DIANE M. Ramos

Event consultant and experienced planner supporting busy planners with their never-ending project management to-do list with planning, managing, and executing hybrid, virtual or in-person events, conferences, or special projects.
Key Services Offered & Client Projects:

• Strategy & solutions - Reviews and evaluates data and trends to identify process improvements, reports findings, and suggests customer experience improvements and possible revenue-generation. Examples include events, programs, membership options, and new business development opportunities.
• Event management - Experienced in all areas of pre-during and post-event management. Examples include vendor and site selection research and contract negotiations, registration, housing, schedules, playbooks, specification guides & communications for VIPs/board, exhibitors/sponsors, speakers, & staff.
• Special projects - Provides logistics and project management support, including researching trends and risks or new business development opportunities. Organizes findings by developing, building, or updating data trackers and software. Reviews and evaluates online and in-person offerings and programs. Examples include UX/CX journeys (events, membership, purchases, customer service support, and communications), online and in-person via mystery shopping.
• Event and other support needs - Provides event and customer service support online, via phone, or in-person with logistical Q&As to calm or lessen travel anxiety or event logistics frustration that some VIPs/board, speakers, exhibitors/sponsors, or staff experience. Examples include a virtual concierge for registration, housing, or programming or logistical deadline reminders & follow-ups. Event liaison/hostess to manage onsite or virtual offices, lounges, or special events/tours

Planned a 1,000-person April in-person annual conference before the COVID-19 pandemic shutdown. The meeting was reimagined as a May virtual event and launched 60-days later for 750 people. Defined roles and served as host, moderator, production, and concierge coordinator for rehearsals, recordings, & during the live run of the show. Coached and led a non-meetings team of six. Developed virtual conference agendas, schedules, and presentation logistics for live and pre-recorded sessions. Created speaker, exhibitor/sponsor, and staff information and communications, including schedules, training modules, and technical rehearsal agendas. Reviewed event data analytics & reported the metrics to leadership.
Key Achievements:

• Designed and planned this event without previous virtual conference knowledge or the ability to review the vendor's platform or functionality due to the delayed developmental phases.
• Served as a vendor production liaison; tested and troubleshot the new Zoom video conferencing integrations. Due to the beginning stages of virtual platforms development, customer service support and platform training weren't an option or offered during this time.
• Identified potential new revenue and exhibitor/sponsorship opportunities resulting in a 15% increase in event revenue and generated over 65% of the association's annual revenue.

Responsible for managing two annual conferences (800 - 1,700 people) and other smaller meetings (30 - 200 people). Oversaw RFPs, site selection, contract negotiations, schedules, and financial and risk management. Developed and managed logistics, including event databases, specifications & staging guides, housing, registration, onsite run of the show, staff schedules, and post-conference administration. Directed all vendors, including decorator, catering, audiovisual, internet, electrical, shipping, temporary staff and services, and DMC. Evaluated data analytics with reporting to the executive level.
Key Achievements:

• Maximized a $2.5M budget and produced highly rated events within strict budgets.
• Saved $1M in hotel attrition fees through strong vendor relationships.
• Reduced logistical expenses by an aggregate of 30% over ten years due to data analytics. Creative solutions resulted in increased attendee engagement and stakeholder appreciation.

Developed & executed Federal cabinet-level official business meetings (100 people), training meetings (50 people), and Native American Trial leader meetings (30 people). Managed & coordinated logistics.
Key Achievements:

• Coordinated with First Lady Laura Bush's office for White House Rose Garden presentations.
• Reduced expenses by 30% through trend analysis and positive vendor relationships.

Directed six council meetings (30 - 200 people), annual conference spouse tours and golf tournament, 200 - 500 people). Managed and administered a $375K budget. Planned and executed onsite logistics.
Key Achievements:

• Recipient of "America's Promise Red Wagon," commissioned by General Colin Powell, USA (Ret.), former US Secretary of State, and multiple "Customer Service" awards.