Strategic Meetings Management System (SMMS™)

The 5-stage TKOS SMMS™ is a proven proprietary methodology for increasing the success of any special event. 

Stage 1 –  Creating An Event Partnership

The most successful events are the result of a partnership between the hosting organization and the TKOS team, and TKOS begins by helping its customer identify strategic and tactical goals, concerns, key personnel, event history (if appropriate), and expectations.  Then, TKOS reaches out to other stakeholders, including past and future attendees and guest speakers, to determine what they expect and hope to accomplish.  All of this information is then built into a comprehensive event planning matrix.

Stage 2 – Building The Customer’s Planning Matrix

TKOS’ comprehensive event planning matrix is much more than just a checklist.  Rather, the matrix is a timeline that documents the availability of personnel and other resources, defines clear responsibilities and expectations for the entire event planning team, establishes deadlines, and sets a schedule for meetings, conference calls, and progress reports.  The matrix is an organic document that grows and changes throughout the event planning process.  

Stage 3 – Pre-Event Planning

Throughout this stage, TKOS and the customer work together, as partners, to create and implement all of the elements of the event plan.  Schedules are established for sending invitations to speakers and attendees, arranging hotel rooms, meals and audio-visual services, determining the need for additional support such as media relations, and far more.

Stage 4 – Day of Event On-Site Management

TKOS is always on-site to make sure the event unfolds properly, achieves its goals, and satisfies internal and external stakeholders.  TKOS checks everything from water pitchers to seating arrangements, from A/V set-ups to the media room.  TKOS also obtains attendees’ contact information to facilitate post-event communications and outreach, and ensures that evaluation forms are completed by the attendees.

Stage 5 – Post-Event Follow-Up

TKOS has learned there is much to do following an event to ensure that customer goals have been met.  The follow-up includes holding a post-event meeting with the customer team to evaluate the entire event, including TKOS' performance.  An important post-event element is outreach to attendees and those that were invited but could not attend.  TKOS helps the customer utilize web-based communications to continue "conversations" started at the event, and build excitement about future customer events and activities.