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