Meetings & Conferences · USA · Canada · Mexico
Corporate meetings and conferences across North America, planned end to end.
Send us your RFP. We source the venue, negotiate the hotel contract, build the AV and support the program on site, so your team can focus on the agenda.
What we plan
Meetings for every part of the business year
Private boardrooms, tight agendas and discreet service for small leadership groups.
General session, breakouts, exhibit space and registration, all under one plan.
Stage, sound and screens that make the big moments land, plus awards on the last night.
Resort and city settings away from the office, with time built in to think.
Reveal staging, customer sessions and a venue that fits the brand.
Plated dinners, entertainment and run-of-show timing for the night that closes the program.
Destinations
Where your next meeting can go
Convention cities for large groups, resort destinations for retreats and incentive add-ons.
What we handle
One partner for the whole program
Shortlists, site visits, room blocks, F&B minimums and attrition terms.
Sound, screens, lighting, speaker support and live streaming.
Online sign-up, rooming lists, badges and help desk.
Airport meet and greet, shuttles and group transfers.
Group restaurants, receptions and private buyouts.
Stage backdrops, wayfinding and printed materials.
Facilitated workshops
Add a session that moves the agenda forward
Half-day and full-day workshops that slot into your meeting program.
Meeting packages
Start from a package, then tailor it
Meeting room set to your format, projector, screen and microphones, a coffee break and an on-site coordinator.
See what’s included →Full dayFull-Day MeetingMeeting room set to your format, projector, screen and microphones, two coffee breaks, lunch and an on-site coordinator.
See what’s included →2–3 daysMulti-Day RetreatHotel rooms and meeting space, one team building activity, group dinners, airport and local transfers, and an on-site coordinator.
See what’s included →How it works
From RFP to wrap report
- 1 · Send your RFP
Dates, group size, destination ideas and budget.
- 2 · Get options
Venue shortlist with rates, space and a full budget.
- 3 · Site visit
Walk the space in person or on a live video tour.
- 4 · Contract & plan
Hotel contract, run of show and attendee details.
- 5 · Deliver & report
Program day support, then a wrap report with final spend.
FAQ
Questions planners ask us
How far ahead should we book?
The earlier the better for conferences and large groups, because popular venues and dates book up months ahead. Smaller meetings can often be arranged at shorter notice.
What group sizes do you handle?
From small board meetings to conferences for several hundred people. Tell us your numbers and we will match the venue.
Can you run hybrid meetings?
Yes. We arrange streaming, remote speaker support and the AV crew to run it.
Which currency do you quote in?
We quote in US dollars. Contracts and invoices come from Phoenix Destinations LLC.
Can we add team building to the program?
Yes. Pick a session from our team building programs and we will fit it into the agenda.
Planning a meeting in North America?
Send your RFP and get venue options and a full budget back.