240-378-0854 Washington, DC Event Logistics, Conference Support & Trade Show Management


Is a full-service event management company specializing in event logistics, conference support and trade show management. We produce events that run seamlessly, on-time and on budget.


We are a dynamic team with 20 years of successful conference planning, exhibits and sponsorship sales experience. At the Phoenix Planning Group, we’ll work with you to ensure your meeting’s success from start to finish. It is our goal to make every event seamless, on-time and under budget.

Event management solutions that address every aspect of the planning process.

Event Logistics

Phoenix Planning Group is here to support you in planning your entire event from start to finish. Our services include, budget management, site/vendor selection, food and beverage coordination, pre-planning and on-site operations.

Conference Support

Working as an extension of your team, we offer administrative support, including registration, housing, transportation and event coordination.

Trade Show Management

We have a team of experts ready to assist you with your exhibits and sponsorship sales. We’ll work with your General Services Contractor, to manage the show floor and execute the details of your event. Our mission is to ensure that your exhibitors and sponsors are happy and their needs are met.

Meet Our Founder

Malene S. Ward, CMP, CEM

With over 20 years experience working in the management & execution of conferences, meetings, webinars, and trade-shows, Malene is well-versed in the full scope of meeting logistics.

Malene has been a Certified Meeting Professional (CMP) since 2005 and Certified in Exhibition Management (CEM) since 2007. In working for companies like Adestra, Direct Marketing Association/DMA, National Association for College Admission Counseling (NACAC), Eye Bank Association of America (EBAA) and American Association on Intellectual Disabilities, her experience and history is diverse in numerous verticals. In November 2018 Malene founded The Phoenix Planning Group, LLC to provide logistical support and event management services to overwhelmed planners, and smaller organizations without an event staff.

Malene is heavily vested in the hospitality and tourism industry, she is a current member of PCMA (Professional Convention Management Association), serving on the Capital Chapter’s Emerging Professionals Committee and former member of the Board of Directors for the Capital Chapter.

Phoenix Planning Group is an event planning, logistics and management company that specializes in corporate meetings, conferences and tradeshows.

We’re full service which means we’ve got you covered from contract signing to budget reconciliation. We work hard to form a lasting relationship with you, your staff and sponsors, so we approach every event with a personal touch. It is our mission to ensure that your attendees have the absolute best experience possible. Contact our team to see how we can assist you>

Vendor Contract Negotiation

We’ll assist you with sending RFPs, comparing bids, negotiating contracts, and the vendor selection process.

Venue/Site Selection

We’ll do the research, make recommendations and help you determine the best location for your meeting or event.

Logistical Planning and Coordination

We’ll be the bridge between your vendors, your team, and your exhibitors, to meet your event goals.

Budget Tracking and Reporting

We’ll review costs and discuss appropriate expenses to keep you under budget, providing necessary reporting as needed.

Need additional assistance?

We’ve Got You Covered!

Full-service event management options for every scenario.

Project Management

We’ll assist you in laying out a plan for your event, including timelines and checklists.

Relationship Building

We’ll work with you in building a strong events team, remember Teamwork Makes the Dreamwork.

Housing & Transportation Management

We’ll manage your room block, make VIP reservations, and coordinate your transportation needs.

Temp/Volunteer Coordination

We’ll solicit quotes for temps, and coordinate volunteers, to ensure you have enough event staff on hand.


We take the stress and anxiety out of tradeshow management and sprinkle it with a little fun.

Our team will manage all aspects of your trade show including, event design, move-in/move-out, and booth set-up to ensure that attendees are drawn to the floor.


Rave Reviews

“Malene has a flair for adding innovation and excitement to her events. Her meetings aren’t just fun, but infused with learning opportunities and takeaways. All who know Malene speak highly of her, it was a true pleasure to work with her and create truly top-notch, one-of-a-kind events.”

Britney Faustine, 
Team Lead, Onsite Solutions, Cvent

“Malene is a true meeting planning professional. Very skilled at organizing and running conferences and events. Great team player who also knows how to balance the meeting planning objectives with sales efforts, making for a great experience for all clients and stakeholders.”

John Woodstock,
Director of Business Development at AVIXA

Let’s Connect!

Conference planning can be a challenge. The Phoenix Planning Group is here to support you from start to finish. Request a proposal and we will customize a quote for you, based on your specific needs.