Vanderbilt Medical Center Special Events

Event Services

Our team of event planners will work with your department on every detail of your event to ensure that your resources are managed responsibly and your guests have an enjoyable experience.

There are many services we provide, including:

  • Comprehensive event plan
  • Budget projection and management / updates, including revenue vs. expenses
  • Vendor research and management (catering, rentals, valet, printers, designers, florists, etc.)
  • Online registration site and reports (customized to your requests)
  • Payment of all event-related invoices
  • Graphic design services: invitations, menu cards, place cards
  • Timeline creation - planning and event day(s)-of
  • Staffing needs and scheduling
  • Onsite registration staffing (and other as possible/needed)
  • Layout design (in conjunction with venue)
  • Rentals: furniture, exhibitor needs, linens, etc.
  • Menu research, finalizing catering numbers (including monitoring dietary needs in registrations)
  • Coordinating A/V needs
  • Coordinating transportation and parking for attendees
  • Communications with speakers, including gathering presentations and A/V needs
  • Communications with exhibitors and sponsors, including collecting logos and determining placement in print materials as well as physical locations onsite
  • Marketing materials
  • Creation of onsite signage
  • Creation of meeting print materials (programs, bags, t-shirts, folders, thumb drives)
  • Spouse programs/entertainment
  • Assistance with continuing education

All event-related services will fall under a single final invoice which is charged automatically to your desired center number with the month-end upload.

Have an event in your future?

Contact Trish Hayes to initiate the event planning process today.

Contact Deborah Camacho for events requiring online registration services only.

Submit a "Request for Contact" form.