Destination, Property & Venue Sourcing

  • RFP management for hotel, venues & third-party vendors
  • Site survey of properties
  • Procurement of third-party vendors including DMC, production/AV company, photographer, printing company, etc.
  • Contract negotiation

Evening Event Development, Selection & Coordination

  • Venue selection & contracting, food & beverage, AV, transportation, billing
  • Theme, décor, music, lighting & entertainment suggestions
  • Development, coordination & execution of team building activities

Web Registration

  • Event website build & management
  • Communication Campaign (teasers, reminders, confirmations)
  • Web registration management (monitor responses, generate reports, manage database)
  • Event app creation, development & operation

Food & Beverage Management

  • Food & beverage selection and menu planning
  • Banquet Event Order review
  • Management of attendee special dietary requirements
  • Confirmation of attendee guarantees

Rooming List & Group Housing

  • Room and suite assignments, special requirements, cancellations/changes
  • VIP suite assignments
  • Room block and attrition monitoring and management
  • Review of daily pick up reports on site

Ground Transportation Logistics

  • Flight status monitoring
  • Airport transportation (including arrivals and departures)
  • VIP ground transportation
  • Off-site venue, recreation or dinner transportation as needed
  • Personalized departure notices for attendees

On-Site Coordination and Support

  • Meeting room assignments, coordination of load in/out times, room setups and AV requirements
  • Management of all production and AV needs for duration of program
  • Tracking of all packages, logging shipments, return shipments, international import/export
  • Registration and Hospitality desk, distribution of name tags, welcome brochures and program information
  • Concierge services for all attendees
  • VIP administrative support & amenities

Budget Development & Management

  • Detailed budget and cost analysis preparation
  • Maintenance of budget during planning process
  • Management of all third-party invoices into one custom final invoice
  • Final hotel bill review

Incentive Program Recreation & Gifts

  • Recreation activity suggestion and selection
  • Coordination and management of attendee recreation selections
  • Coordination of gift selections based on program budget
  • Purchasing of all gifts and shipment to program location
  • Coordination of nightly gift room drop with hotel