Planning A Government Meeting On A Budget

General Service Administration’s (GSA) Federal Acquisition Services Employee Relocation Resource Center (ERRC), a government-wide center for employee relocation products and services that offers Federal agencies a streamlined procurement process, brought in BWF to plan and execute a training event with a limited budget and time restrictions.

Situation: As a subcontractor to parent company Sage Communications, Brotman-Winter-Fried Communications was brought in to plan and execute a one-day training event for GSA’s Federal Acquisition Services Employee Relocation Resource Center (ERRC). The combination of a limited budget and specific time restrictions made the previous subcontractor unable to secure a suitable location for the event, so BWF was brought in approximately three months after the contract was awarded to deliver a stellar event for GSA.

Objectives: Identify a suitable location, determine all event needs, and meet all GSA requirements within a limited budget.

Our Process: By tapping into our staff’s personal networks, BWF was able to identify a location quickly that would suit the needs of the event as well as work with the financial and time restrictions set forth by GSA.  Once the event venue was secured, BWF worked alongside venue staff to determine appropriate catering and audio/visual equipment.  Proper room layout was arranged and multiple site visits ensured that the hotel clearly understood our client’s objectives.  Contract negotiations were completed to ensure that the client received the best possible pricing in adherence with all government restrictions.

Onsite at the event, BWF managed the entire setup process and remained onsite to serve as the liaison with the venue, troubleshooting when necessary and ensuring the event ran smoothly.

Results: Through BWF’s efforts, a location was secured and the client was thrilled with the overall event.  The event came in under budget and the general event was well-received by all attendees.