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