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Flawlessly Executed Corporate Meetings & Incentive Programs

We Bring Your Vision to Life.

conference speaker at podium with large audience listening

All meeting details handled for you

We free you to focus on your agenda

Totally Transparent Budgets

Planning Your Own Meeting Can Be a Nightmare!

tired women sitting at table with documents in their hands
  • Don’t have the in-house manpower or knowledge to do it efficiently and avoid costly mistakes?
  • Worried you won’t be able to resolve the unexpected problems that always pop up?
  • Anxious your final costs will go way over budget?

It can frustrating trying to figure out how to do things right.

You deserve better! Avoid the struggle. Let the experts take care of it for you!
Relax! Caldwell Group’s Got You Covered
We Take Care of All Program Logistics

Let us handle all the tedious details of planning and executing your meeting. We free you from worry so you can focus on what’s important - your program agenda.

We Listen

We care about your experience matching your vision. We listen to learn what’s most important to you so we can focus on your business objective.

Know Costs Exactly

Our open accounting allows you to see the actual dollars spent, every step of the way. Nothing is hidden.

Save Money

We know how to negotiate the best deal with vendors, and what concessions to ask for.

We Provide Support For…

  • Overall project coordination & facilitation
  • Hotel site search
  • Hotel rooms
  • Meeting space
  • Food & beverage / special meal requests
  • Hotel contract negotiation & specifications
  • Airline ticket negotiation
  • Lost luggage
  • Ground transportation
  • Online registration creation & management
  • Entertainment
  • Parties
  • Destination management company for activities
  • Off-site activities
  • Restaurants / dine-arounds
  • Staff on-site
  • Crisis management / Problem solving
  • Promotional & creative services
  • Budget projection & management
  • Final accounting & analysis

Avoid the Struggle & Confusion of Planning Your Own Meeting

We understand the struggle and overwhelm of planning your own meeting when you don’t know what you’re doing. There are so many details to coordinate, many you aren’t even aware of. And when the inevitable problems crop up, fear crushes down and immobilizes you.

Planning a meeting is NOT your skillset. We get it, and we care. Our goal at Caldwell Group is to take all that anxiety off your shoulders. Let us handle all the logistics and negotiation so you can focus on what’s important - your agenda.

At Caldwell Group, we’ve helped hundreds of companies just like yours plan and execute flawless programs.

Let us make you look great! Imagine how you’ll feel when everyone has a wonderful time and they say, “That was the best meeting I’ve ever been to!”

happy, smiling corporate meeting attendees applauding
Since 1988
98% repeat clients
Diversity company

with all-women professional staff

Totally Transparent BudgetsNothing is hidden

We spend your money as if it were our own.
Business team analyzing financial data

At Caldwell Group, we know that you want to control costs, but you’re worried you won’t know what’s going on with the budget. We understand! That’s why we provide Totally Transparent Budgets.

Unlike our competitors, our management fee is NOT a percentage of expenses – NOT cost plus. Our management fee is based on complexity of project, number of participants, and our estimated hours.

Our open accounting allows you to see the actual dollars spent, every step of the way. We provide line-itemized estimated and working budgets, show our management fee and all charges for our staff.

Our final accounting includes backup documentation for all net cost charges. You can see our expense reports for staff, hotel and vendor bills. All charges are reconciled.

Don’t worry. With our Totally Transparent Budgets you’ll know costs exactly!

“Caldwell Group is incredibly flexible and work their meeting magic with unwavering, top-notch customer service. Their professionalism, transparent business practices, and charm shine through at every step, from meeting preparation to the last guest.”

Curtis Head, CEO, PRC Clinical

Our Easy Plan For Your Best Meeting Ever

Follow these simple steps to get started…

Schedule a Call

We’ll learn your event goals and vision.


Review Our Proposal

We’ll present our plan to create a memorable and successful meeting at a reasonable fee.


Enjoy Flawless Execution of Your Program

Relax in confidence as your meeting goes off without a hitch!

Our clients range from small businesses to Fortune 100 companies.