Meeting & Guest Room Management
Housing your event delegates and securing their meeting space is important.
Coordinate to secure a room block and meeting space plan that matches your needs and your budget.
Present room and space block requirements with a chosen facilities sales department to develop a contract that is both flexible and cost sensitive.
Negotiate any required amendments to the contract, (e.g. additional meeting space and/guest rooms).
Confirm the venues management team fully understands the client's program requirements and specifications.
Reviewing and updating the contracted requirements as per scheduled room and space block review dates.
Ongoing communication with selection session hotel sites as necessary to communicate any client specifications.
Provide an updated detailed report of the client's history
Create, distribute and post the event schedule as approved by the client.
Site Selection & Venue Management
Selecting the right venue is a critical component to the overall success of your event.
We engage in a comprehensive consultation process to determine a range of sites, which offer the best fit.
We prepare a report of qualified session sites with recommendations.
Upon selection of a preferred site, we manage and organize the arrangements with the venue to final contract.
Contract Negotiation Services
Professional assessment of event requirements for facilities, suppliers and other 3rd party vendors.
Provisioning for guaranteed price quotations.
Negotiation of client specific agreement limitations and terms.
Coordination of guest room blocks and meeting room requirements to allow for greatest affordability and venue flexibility.
Creation and management of event timeline.
Web Based Registration & Information System Services
Using a variety of web based tools and applications including:
Customized event registration websites.
Real time client access to secure online attendee registration, management system including attendee lists, reports and statistics.
Creation and distribution of meeting program and special updates/announcements.
Electronic communication services to all.
Attendee information website and applications.
Name badge printing/QR codes.
VISA letters generation for international participants.
Registration of event with government agencies.
Financial Management
Dedicated personal service and proven ability organize events and budgets translates into a seamless financial experience:
Budget preparation and control.
PCI compliance credit card processing.
Customized invoicing and receipts.
Customized financial reporting.
Food & Beverage Planning
Creating a memorable event, we offer the following services for food and beverage planning:
Inclusion of all food and beverage pricing specified in the event contract.
Oversee event logistics on-site and confirm final attendance and costs.
Selection and order food and beverage based on anticipated attendance/consumption and budgetary constraints.
Review event orders and confirm final guarantees to the venue by specified deadline dates.
Monitor food and beverage consumption on-site; make additions, substitutions, or deletions as necessary.
Logistics Management
Manage all of the logistic management services from start to finish.
Strategic planning and event scheduling.
Hotel accommodations including room blocks and secure online booking sites.
Venue management/site selection.
Negotiation and coordination with 3rd party vendors.
Audio visual service coordination/wireless network coordination.
VIP services/transportation arrangements.
Contingency plan and security arrangements.
Speaker selection and management.
Develop sponsor opportunities.
Coordination and implementation of exhibit services.
Volunteer management/online surveys.
Event reports/evaluations.
Publicize events with signs, flyers, event website updates and client approved social media campaigns.
