Meeting Planning

Home / Scope of Services / Meeting Planning

Organizing for a Successful Event

Your meeting contracts are leveraged through Ruggles’ buying power in the marketplace. Our seasoned meeting planners negotiate favorable hotel contract terms including, but not limited to room rates, attrition clauses, food & beverage minimums, cancellation clauses and concessions. We conduct thorough site inspections for future meetings, which can frequently be combined with other trips for cost sharing. In concert with the program committee, we plan the logistics of how to fit your meeting schedule, exhibitors, and social events into the most appropriate and easily navigable locations available on site.


Our graphic designers will provide professional meeting signage and registration materials for your delegates, and we work with your program committee to communicate with faculty and speakers to ensure a seamless program.


As you work with us, your society will love how easy it is to manage and attend a meeting with our custom-built Ruggles’ Mobile Meeting Guide© solution. In addition to providing quick links to registration, conference schedules, and hotel reservations, our popular Mobile Meeting Guides have replaced the traditional syllabus with a mobile responsive online product that your registrants will love.

Get Ahead of the Game


  • Let us negotiate your hotel and event site contracts and work to plan the best locations for your sessions
  • Let us coordinate the menu and details for your meeting’s social events
  • Let us organize contracts with outside vendors to provide the best and most affordable options for AV and other meeting needs
  • Let us work with the program committee to organize and plan CME credits for your meeting
  • Let us develop and distribute promotional materials and event signage for your meeting through our in-house graphics department
  • Let us coordinate faculty communication and participation forms to ensure a smooth schedule
  • Let us host your schedule, syllabi, evaluations, CME, and much more through the Mobile Meeting Guide

Ruggles Service Corporation is an exemplary Medical Association Management Company. Over the course of the past five years I’ve attended over a dozen meetings coordinated by their exceptional staff. Planning and attending meetings coordinated through the Ruggles team is remarkably easy and problem free. The entire process, from registration to onsite activities, runs smoothly and efficiently. Staff are delightful to work with, they are incredibly friendly and helpful. The event registration process is straightforward, event logistic details are relayed in a consistent, thorough, and timely manner. Onsite logistics are meticulous, move-in and move-out details are flawlessly orchestrated. Their meetings are always well attended, making the whole endeavor very worthwhile.

Tricia Brazil

Program Director - International Anesthesia Research Society, SmartTots

For a detailed look into our variety of membership services, contact us. We’d love to partner with you!