rush meeting face-to-face the people and seeing that all details are covered. We solve problems in a quiet, efficient way so that attendees never know. One of the best compliments we receive is that we make it look easy - that’s the way it should be.

Today’s technology is becoming more complex. SA&A, LLC has developed a partnership with one of the best audiovisual companies we’ve ever worked with. If appropriate, they are willing to travel anywhere in the country for our clients. Or, we work with the hotel’s a-v company to cover the bases.

SA&A, LLC provides you with post-conference reports, including a final attendance count, hotel room pickup, financial accounting and other pertinent information. If applicable, an evaluation summary is provided as well.

St. Aubin & Associates, LLC offers options. We confer with you about your budget and choice of payment. You can pay on a monthly basis, by the hour or by the number of attendees. We can even provide services at no cost to you. This is done by your agreement of our accepting a commission paid by the hotel/property based on sleeping room revenue. This usually does not affect the hotel’s quoted rate and never affects our integrity. It does, In fact, create a win-win situation for both of us. To sum it up, we work with you in whatever manner you choose.