Asheville Meeting Logistics
Asheville Meeting Logistics

Welcome to
Asheville Meeting Logistics

Need help planning your next conference, business meeting or event?  Our conference planners have over 30 years experience. 

Mission Statement

Our mission

Our mission is to provide professional, trusted meeting and conference planning services to assist individuals, businesses and non-profit organizations in achieving memorable stress-free events with a solid return on investment. 

About Us


We are meeting planners located in Asheville, NC. With over 95 years of combined experience, we have the expertise and the local contacts to make your conference, meeting, retreat or event successful!


  • Our planners can manage and execute all aspects of your meeting, conference or event.
  • We have extensive experience in producing medical education conferences
  • We serve as your local representative, ready at a moments notice to "be there when you can't"


  • Hire local!! Our planners are long time residents of Western North Carolina and we know this area and it's resources. 
  • We strive to produce a stress free and successful event.
  • Our goal is to give you a solid return on investment that, not only meets but exceeds your expectations.



  • Secure the perfect venue in Asheville or Western North Carolina 
  • Assist in budget development
  • Negotiate contracts with vendors 
  • Manage all pre and post communications with attendees, speakers and exhibitors
  • Arrange event entertainment
  • Assist with securing speakers and coordinate speaker travel
  • Coordinate exhibitor and vendor support
  • Maintain confidential attendee database
  • Meet with venue representatives to survey and confirm meeting specifics
  • Develop agendas
  • Market and advertise your meeting or conference.


  • On site logistics, registration, and accounting
  • Prepare and distribute name tags and attendee materials
  • Concierge services for attendees, guests, speakers and exhibitors
  • Food & Beverage oversight of cost, quality of service, presentation and taste
  • Manage hotel room block
  • Coordinate VIP attendees
  • Manage group and private transportation needs
  • Coordinate AV/Wi-Fi/Electrical needs
  • Exhibitor set-up and take-down
  • Coordinate shipping and receiving


  • Apply for and secure educational credit from your designated entity
  • Highly skilled in completing and fulfilling continuing education provider requirements 
  • Extensive experience securing nationally recognized speakers
  • Grant writing for non-profits to secure unrestricted educational grants
  • Experience with securing various physician Medical Board Certification Credits (Maintenance of Certification)


  • Prepare final actual/budget comparison
  • Prepare revenue and expense reports
  • Maintain complete records for all agreements, contracts, emails, etc.
  • Manage all post communication with designated company contacts
  • Develop and manage post activity attendee/exhibitor evaluations if needed
  • Maintain confidential client list and database
  • Post educational surveys or tests as required


  • Review and approve all invoices for compliance with contract 
  • Research and recruit industry supporters to help reduce your expenses
  • Assist in establishing levels of sponsorship and securing sponsors to reduce costs
  • Analyze pre and post evaluation instruments to determine ROI


Click on the above photo to read recommendations and testimonials from satisfied clients and venue managers.

Asheville Meeting Logistics

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Charlene R. Thomas, MHA

  Charlene is President and Founder of Asheville Meeting Logistics. She holds a Master’s Degree from the Fuqua School of Business at Duke University. She has extensive experience in the areas of strategic planning, contract negotiations, business development, business operations and financial management.   Charlene and her family have resided in Asheville for over thirty years. She has a depth of knowledge and experience in working with service providers throughout Western North Carolina and has produced many successful conferences.   

Charlene enjoys spending her free time with her husband and seven very special grandchildren. She is the proud Mom to Scarlett our office mascot.     

Nancy H. Robinson

Nancy has a Bachelors degree in Business Management from the University of North Carolina at Asheville and grew up in Western North Carolina. She is a dedicated planner with 25+ years experience in meeting, event and conference planning. 

Nancy is a detail-oriented professional with strengths in budgeting, accounting, grant writing, speaker recruitment, marketing, planning, implementation, and management of all aspects of meetings and events. Her goal is to provide a stress free event. 

Nancy is Mom to a beautiful daughter in college and enjoys ballroom dancing, gardening and talking about her sweet pups, a chihuahua named Prince and a miniature dachshund named Cocoa.

Danielle W. Willis

 Danielle has a bachelors degree in Business Management from the University of North Carolina at Asheville and began her career in healthcare marketing. She has over 15 years experience in conference planning and excels at creating successful events. 

Danielle has strengths in tackling the smallest details, making creative marketing plans, organizing everything and everyone. She is always mindful of the client budget with the goal of cost savings whenever possible.

Danielle is Mom to two boys, ages 4 and 6. Her husband is a Ph.D.  organic chemist. She enjoys spending time with her family, hiking and running.  

Kelly Hutchens-Dale

Kelly earned a bachelor's degree in Accounting from Appalachian State University with over 30+ years experience in business accounting and over 20 years experience in conference, meeting and event planning.

 Her strengths include budgeting, accounting, and financial reporting. She strives to ensure a return on investment that will meet each client's goals. Kelly has worked with various organizations including non-profits. 

Kelly is married to a local CPA. She is Mom to a sweet pup named Winslow who loves to bark and chase bunnies whenever possible. Kelly is a huge Appalachian State University football fan.

Scarlett Thomas

  Miss Scarlett is a unique member of our team. Although she is deaf, she makes herself known by her very loud snoring during her many long naps. On our initial conference call with clients, we always introduce Miss Scarlett, just so the client doesn’t think that we have fallen asleep during the call! 

Miss Scarlett is friendly to all and a delight to those who visit us. 

Contact Us

Drop us a line!

Local meeting planners with over three decades of experience!!

Asheville, located in beautiful, Western North Carolina, is a perfect location for your next meeting or conference. Let us show you how to have a successful meeting.

Asheville Meeting Logistics

900 Hendersonville Rd., Suite 311, Asheville, NC 28803, US

(828) 277-9634


Monday - Thursday: 9am - 4pm

Friday: By appointment

Saturday - Sunday: Closed