Services

Site Selection and Contract

Conduct a kick-off/pre-planning meeting to develop an Action Plan with agreed timelines.
Coordinate all arrangements for site visits and/or planning meetings as needed.
Build and monitor a working budget.
Provide on-line registration which captures: attendee name and contact information, preferred attendees name for badges, arrival and departure date, manifest for flights and transfers, preferred room requirements, and special needs or dietary restrictions.
Secure all meeting spaces.
Act as a liaison with the AV contact.
Will closely monitor contracted rooms along with the hotel's conference service manager. Pick up reports will be provided in a timely manner to facilitate decision making on whether rooms should be released or overflow hotel negotiation is required.
Handle all offsite activities, entertainment if needed, decor for special events and assist with the purchasing of VIP amenities, speaker request, audiovisual, etc.
Work closely with the Conference Service Manager, Catering Manager and Chef to produce specialized menus within your budget for all events such as welcome reception, awards, dinner, box lunches and any special food requirements.
Coordinate with vendors to provide all ground transportation needs.

Reconfirm all F&B and meeting function setups.
Provide staffing and management of private registration for the ground and satellite check-in when required.
Coordinate all on-site signage.
Conduct all pre-conference meetings, to review your entire program and plan for all contingencies.
Prepare name badges.
Work with AV company to reconfirm all needs are met.
Arrange any on-site shipping and receiving required with hotel.
Distribute any materials as needed to participants.

Consolidate billing with complete backup documentation and assist in any reconciliation issues or discrepancies.
Host a post meeting de-brief to discuss lessons learned for future meetings.
Provide cost-saving analysis