GlobalPartners

Dynamic Professional Meeting Planners

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Detailed Services

Planning

  • Detailed destination and hotel research per specifications and
    demographics
  • Assist development of program theme & logo
  • Negotiation of room rates, comps & upgrades, pre-post extensions,
    hotel payment schedules, attrition and cancellation clauses
  • Client/Planner Site Inspection
  • Negotiate Audio Visual products and services
  • Negotiate with all vendors including ground transportation,
    off site venues, catering, décor and entertainment
  • Detailed proposal outlining available dates, rates, amenities,
    proximity to major airports, and property specifications including
    cost savings analysis

Program Coordination

  • Dedicated Program Manager for program coordination and execution
  • Management of all details for successful execution
  • Communicate with all vendors to secure goods/services as required
  • Client updates as required
  • Customize Food & Beverage/guarantees/complete banquet event orders
  • Selection of Off-site Venues/coordinate and execute

Communications Registration Management

  • Customized electronic registration with secure data collection
  • Personalized communication with attendees
  • Detailed data reports on timely basis
  • Organize Registration Materials/Confirmation Letter/Final Documents/
  • Luggage Tags/Leave Behind Information
  • Choice of Name Badge Design and Production

Promotional Items/Awards

  • Award selections
  • Room Gifts for attendees and guests
  • Custom gift cards and packaging

Air Transportation

  • Contracted group air rates when applicable
  • Analyze scheduled air carriers versus chartered planes
  • Determine and adhere to corporate guidelines for executives and attendees

On-Site Coordinators

  • Friendly, Professional and Experienced Travel Directors
  • Travel Directors execute all details, reconfirm meeting space, update
    attendee guarantees, cross check hotel and transportation manifests,
    liaisons with all vendors
  • Review master account daily to assist with final reconciliation
  • Organize room gift deliveries and baggage pulls
  • Manage shipping of gifts and materials to/from the site
  • Distribute meeting materials and discard as required

Program Accounting and Recap

  • Track payables and receivables
  • Review and reconcile all vendor/supplier invoices
  • Final Reconciliation outlines final logistics, actual attendees and cancellations, expenses and cost savings
  • Post Conferences with vendors and client

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